Job summary Patient Services Supervisor Hours Part Time - 25 per week Salary Competitive Starting June 2025 Due to retirement, an exciting opportunity has arisen for an experienced Patient Services Supervisor to join our friendly team at Thornhills Medical Practice. Expected start date of early June 2025. The Patient Services Supervisor will work in conjunction with our other Patient Services Supervisor and be jointly responsible for overseeing the smooth day to day running of the patient services department and team. Ensuring that a high quality patient service is provided, acting as central point of contact for patients and for providing effective supervision and leadership to the patient services team. The successful post holder will be required to be flexible enough to start work at 8am on certain days and finish at 6.30pm on other days. There may be occasions when there is a requirement to work evenings and weekends. Main duties of the job Essential skills: Excellent communications skills, oral and written. Previous experience of leading and managing people in a fast paced patient service setting. A proven history of developing the skills and confidence of a team and team members to fulfill their potential whilst continuously improving the service they provide to patients. Ability to build strong working relationships with your team. Ability to assertively manage difficult conversations with team members and patients Ability to confidently and continuously challenge the status-quo and effectively manage conflicting priorities in the workplace.Ability to contribute to improving access for patients, including managing change, developing new systems and procedures. Ability to contribute to improving access for patients, including managing change, developing new systems and procedures. About us We are a supportive, forward thinking GP training practice with a happy, reliable workforce providing care to approx. 14,800 patients. There is a strong emphasis on high quality patient care, education and personal development. Date posted 06 March 2025 Pay scheme Other Salary Depending on experience Contract Permanent Working pattern Part-time Reference number A0055-25-0002 Job locations Martin Square Larkfield Aylesford Kent ME20 6QJ Job description Job responsibilities Job Summary The Patient Services Supervisor will work in conjunction with our other Patient Services Supervisor and be jointly responsible for overseeing the smooth day to day running of the patient services department and team. Ensuring that a high quality patient service is provided, acting as central point of contact for patients and for providing effective supervision and leadership to the patient services team. The post holder will be expected to develop, organise and manage the day to day delivery of services to our patients. The post holder will implement agreed policies and procedures and consider the introduction of new services to ensure the quality and efficiency of services we deliver. You will be responsible for managing the team of Patient Services Advisors and ensuring their development. Essential skills: Excellent communications skills, oral and written. Previous experience of leading and managing people in a fast paced patient service setting. A proven history of developing the skills and confidence of a team and team members to fulfil their potential whilst continuously improving the service they provide to patients. Ability to build strong working relationships with your team. Ability to assertively manage difficult conversations with team members and patients Ability to confidently and continuously challenge the status-quo and effectively manage conflicting priorities in the workplace. Ability to contribute to improving access for patients, including managing change, developing new systems and procedures. The successful post holder will be required to be flexible enough to start work at 8am on certain days and finish at 6.30pm on other days. There may be occasions when there is a requirement to work evenings and weekends. Responsibilities: Patient Services Advisor Team Supervision / Management: Lead and manage the Patient Services Advisor team. Providing support and motivation, developing their skills and confidence to fulfil their potential whilst continuously improving the service they provide to patients. Manage the team rota system and duties, ensuring that overtime is kept to a minimum and approved prospectively by a manager. Ensure monthly overtime claims are received on time and are authorised. Oversee authorisation and administration of the team annual and other leave organising holiday rotas in line with agreed policy. Undertake yearly appraisals and performance monitoring of the team. Set objectives for the team and evaluate progress, oversee implementation of objectives and identify any barriers to reaching these objectives. Undertake regular one to one meetings with team to review their development objectives, performance and any other work based issues. Organise and lead team meetings and follow-up any matters arising. Be fully conversant with practice procedures and developments and ensure that team are kept fully updated. Support and mentor the team with implementing changes to procedures and protocols to improve the patient experience and in-house systems Ensure that the team handle patients and visitors enquiries courteously, efficiently and confidentially. Support and encourage the team to use Care Navigation to signpost patients to the appropriate pathway. Assist Assistant and Practice Manager in recruitment and retention of team, reviewing job descriptions as necessary. Oversee induction and training of all new team members to agreed standards. Participate in practice meetings, e.g. Workflow / Staff Manage daily risk assessments for ground floor Upon completion of appropriate training participate in team lead Fire Warden duties for the ground floor Day to Day Running of Patient Services and area Continually assess and evaluate systems recommending changes and improvements to the Practice Manager as appropriate. First point of contact for patients, doctors and staff for escalation issues relating to the day to day running of the patient services and area. Organise and implement appointment templates onto computer, ensure everyone is aware of changes. Manage the various appointments, visits, t calls and other daily needs in line with agreed policies. Deal with more complex enquiries from patients and deputise for Assistant and Practice Manager as Practice Complaints Officer as required. Deal with general telephone enquiries from patients and general public. Carry out all Reception duties as required. Be the central point of contact for liaising with the Patient Participation Group, organise meetings and distribute minutes and information Liaise with local pharmacies to ensure effective communication and collaborative working and to improve services to patients Ensure online registrations are processed promptly and queries from patient responded to Monitor and respond to patient emails from the practice email accounts Co-ordinate and ensure all patient registrations are actioned and processed in a timely manner Co-ordinate and record patient feedback from Friends and Family Test Maintain Practice morbidity register. Ensure patient information is kept up to date on the TVs in the waiting room Contribute to the content of the Practice Website and intranet. Ensure the waiting room is kept clean, tidy and well organised Ensure the franking machine account is monitored and kept up to date Ensure any repairs required to the building, contents or equipment are reported through the correct channel. Team Administration Responsibilities - Ensure that the following tasks are completed efficiently by the team: On the day Prescriptions support, including EPS Medical Reports Test results Cytology Patient recalls and reminders Distributing post / emails Monitor and order medical stationery and Inventory and prescription pads Monitoring practice stationery and refreshment provisions. Organise toner recycling Petty cash tin recognition Oversee maintenance and supply of waiting room water cooler for patients Record and prepare monthly submission for baby and child immunisations administration via Open Exeter Manage Patient Online Services Administration Job description Job responsibilities Job Summary The Patient Services Supervisor will work in conjunction with our other Patient Services Supervisor and be jointly responsible for overseeing the smooth day to day running of the patient services department and team. Ensuring that a high quality patient service is provided, acting as central point of contact for patients and for providing effective supervision and leadership to the patient services team. The post holder will be expected to develop, organise and manage the day to day delivery of services to our patients. The post holder will implement agreed policies and procedures and consider the introduction of new services to ensure the quality and efficiency of services we deliver. You will be responsible for managing the team of Patient Services Advisors and ensuring their development. Essential skills: Excellent communications skills, oral and written. Previous experience of leading and managing people in a fast paced patient service setting. A proven history of developing the skills and confidence of a team and team members to fulfil their potential whilst continuously improving the service they provide to patients. Ability to build strong working relationships with your team. Ability to assertively manage difficult conversations with team members and patients Ability to confidently and continuously challenge the status-quo and effectively manage conflicting priorities in the workplace. Ability to contribute to improving access for patients, including managing change, developing new systems and procedures. The successful post holder will be required to be flexible enough to start work at 8am on certain days and finish at 6.30pm on other days. There may be occasions when there is a requirement to work evenings and weekends. Responsibilities: Patient Services Advisor Team Supervision / Management: Lead and manage the Patient Services Advisor team. Providing support and motivation, developing their skills and confidence to fulfil their potential whilst continuously improving the service they provide to patients. Manage the team rota system and duties, ensuring that overtime is kept to a minimum and approved prospectively by a manager. Ensure monthly overtime claims are received on time and are authorised. Oversee authorisation and administration of the team annual and other leave organising holiday rotas in line with agreed policy. Undertake yearly appraisals and performance monitoring of the team. Set objectives for the team and evaluate progress, oversee implementation of objectives and identify any barriers to reaching these objectives. Undertake regular one to one meetings with team to review their development objectives, performance and any other work based issues. Organise and lead team meetings and follow-up any matters arising. Be fully conversant with practice procedures and developments and ensure that team are kept fully updated. Support and mentor the team with implementing changes to procedures and protocols to improve the patient experience and in-house systems Ensure that the team handle patients and visitors enquiries courteously, efficiently and confidentially. Support and encourage the team to use Care Navigation to signpost patients to the appropriate pathway. Assist Assistant and Practice Manager in recruitment and retention of team, reviewing job descriptions as necessary. Oversee induction and training of all new team members to agreed standards. Participate in practice meetings, e.g. Workflow / Staff Manage daily risk assessments for ground floor Upon completion of appropriate training participate in team lead Fire Warden duties for the ground floor Day to Day Running of Patient Services and area Continually assess and evaluate systems recommending changes and improvements to the Practice Manager as appropriate. First point of contact for patients, doctors and staff for escalation issues relating to the day to day running of the patient services and area. Organise and implement appointment templates onto computer, ensure everyone is aware of changes. Manage the various appointments, visits, t calls and other daily needs in line with agreed policies. Deal with more complex enquiries from patients and deputise for Assistant and Practice Manager as Practice Complaints Officer as required. Deal with general telephone enquiries from patients and general public. Carry out all Reception duties as required. Be the central point of contact for liaising with the Patient Participation Group, organise meetings and distribute minutes and information Liaise with local pharmacies to ensure effective communication and collaborative working and to improve services to patients Ensure online registrations are processed promptly and queries from patient responded to Monitor and respond to patient emails from the practice email accounts Co-ordinate and ensure all patient registrations are actioned and processed in a timely manner Co-ordinate and record patient feedback from Friends and Family Test Maintain Practice morbidity register. Ensure patient information is kept up to date on the TVs in the waiting room Contribute to the content of the Practice Website and intranet. Ensure the waiting room is kept clean, tidy and well organised Ensure the franking machine account is monitored and kept up to date Ensure any repairs required to the building, contents or equipment are reported through the correct channel. Team Administration Responsibilities - Ensure that the following tasks are completed efficiently by the team: On the day Prescriptions support, including EPS Medical Reports Test results Cytology Patient recalls and reminders Distributing post / emails Monitor and order medical stationery and Inventory and prescription pads Monitoring practice stationery and refreshment provisions. Organise toner recycling Petty cash tin recognition Oversee maintenance and supply of waiting room water cooler for patients Record and prepare monthly submission for baby and child immunisations administration via Open Exeter Manage Patient Online Services Administration Person Specification Qualifications Essential Good standard of education Evidence of a commitment to continuing professional development Desirable Educated to degree standard or equivalent level of experience Relevant supervisory or higher education qualification Experience Essential Team leading / Team management experience or as a deputy, ideally in the NHS / Primary Care Experience of working in teams and ability to promote a team spirit Experience of adapting to change Experience of carrying out a range of senior administrative tasks efficiently Experience of working with a wide range of people Experience of working in a computer environment Desirable Experience of using medical computer systems and spreadsheets Knowledge of EMIS clinical software Working with clinicians Skills / Qualities Essential Experience of working with the general public Complaint handling Planning and Problem solving Setting of priorities Time management Excellent communication skills (oral and written) Good interpersonal skills Networking skills Presence, able to command the respect of colleagues and patients Self-motivation Good sense of humour Hard working/Resourceful Honesty, loyalty Flexibility / Adaptability Enthusiasm, energy Calmness, reliability Diplomacy Emotionally robust Desirable Presentation skills and experience Person Specification Qualifications Essential Good standard of education Evidence of a commitment to continuing professional development Desirable Educated to degree standard or equivalent level of experience Relevant supervisory or higher education qualification Experience Essential Team leading / Team management experience or as a deputy, ideally in the NHS / Primary Care Experience of working in teams and ability to promote a team spirit Experience of adapting to change Experience of carrying out a range of senior administrative tasks efficiently Experience of working with a wide range of people Experience of working in a computer environment Desirable Experience of using medical computer systems and spreadsheets Knowledge of EMIS clinical software Working with clinicians Skills / Qualities Essential Experience of working with the general public Complaint handling Planning and Problem solving Setting of priorities Time management Excellent communication skills (oral and written) Good interpersonal skills Networking skills Presence, able to command the respect of colleagues and patients Self-motivation Good sense of humour Hard working/Resourceful Honesty, loyalty Flexibility / Adaptability Enthusiasm, energy Calmness, reliability Diplomacy Emotionally robust Desirable Presentation skills and experience 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 Thornhills Medical Practice Address Martin Square Larkfield Aylesford Kent ME20 6QJ Employer's website https://www.thornhillsmedical.nhs.uk/ (Opens in a new tab)