Job summary We are currently seeking a confident and capable Office Supervisor to join our team on a permanent basis, working between 30-37 hours per week. This role is pivotal in ensuring the smooth operation of our Care Navigator/Clinical Administrator teams, supporting office efficiency, and helping to maintain our commitment to high-quality patient care. Initiative, empathy, good written and verbal communication skills, resilience, confidentiality and common sense are essential as you will be dealing with sensitive confidential information on a daily basis. Main duties of the job To ensure the smooth running of the Admin Operations Team and processes. Ensuring the site/s works effectively and efficiently to deliver quality standards and excellent customer service further supporting CQC / organisational requirements. The role will involve working closely with and supporting the Team Leaders, acting as first port of call for any Admin queries on the day. About us Larwood Health Partnership is a GP Practice based over 4 sites in Worksop, Carlton-in-Lindrick and Manton. We are also rated CQC Outstanding. We are a forward thinking, supportive Practice that embraces new ideas and innovation with the aim of producing better patient outcomes and efficient ways of working, whilst achieving a good work life balance. 8 GP's Partners, 9 Salaried GP's Practice Paramedics 3 Practice Pharmacists and 3 Pharmacy Technicians Experienced Management Team Experienced and well-developed Nursing and Administrative Team, including Nurse Practitioners Excellent integration with community nurses and the voluntary sector Advanced Training Practice Well established SystmOne GP Practice Date posted 17 April 2025 Pay scheme Other Salary Depending on experience To be confirmed Contract Permanent Working pattern Full-time, Part-time Reference number A0233-25-0008 Job locations 56 Larwood Avenue Worksop Nottinghamshire S81 0HH Westwood Surgery Worksop Nottinghamshire S80 2TR The Village Surgery Long Lane Carlton-in-lindrick Worksop Nottinghamshire S81 9AR Lakeside Surgery Church Street Langold Worksop Nottinghamshire S81 9NW Job description Job responsibilities 1. To support the Team Leaders in dealing with daily issues/queries raised by staff by staff and patients on site. 2. To ensure sickness absence is reported through to the Team Leader, along with any issues identified as a result of the absence ie locking up procedures 3. Ensure regular daily updates/communications with Team Leader as appropriate to ensure fully aware of factors that could affect the role, using the appropriate method of communication 4. Supervise the Admin team ensuring maximum productivity and efficiencies and update the rota accordingly to ensure on the day work volumes and processes are prioritised, using the appropriate methods of communication 5. Monitor incoming call volume and call waiting times whilst ensuring all admin staff are taking calls in line with the rota at appropriate times plotted between 8 6.30. Escalate to TL where calls peak and become unmanageable and support is required 6. Review resourcing hours v demand for 'Admin ' Smart requests and oversee 'Medical requests' process 7. React positively and be flexible with regard to rota changes. Ensure staff are aware of these changes 8. Conduct first and second, non-complexed, return to work interviews, ensuring absence management procedures are followed and team members are provided with relevant information to improve their attendance at work, SC2 information is completed, and the Team Leader is advised accordingly to ensure working in line with policies & procedures 9. Conduct Staff 1:1 meetings at 3 months and 9 months, updating the Training Needs Analysis spreadsheet following reviews and whenever staff develop their skills 10. Ensure that the reception team are directing the patient to the most appropriate health professional or service and care navigation tools used e.g., hub star 11. Ensure that the reception team are informing patients how to make the best use of the service, using technology and systems as appropriate 12. Effectively deal with informal complaints specific to the remit of the role and document accordingly in line with procedure 13. Liaise with the Team Leader if a training requirement is identified 14. Undertake key processes/support the Admin Operations function in specific trained areas e.g., pathlinks, scripts, o-line appointment systems, reception, phones as and when needed 15. In the absence of the Team Leader update the rota when there is reactive staff absence, ensuring the relevant absence form is completed / accurate information documented 16. Report any performance management issues to Team Leader immediately and ensure the form is completed / accurate and full information documented 17. Assist with inductions for new staff members 18. Relay information from GPs and Management to the Admin team as necessary as instructed by TL / Manager 19. Share knowledge and have input in the development of Office Protocols and changes to processes 20. Assist with IT issues on site 21. Liaise with Team Leader in the first instance where health and safety or premises issues are identified and escalate to Estates Manager in Team Leader absence Job description Job responsibilities 1. To support the Team Leaders in dealing with daily issues/queries raised by staff by staff and patients on site. 2. To ensure sickness absence is reported through to the Team Leader, along with any issues identified as a result of the absence ie locking up procedures 3. Ensure regular daily updates/communications with Team Leader as appropriate to ensure fully aware of factors that could affect the role, using the appropriate method of communication 4. Supervise the Admin team ensuring maximum productivity and efficiencies and update the rota accordingly to ensure on the day work volumes and processes are prioritised, using the appropriate methods of communication 5. Monitor incoming call volume and call waiting times whilst ensuring all admin staff are taking calls in line with the rota at appropriate times plotted between 8 6.30. Escalate to TL where calls peak and become unmanageable and support is required 6. Review resourcing hours v demand for 'Admin ' Smart requests and oversee 'Medical requests' process 7. React positively and be flexible with regard to rota changes. Ensure staff are aware of these changes 8. Conduct first and second, non-complexed, return to work interviews, ensuring absence management procedures are followed and team members are provided with relevant information to improve their attendance at work, SC2 information is completed, and the Team Leader is advised accordingly to ensure working in line with policies & procedures 9. Conduct Staff 1:1 meetings at 3 months and 9 months, updating the Training Needs Analysis spreadsheet following reviews and whenever staff develop their skills 10. Ensure that the reception team are directing the patient to the most appropriate health professional or service and care navigation tools used e.g., hub star 11. Ensure that the reception team are informing patients how to make the best use of the service, using technology and systems as appropriate 12. Effectively deal with informal complaints specific to the remit of the role and document accordingly in line with procedure 13. Liaise with the Team Leader if a training requirement is identified 14. Undertake key processes/support the Admin Operations function in specific trained areas e.g., pathlinks, scripts, o-line appointment systems, reception, phones as and when needed 15. In the absence of the Team Leader update the rota when there is reactive staff absence, ensuring the relevant absence form is completed / accurate information documented 16. Report any performance management issues to Team Leader immediately and ensure the form is completed / accurate and full information documented 17. Assist with inductions for new staff members 18. Relay information from GPs and Management to the Admin team as necessary as instructed by TL / Manager 19. Share knowledge and have input in the development of Office Protocols and changes to processes 20. Assist with IT issues on site 21. Liaise with Team Leader in the first instance where health and safety or premises issues are identified and escalate to Estates Manager in Team Leader absence Person Specification Qualifications Essential You must hold GCSE grades 49 (or equivalent) in at least five subjects, including Maths and English Relevant training or courses that support the ability to supervise a team Skills Essential Excellent communication skills (written, oral, listening) IT Skills Clear, polite, telephone manner Interpersonal skills Problem Solving skills Confidential Desirable Knowledge of SystmOne IT system Experience Desirable Working within a GP Practice Person Specification Qualifications Essential You must hold GCSE grades 49 (or equivalent) in at least five subjects, including Maths and English Relevant training or courses that support the ability to supervise a team Skills Essential Excellent communication skills (written, oral, listening) IT Skills Clear, polite, telephone manner Interpersonal skills Problem Solving skills Confidential Desirable Knowledge of SystmOne IT system Experience Desirable Working within a GP Practice 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 Larwood Health Partnership Address 56 Larwood Avenue Worksop Nottinghamshire S81 0HH Employer's website https://www.larwoodhealthpartnership.co.uk/ (Opens in a new tab)