Reception Manager

NHS; England; On-site; GBP 25,000 - 35,000; Full time

Job description

An exciting opportunity has become available within our Management Team at Bunbury Medical Practice, we are looking for a Reception Manager to join our team! The Practice is situated in the heart of Bunbury, a small idyllic village, where we offer care to almost 5,500 patients.

We are looking for an experienced reception manager with excellent communication skills, IT proficiency and confidence in both working independently and closely within the management and reception team. The department is fast paced but very friendly, and although we are a busy Practice we like to ensure our staff enjoy their time at work.

Main duties of the job

Overseeing the administration and support operations of the Practice, ensuring staff achieve their primary responsibilities.

Line managing all reception staff, supporting staff development, providing guidance and direction, ensuring staff are up to date with mandatory training.

Ensuring all daily reception duties are completed and helping others oversee the smooth running of the Practice.

Managing the appointment system ensuring all sessions are appropriately added and reflect leave and other approved absence.

About us

The Practice is run out of a purpose built building in the heart of Bunbury Village and consists of 2 GP Partners, 4 salaried GP's, 2 Advanced Nurse Practitioners, a Practice Nursing team, Dispensary and Reception team. We are a small rural practice and work closely with our neighbouring Practices as part of the Rural Alliance PCN.

Job responsibilities

• Overseeing the administration and support operations of the practice, ensuring staff achieve their primary responsibilities.
• Line managing all reception staff, supporting staff development, providing guidance and direction, ensuring staff are up to date with mandatory training.
• Ensuring all daily reception duties are completed and helping to oversee the smooth running of the practice.
• Completing staff appraisals as required.
• Identifying and delivering team training where required.
• Compiling reception staff rotas.
• Reviewing and updating all administrative and reception policies and procedures as required.
• Supporting the management team in the compilation of practice reports and the practice development plan.
• Developing, implementing and embedding efficient office processes and procedures to adhere to extant legislation.
• Acting as a focal point for the practice managing requests from external organisations such as the local police, solicitors, DVLA and other agencies.
• Coordinating the provision of temporary administrative and reception staff, ensuring sufficient cover is provided for periods of leave and other staff absences.
• Providing induction training for new reception staff and ongoing reviews and monitoring of the role dealing appropriately with any underperformance, retraining and reassessment.
• Updating the appointment system with clinical sessions ensuring these reflect leave and other approved absences, proactively identifying any required cover for all clinical team.
• Providing initial guidance and advice to patients who wish to verbally complain.
• Working closely with the senior management team.
• Acting as building fire marshal, ensuring evacuation lists are current and the visitors log is used appropriately.
• Partaking in audit as directed by the audit lead.
• Coordinating and producing meeting agendas and recording the minutes of meetings.
• Monitoring and promoting the use of the Friends and Family Test.
• Championing continuous improvement, encouraging staff to participate and make suggestions for CI initiatives.
• Assisting with QOF targets.
• Scheduling and taking minutes for the MDT meeting.
• Managing and arranging annual premises and equipment checks.

Person Specification

Experience

• Experience in leading and managing a team or department.
• Working with the general public.
• Working in a healthcare setting.
• Managing any team within general practice.
• Working with Emis Web & Docman.

Qualifications

• GCSE English (C or above) and at least 3 others.
• Educated to A-level/equivalent or higher, with relevant experience.
• NVQ level 2 in Health and Social Care.

Skills

• Competent in the use of Microsoft Office and Outlook.
• 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.
• Emis, Docman and other general practice software.

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.