Administration Manager

This is an exciting opportunity to join our friendly team. We are seeking a competent, enthusiastic and supportive Administration Manager who will lead our high-performing patient services team in providing an effective, welcoming and safe service for all our patients.

Main duties of the job

Line manager for the Patient Services Team,who combine working as receptionists and administrators.

Oversee theservice provided to our patients, whilst being an active team member involved with Admin and Reception duties on aday to day basis.

Ensure all relevant protocols, policies andSOPs are regularly reviewed and accurate and that all team members are up todate with the mandatory training.

Identify and deliver team training whererequired.

Act as a focal point for communication, advisingthe Patient Services Team on methods of communication and best practice,keeping them up to date with any changes to processes.

Manage rotas

Supporting the Practice Manager.

Provide initial guidance and advice to patientswho may wish to complain.

About us

Catherine House Surgery is situated in the town of Totnes. We care for approx. 5,000 patients from Totnesand the surrounding area.

We are part of the South Dartmoor and Totnes PCN.

We have five GPs, one registrar, and usually two foundationyear 2 Doctors, two nurses, and two HCAs. We are a teaching practice accommodating year5 medical students and physician associate students.

We aim to provide friendly, personalised, effective andhigh-quality General Practice Services, committed to the health needs of ourpatients.

Job responsibilities

Being line manager for the Patient Services Team,who combine working as receptionists and administrators.

The Administration Manager will oversee theservice provided to our patients, ensuring the Patient Services Team achievetheir primary responsibilities in an efficient, professional and friendly manner,whilst being an active team member involved with Admin/Reception duties on aday to day basis.

To support staff with team development,providing guidance, direction and encouragement.

To ensure all relevant protocols, policies andSOPs are regularly reviewed and accurate and that all team members are up todate with the mandatory training.

IIdentify and deliver team training whererequired.

Organise and manage regular team meetings.

Act as a focal point for communication, advisingthe Patient Services Team on methods of communication and best practice,keeping them up to date with any changes to processes.

Completing staff appraisals, 1-2-1 reviews andabsence management meetings, as required for the team. Involvement with the recruitment andonboarding processes for new staff members.

Manage the rotas for the Patient Services Team,ensuring sufficient cover is in place for periods of leave, sickness and orother staff absences, to ensure business continuity, and that all absence andholiday is reflected and authorised on Practice Index.

Compiling staff rotas and assisting the PracticeManager with clinical rotas as and when required.

Supporting the Practice Manager in thecompilation of practice reports and practice development/projects as and whenrequested.

Provide initial guidance and advice to patientswho may wish to complain.

Oversee management of all deliveries to thepractice. Ensuring training and adherence to the coldchain policy is followed as required.

Act as building fire marshall, ensuringevacuation lists are current and that the visitors' log is used appropriately.

Responsible for Reception petty cash and overthe counter payments.

Person Specification Qualifications

• GCSE grade A to C in English and Maths
• Leadership or management qualification or relevant equal experience.
• Educated to A-level, equivalent or higher with relevant experience.

Experience

• Experience of leading or managing a team
• Experience of working with the general public
• Competent with IT, including but not only, Microsoft Office packages.
• Experience of working in a Healthcare setting
• Experience in leading or managing a team in a healthcare setting
• Experience in providing appraisal writing and staff development

Skills

• Excellent communication skills (written and oral)
• Clear, polite telephone manner
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem-solving and analytical skills
• Ability to follow policy and procedure
• Experience using clinical systems

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.