RECEPTION MANAGER

Responsible for the day-to-day reception and supervision/management of all reception staff and associated functions, including the clinical system, ensuring all functions are carried out in accordance with agreed procedures, protocols and time-scales, and reporting to the practice manager as necessary.

Main duties of the job

• Prepare weekly staff rota - Ensure adequate staffing levels at all times
• Helping in reception when short staffed
• Approve annual and other leave, document and record for reception/admin staff
• Approve overtime, monitor, document and record for reception/admin staff
• Organise recruitment, interviews along with induction and training of new staff
• Carry out reviews and competency checks on all new staff
• Deal with more complex enquiries from patients and deputise for deputy and practice manager
• Continually assess and evaluate systems, recommending changes and improvements to the practice manager as appropriate
• Deal with general telephone enquiries from patients and general public
• Organise and liaise Patient Participation Group Meetings, set agendas, take minutes and action
• Organise patient annual survey
• Produce quarterly Practice Newsletter for patients
• Ensure routine fire checks and testing is carried out and documented
• Organise annual PAT and Calibration Testing annually
• Ensure water checks and testing re legionella are organised and carried out and documented
• Ensure all staff training is up to date
• Set agendas, host, and take minutes of reception meetings
• Order supplies
• Investigate and action complaints
• Support Deputy and Practice Manager

Qualifications

• A good standard of education, with an expectation of having both GCSE Maths and English at Grade C or above, or Functional Skills Level 2 in Maths and English

Experience

• Experience of working in a healthcare setting
• Strong leadership and team management skills
• Excellent communication and interpersonal skills
• Ability to manage workload in a busy environment
• Strong organisational and problem-solving abilities
• Understanding of confidentiality and data protection (GDPR)
• Experience of administrative duties
• Sensitive and empathetic in distressing situations
• Ability to work as a team member and autonomously
• Ability to use own initiative, discretion, and sensitivity
• Occupational Health clearanceDemonstrate personal accountability, emotional resilience and the ability to work well under pressure
• Confident, assertive and resilient
• Effective time management (planning and organising)
• Experience within NHS primary care services
• Knowledge of appointment systems and patient access pathways
• Experience in staff development and performance management
• Strong leadership and team management skills
• IT proficiency, including clinical systems (SystmOne desirable), excel, Microsoft word

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.