Reception Supervisor

We are looking to recruit an experienced and dynamic reception supervisor to lead our team. The ideal candidate will enjoy supporting others and want to make a difference in primary care. This role requires a hands‑on approach to managing daily operations, support the reception team in the day to day running of reception and is integral to our approach to patient care, both face-to‑face, virtually and on the telephone.

Ideally you will have at least 2 years current/recent experience as a medical receptionist role and current or recent experience of a supervisory role.

f you are driven, enthusiastic, and love being part of a friendly and supportive team then this could be for you.

Responsibilities

• Hold responsibility for the day-to-day supervision of reception and associated functions.
• support reception staff and ensure the smooth running of the reception team
• take part in the training and development of reception staff
• Ensure delivery of high quality of care to patients
• To provide a focal point of communication between patients, doctors, and other medical staff
• To act as a role model, demonstrating and promoting the standards expected by the practiceand creating the energy and enthusiasm for the service.
• To liaise with and assist with the wider Management team to ensure the smooth running ofthe surgery.
• Co-ordinate staff to ensure all tasks are completed on a daily basis to include, but not limitedto, appointment management, visits, issuing of scripts, scanning, workflow, new registrations,deductions, emails
• Act as a role model to reception staff, supporting, motivating and promoting good staffrelations.
• Submit all holiday requests to the Operations Manager and approve accordingly
• Ensure all Practice Protocols and Standard Operating Procedures are understood andadhered to.
• Ensure all staff are aware of the disciplinary and grievance procedure and have anunderstanding of health & safety.
• In conjunction with the Deputy Practice Manager complete annual appraisals and helpsupport reception staff in achieving their development plans.
• Monitor staff attendance, sickness absence, annual leave and daily rotas
• Assist with the appropriate recruitment and selection procedure for reception staff.
• Provide induction training of all new staff to agreed standards and ongoing review
• Undertake, in association with the Deputy Practice Manager, reception probation reviews.
• Assist with and minimise potential problems that may lead to complaints.
• Deal with complaints directly related to the reception team, duties, appointments andprescriptions.
• Oversee the alteration/cancellation of clinics and make alternative arrangements in anemergency.
• Oversee e-learning and training of all reception staff and manage PLT sessions
• Coordinate and facilitate staff meetings.
• Report IT issues to Healthcare as and when required.
• Work on appropriate ad-hoc projects as and when required
• Ensure communication systems are running smoothly, doctors and reception staff are keptfully informed of changes in procedures.
• Ensure TV monitor messages are kept up to date and display new messages when required.
• Appointment system Supervise the correct use of the computerised appointment system
• Assist with creating new clinics on S1 alongside the Operations Manager.
• Ensure that staff trays are marked when a doctor is on leave so that any correspondence isnot left while the GP is off
• Ensure correct procedures are followed when the practiceisinformed of a patient death.
• Ensure samples are collected daily in a timely fashion.
• Provide hands on support to all reception staff and carry out any of the duties of a BirchwoodReceptionist as detailed below
• Reception Desk, greeting of patients, dealing with their enquiries in a courteous andpolite manner. Giving out previously prepared repeat prescriptions, makingappointments and booking patients in for surgeries and clinics.
• Telephone Duties: answering the telephone within a reasonable time, dealing withrequests and enquiries courteously and politely. Contacting hospitals, HealthAuthorities and various other agencies for results, appointments, booking, referralsand patient information.
• Making appointments: offering and arranging the appointments for doctors, nurses andPCN staff.

Qualifications

• Good standard of general education
• European Computer Driving Licence (ECDL) or similar desirable
• Have a valid and current driving licence

Experience

• Experience in a supervisory role
• Experience of working in the NHS (advantageous)
• Excellent Customer Service and IT Skills
• Team player as well as working independently

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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