Administration Manager

Job description

Job responsibilities

Being line manager for the Patient Services Team, who combine working as receptionists and administrators.

The Administration Manager will oversee the service provided to our patients, ensuring the Patient Services Team achieve their primary responsibilities in an efficient, professional and friendly manner, whilst being an active team member involved with Admin/Reception duties on a day to day basis.

To support staff with team development, providing guidance, direction and encouragement.

To ensure all relevant protocols, policies and SOPs are regularly reviewed and accurate and that all team members are up to date with the mandatory training.

IIdentify and deliver team training where required.

Organise and manage regular team meetings.

Act as a focal point for communication, advising the Patient Services Team on methods of communication and best practice, keeping them up to date with any changes to processes.

Completing staff appraisals, 1-2-1 reviews and absence management meetings, as required for the team. Involvement with the recruitment and onboarding processes for new staff members.

Manage the rotas for the Patient Services Team, ensuring sufficient cover is in place for periods of leave, sickness and or other staff absences, to ensure business continuity, and that all absence and holiday is reflected and authorised on Practice Index.

Compiling staff rotas and assisting the Practice Manager with clinical rotas as and when required.

Supporting the Practice Manager in the compilation of practice reports and practice development/projects as and when requested.

Provide initial guidance and advice to patients who may wish to complain.

Oversee management of all deliveries to the practice. Ensuring training and adherence to the cold chain policy is followed as required.

Act as building fire marshall, ensuring evacuation lists are current and that the visitors' log is used appropriately.

Responsible for Reception petty cash and over the counter payments.

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths
• Leadership or management qualification or relevant equal experience.

Desirable

• Educated to A-level, equivalent or higher with relevant experience.

Experience

Essential

• Experience of leading or managing a team
• Experience of working with the general public
• Experience in administrative duties
• Competent with IT, including but not only, Microsoft Office packages.
• Experience of working in a Healthcare setting

Desirable

• Experience in leading or managing a team in a healthcare setting
• Experience in providing appraisal writing and staff development

Skills

Essential

• Excellent communication skills (written and oral)
• Good IT skills (e.g. Microsoft packages)
• Clear, polite telephone manner
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem-solving and analytical skills
• Ability to follow policy and procedure

Desirable

• Experience using clinical systems

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Catherine House Surgery

Address

Westward House

New Walk

Totnes

Devon

TQ9 5WB

Employer's website

https://www.catherinehousesurgery.co.uk/ (Opens in a new tab)