Job Title: Admin Supervisor
Reports To: Administration Manager
Hours:
Monday: 8.00 - 18.45 (30 minute break)
Tuesday: 13.00 - 18.45
Wednesday: Day off
Thursday: 13.00 - 18.45
Friday: Day off
Job Summary:
The purpose of this role is to support the reception/admin team, ensuring the smooth running of the department and handling patient inquiries efficiently and courteously.
Work closely with the Administration Manager to maintain a high level of patient service across the department by ensuring correct staffing levels, effective communication of changes, and maintaining an open line of communication with the duty team.
Duties and Responsibilities:
* Oversee the reception/admin team in line with practice HR policies, protocols, and service standards.
* Provide support and guidance to the reception team, other practice staff, and visitors on patient service issues.
* Assist with the correct signposting of patients.
* Support the team during busy periods with tasks such as answering phones, helping on the reception desk, scanning documents, and checking the email inbox.
* Manage informal patient complaints received directly from patients, ensuring Practice Management is briefed.
* Review, update, and create all administrative and reception standard operating procedures as required.
* Organize staff cover for absence periods such as holidays, sickness, and compassionate leave.
* Update staff/admin rotas alongside the Administration Manager.
* Assist in the induction and training of reception staff and apprentices; support staff training and implementation of practice policies.
* Oversee the booking system, ensuring accuracy of appointment bookings and liaising with the clinical team when needed.
* Help cancel and change clinics due to clinical staff absences.
* Lead and direct reception/admin staff to ensure tasks are completed efficiently and on time.
* Conduct morning/lunchtime reception meetings to ensure effective communication.
* Communicate and work effectively with all team members within the practice and with other agencies.
* Take responsibility for own development and training needs, participating in practice training events and appraisal processes.
* Ensure compliance with practice policies and procedures and CQC Essential Standards of Care.
* This list is not exhaustive; the role may involve other relevant duties of similar responsibility.
Confidentiality:
* Respect patient confidentiality and handle sensitive information appropriately.
* Access to confidential information is strictly limited to authorized personnel in accordance with practice policies.
Health & Safety:
* Promote and maintain health, safety, and security as defined in the Practice Health & Safety Policy.
* Identify risks involved in work activities and manage those risks effectively.
* Report health and safety hazards and potential risks immediately.
* Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and Diversity:
* Support the equality, diversity, and rights of patients, carers, and colleagues.
* Respect the privacy, dignity, needs, and beliefs of all individuals.
Personal/Professional Development:
* Participate in training programs and maintain a record of personal and professional development.
Quality:
* Strive to maintain quality within the Practice and contribute to team effectiveness.
Communication:
* Recognize the importance of effective communication within the team and with patients.
Contribution to the Implementation of Services:
* Apply Practice policies, standards, and guidance.
The duties listed above may change in light of developments in the practice and are subject to review.
I accept this job description………………………………………….. Date:…………………………….
Person Specification – Reception Team Support
Qualifications
* Good standard of general education (numerate and good standard of English) - Essential
Experience
* Experience within Primary Care - Essential
* Experience of using TPP SystemOne clinical system - Desirable
* Experience of dealing with a wide range of people in different situations - Essential
* Experience leading a team - Desirable
Knowledge and skills
* Excellent customer service skills - Essential
* Excellent communication and interpersonal skills - Essential
* Excellent computer literacy skills - Essential
* Excellent accuracy and attention to detail - Essential
* Knowledge of medical terminology - Desirable
* Excellent problem-solving and analytical skills - Desirable
Other requirements
* Willingness to work flexibly to cover holidays and sickness - Essential
* Ability to work under pressure - Essential
* “Can do” attitude to daily tasks, adversity, and new ways of working - Essential
Please note: The job description and person specification may be amended in discussion with the post holder.
Job Type: Part-time
Pay: From £12.50 per hour
Expected hours: 21.45 per week
Benefits:
* Company pension
* Free parking
Schedule:
* Monday to Friday
Ability to commute/relocate:
* Billingshurst: reliably commute or plan to relocate before starting work (preferred)
Experience:
* Administration: 1 year (preferred)
Work Location: In person
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