An exciting opportunity has arisen for a Reception Team Leader to join our enthusiastic forward-thinking and dynamic team within a busy inner City Practice.
We are seeking someone who is a team player, has a flexible approach to work, is keen to learn, and is willing to undergo training.
Main Duties of the Job
To manage the reception area and reception team.
1. Assignment of daily administrative duties.
2. Coordinate leave requests and ensure cover is in place.
3. Management of the daily workload and guidance on completion.
4. Point of contact for reception team.
5. Point of contact for GPs for reception support.
About Us
We have two GP Partners complemented by a Primary Care Practitioner, GP Trainees, and a friendly reception team. We have full access to a range of ARRS staff including a Care Coordinator, General Practice Assistant, First Contact Physiotherapist, and Clinical Pharmacist.
SystmOne Clinical system.
CQC rating: Good.
Consistently high QOF achievers.
Excellent complement of long and loyal serving staff.
Job Responsibilities
Job Summary: To manage the reception area and reception team.
Job Responsibilities:
1. Weekly staff Rota.
2. Assignment of daily administrative duties.
3. Coordinate leave requests and ensure cover is in place.
4. Management of the daily workload and guidance on completion.
5. Point of contact for reception team.
6. Point of contact for GPs for reception support.
Patient Services
1. Deal with low-level complaints in accordance with practice complaints procedure.
2. Ensure patient information boards are maintained and up to date.
3. Review and updating of Non-NHS services.
4. Updating and maintaining social media presence.
5. Updating and maintaining the practice website.
6. Support annual Flu Clinics coordinating the administration, patient flow, coding, refusals.
7. Attend and support coordination of the Patient Participation Group.
Finance
1. To oversee the recording of petty cash transactions.
2. To ensure patients are aware of the associated charges of private work.
Employed Staff
1. Provide induction training of new admin staff and ongoing review.
2. Set up non-clinical staff with appropriate IT logins, e.g. SystmOne, Docman, Accurx, smartcards.
3. Ensure practice policies are followed and accurate records are kept.
4. Liaise with Practice Manager/Deputy Practice Manager concerning staffing levels and organisation of workload.
5. Inform the Practice Manager immediately of any backlog of work.
6. Liaise with other members of the primary health care team, outside agencies, and patient participation group as required.
Audit
1. Ensure the administration team has a fair distribution of workload.
2. Run contract searches and reports as required and instructed by the management team.
3. Ensure data is consistently entered and run searches to find anomalies as directed by the management team.
4. Advise the Practice Manager/Deputy Practice Manager of any problems arising from data entry.
5. Ensure that clinical audit on SystmOne runs and report any issues to SystmOne promptly.
Administration
1. Assist the Practice Manager/Deputy Practice Manager with the preparation and review of Administrative CQC standards, requirements, policies, and procedures.
2. Completion of weekly staffing rota (4 weeks in advance).
3. Ensure Friends and Family is completed by ALL admin staff.
Information Technology
1. Have a full understanding of the design and adjustment of the appointment system.
2. Have a working knowledge of all software and hardware required for use by the practice.
3. Deal with any IT, telephone, or equipment problems including smartcards.
Job Description
Person Specification
Qualifications
* GCSE A-C in English and Maths.
* Good IT skills using MS Office.
Experience
* Must demonstrate a good telephone manner and an empathetic way of dealing with patients.
* Exceptional timekeeping skills.
* Flexibility.
* Experience of dealing with the general public in challenging situations is essential.
* Experience of telephone and face-to-face contact is necessary.
* Excellent computer skills are required.
* Some NHS experience and having worked in a GP Surgery is ideal.
* Experience in managing a team.
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.
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