Reception Supervisor

To be responsible for theleadership and supervision of a team of medical administrators, ensuring all receptionduties are performed effectively and to the required standard, meeting theobjectives of the practice. Support the management team in the day to day management of the practice, promoting a safe and productive working environment with focus on patient care, quality, confidentiality, collaborative working, and carry out other duties as directed by the management team.

Main duties of the job

The Reception Supervisor is responsible for supervising and supporting the reception team, ensuring they achieve their primary responsibilities.

About us

We are a friendly, supportive, teaching, patient-centred and forward thinking Health Centre committed to providing high quality care to our diverse community.

We have a rapidly expanding multidisciplinary team to provide high quality holistic care to our patients

We are based in a large brand new purpose-built building in Tower Hamlets (Suttons Wharf Health Centre) with approximately 19,000 patients. The team comprises of 6 Partners, 6 Salaried GPs, 2 Nurses, 2 HCAs, as well as a number of other multidisciplinaryroles and an extensive management and administrative team.

Job responsibilities

Thefollowing are the core responsibilities of the Reception Supervisor. Theremay be on occasion, a requirement to carry out other tasks; this will bedependent upon factors such as workload and staffing levels.

TheReception Supervisor is responsible for supervising and supporting thereception team, ensuring they achieve their primary responsibilities.

Core Responsibilities

a.Maintainingand monitoring the practice appointment system

b.Maintainingand monitoring emails and electronic communications to the practice.

c.Processpersonal, telephone and e-requests for appointments

d.Answerincoming phone calls, transferring calls or dealing with the callers requestappropriately

e.Signpostpatients to the correct service

f.Initiatingcontact with and responding to, requests from patients, team members andexternal agencies

g.SNOMEDcoding data on EMIS

h.Photocopydocumentation as required

i.Dataentry of new and temporary registrations and relevant patient information asrequired

j.Inputdata into the patient's healthcare records as necessary

k.Directrequests for information i.e. SAR, insurance / solicitors letters and DVLAforms to the administrative team

l.Manageall queries as necessary in an efficient manner

m.Carryout system searches as requested

n.Maintaina clean, tidy, effective working area at all times

o.Monitorand maintain the reception area and notice boards

p.Supportall clinical staff with general tasks as requested

Secondary Responsibilities

Inaddition to the primary responsibilities, the senior receptionist may berequested to:

a.Partakein audit as directed by the audit lead

b.Providingsupport to other administrative staff during periods of staff absence.

c.Produce,maintain and participate in the receptionist rota for lunch and out of hourscover

d.Deputisefor the Operation Manager during periods of absence

e.Supportreception staff development, providing guidance and direction, ensuring staffare up to date with mandatory training.

f.Identifyand provide team training where required.

g.Supportthe Operation Manager in producing and maintaining the duty rota, completingopening and closing procedures in accordance practice policy

h.Asrequired support Prescribing doctor in the management of repeatprescriptions, ensuring they are processed accurately and efficiently

i. Support the secretaries with allPatient Participation Group related matters

j. Support the health promotion lead anddisplay promotional material on the allocated noticed boards and in thewaiting room

Person Specification Experience

• Experience of working with the general public
• Experience of administrative duties
• Experience of working in a health care setting

Skills

• Excellent communication skills (written and oral)
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure

Personal Qualities

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Qualifications

• Educated to GCSE level or equivalent
• GCSE Mathematics & English (C or above)
• AMSPAR Receptionists Qualification
• NVQ Level 2 in Health and Social Care

Other requirements

• Flexibility to work outside of core office hours

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.