Moray Coast Medical Practice is looking to enhance the current administration team with an Office Supervisor. This exciting new role is operational support of the day-to-day running of the Practice to assist the proactive and skilled administration team in this busy General Practice environment.
Moray Coast Medical Practice works from a single modern, purpose-built site in Lossiemouth on the gorgeous Moray Coast. The practice has a friendly and supportive team with a focus on patient care. The training and development of staff is part of the team ethos.
Job Title: Office Supervisor
Responsible to: Practice Manager and GP Partners
Role Overview:
We are seeking a dedicated and proactive Supervisor to add to our team. In this role, you will play a crucial part in managing the team, supporting the Practice Manager and assuming the manager role in her absence. You will act as a key point of contact, facilitating effective communication between patients, doctors, and other medical and non-medical staff members. Your leadership will help ensure a welcoming and efficient environment for both patients and staff.
Main Responsibilities:
1. Team Management: Oversee the daily operations of the administration staff, ensuring high standards of service and support are maintained. Report any staff-related issues or concerns to the Practice Manager promptly. Organising team meetings and instigating action plans.
2. Workload Prioritisation: Have an overview of both administration and clinical rotas and manage the prioritisation of workloads to ensure that all patient inquiries and administrative tasks are handled efficiently.
3. Staff Monitoring: Keep an overview of annual leave and sickness, conducting return-to-work interviews and alerting the Practice Manager of any staff shortages that may arise and proactively seek resolutions to ensure continuous service provision.
4. Performance Appraisals: Assist in conducting yearly appraisals for administrative staff in collaboration with the Practice Manager.
5. Training Coordination: Liaise with the Practice Manager regarding staff training needs and assist in arranging training sessions to enhance team skills.
6. Administrative Support: Provide assistance to the Practice Manager in various aspects of Human Resource Management, as needed, and offer additional support to the reception and administration teams during peak times.
7. Protocol Adherence: Ensure compliance with all practice protocols, including maintaining the staff handbook and other operational guidelines.
8. Building Management: Ensure the building is maintained in accordance with guidelines and report faults and organize the necessary servicing and repairs.
9. Patient Interaction: Handle complex patient inquiries and complaints professionally and efficiently, ensuring a positive experience for all patients.
10. Financial Management: Assist in organizing and managing non-NHS fee records, ensuring proper documentation, invoicing and receipt issuance.
11. Clinical Governance: Support the Practice Manager in maintaining practice clinical governance and safety protocols, including recording accidents or incidents affecting health and safety.
12. IT Oversight: Assist the team in trouble shooting and reporting any IT faults, and oversee updates to clinical systems as required.
13. Data Protection: Adhere to the General Data Protection Regulation (GDPR) and report any potential data breaches to the Practice Manager & appropriate bodies.
This job description is not exhaustive and may be subject to periodic review and amendment as the needs of the practice evolve.
Essential Qualifications and Experience:
* Experience in a medical/clinical environment
* Experience in a supervisory or managerial role within an office administration setting.
Essential Competencies:
* Strong leadership skills with the ability to motivate and guide a team.
* Ability to remain calm and composed under pressure while presenting a professional image.
* Capacity to work independently and show resourcefulness in problem-solving.
* Excellent interpersonal skills to foster positive relationships with patients and colleagues.
* Self-motivated with a proactive approach to work.
* Flexibility to adapt to changing circumstances and demands.
Desirable Criteria: Familiarity with GP computer systems (e.g., Vision & DOCMAN).
If you are a driven individual with a strong commitment to providing excellent service and support in a healthcare environment, we would love to hear from you!
Applications by CV to the Practice Manager; dawn.harvey4@nhs.scot Informal enquiries welcome.
Closing Date 31st March 2025
NHS Scotland is committed to encouraging equality and diversity among our workforce and eliminating unlawful discrimination. The aim is for our workforce to be truly representative and for each employee to feel respected and able to give their best. To this end, NHS Scotland welcomes applications from all sections of society.
#J-18808-Ljbffr