Reception Manager

Job description

Job responsibilities

Job Description

Job title - Reception Manager

Responsible to - Practice Manager

Job Summary

To work closely with the Practice Manager to ensure a confidential and responsive reception service for the Practice.

KEY RESPONSIBILITIES:

Personnel

To lead the day to day running of Reception to ensure the Practice delivers a professional and responsive service to patients.

To organise the Reception rota, ensuring cover at all times, including during periods of staff sickness, annual leave and evening and weekend surgeries.

To respond to queries raised by the reception team and provide support where necessary in dealing with patients.

To contribute to the recruitment of new staff, arranging informal visits and carrying out interviews with the Practice Manager.

To contribute to the induction and training of new members of staff.

To monitor staff training and keep up-to-date records.

To carry out return to work sickness interviews for members of the reception team.

To organise regular reception team meetings, preparing the agenda in advance and taking minutes.

To carry out interim reviews for new members of staff and identify areas requiring further training or support.

To organise and carry out staff end of probation and annual appraisals with the Practice Manager.

To ensure staff are compliant with Data Protection Regulations, alerting the Practice Manager to any concerns and to any data breaches.

To alert the Practice Manager to any concerns about staff members as soon as they arise.

General Administration

To ensure telephone calls are answered promptly and professionally.

To ensure appointments are booked according to agreed protocols.

Supporting the team with the cancellation/rescheduling of appointments e.g. in times of sickness absence.

To monitor the Practice email accounts, ensuring a timely and professional response is achieved.

To ensure messages are forwarded appropriately to doctors and other colleagues.

To ensure correspondence is recorded in the patient record appropriately.

To ensure requests for medication are responded to quickly and accurately, helping to solve queries from patients and pharmacies.

To ensure the task trays and EMIS tasks are responded to in a timely fashion.

To ensure patient registrations are processed quickly and accurately.

Train new staff in the registration process, ensuring high standards of accuracy are achieved and resolving issues as they arise.

Be responsible for issuing on-line access to patient records.

To ensure incoming and outgoing post is processed daily.

Train other users, both clinical and non-clinical, in the best use of the practice systems.

Act as a Smartcard administrator.

Contribute to the review of practice policies and protocols as requested by the Practice Manager.

Finance

Manage collection of credit card payments from patients, ensuring new staff are trained in the use of the bank card machine.

Ensure petty cash is used appropriately and transactions recorded.

Premises and equipment

Ensure the Reception area is kept clean and tidy.

Ensure all necessary supplies are available e.g. stationary, printer cartridges etc.

Undertake risk assessments as required and implement changes as necessary.

Report any items requiring repair to the Practice Manager.

Health and Safety

• To ensure staff are briefed and comply with infection prevention and control protocols.

Participate in fire drills.

Train new staff in evacuation procedures.

Carry out quarterly checks of all safety alarms together with the Practice Manager.

Report any issues with the security alarm to the Practice Manager.

Ensure all staff are up-to-date with Health & Safety training.

Other

Meet weekly with the Practice Manager to update them and to agree priorities.

Participate in staff meetings and other meetings as required.

Undertake any other additional duties appropriate to the post as requested.

Person Specification

Experience

Essential

• Previous experience of working in a similar role.
• Strong interpersonal skills.

Desirable

• Experience of working in a GP practice, or other healthcare setting.

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

Dr Leaver & Partners

Address

Jericho Health Centre

Walton Street

Oxford

Oxfordshire

OX2 6NW

Employer's website

https://www.leaverandpartnersjericho.nhs.uk/ (Opens in a new tab)