Reception Supervisor

Only candiates with GP Reception/Admin Experience will be considered for this position.

This is a small, friendly GP Practice. No two days are the same. We want you to come and join our team!

Main duties of the job

We are seeking a part-time permanent Reception Supervisor to join our amazing team.

Hours on offer: 22.5 hours per week.

Hours required covering:

• Tuesday 8.30am - 5pm (1-hour unpaid lunch)
• Wednesday 10.15am - 6.45pm (1-hour unpaid lunch)
• Friday 8.30am - 5pm (1-hour unpaid lunch)

Must be able to work on Fridays, and a close on a Wednesday until 6.45pm.

Possibility of additional hours on a Thursday, but TBC.

The Reception Supervisor is a member of the admin and reception team in a key leadership role, ensuring the efficient day-to-day running of the reception and admin areas. You will supervise the reception / admin team, manage workloads and shift rotas, and ensure the highest standards of patient care and service are maintained. This is a hands-on position, requiring both administrative and front-line reception duties on a weekly rota.

Additional Information

• Flexibility is required to work varying shifts, including early mornings and evenings.
• Training and ongoing support will be provided.
• May occasionally deputise for the Practice Manager on reception-related matters.

Please note we will only contact successful candidates who are shortlisted for interviews.

If you are a patient at Forge Close Surgery and you are offered the above position. You would need to register at a different surgery before commencing employment with us.

About us

We work closely as a team , both clinical and administrative staff. We are flexible in working arrangements and our main motivation is to look forward to coming in to work.

Job responsibilities

Key Responsibilities

Leadership & Team Management

• Supervise the daily activities and performance of reception and admin staff.
• Provide training, mentoring, and induction support to new and existing team members.
• Maintain and update your own knowledge and cascade learning to others.
• Maintain and update reception / admin SOPs and protocols.
• Monitor attendance, timekeeping, and compliance with policies.
• Assist with recruitment, interviews, and onboarding processes.
• Conduct one-to-one meetings, return-to-work interviews, and support annual appraisals.
• Lead and document regular team meetings; cascade updates from management.
• Act as Fire Marshal, First Aider, and Registration Authority (RA) Sponsor
• Support Infection Control Lead (with Practice Nurse).
• Assist with resolving admin backlogs and workload distribution.

Reception & Admin Operations

• Cover reception and admin duties on a rota basis (including front desk, phone lines, back office).
• Tasks may include: DOCMAN, CQRS/PPA claims, HRD monitoring, cold-chain, legionella reporting, registrations, summarising, referrals, prescriptions, secretarial tasks, coding: childhood immunisations, breast screening, blood spot and processing non-NHS work.
• Monitor and ensure completion of daily workflows, inboxes (email and prescription), and EMIS/DOCMAN tasks.
• Ensure reception coverage during planned and unplanned absences; manage shift rota and annual leave requests.
• Handle patient queries, complaints, and concerns professionally and efficiently.
• Ensure reception and waiting areas remain clean, organised, and welcoming.

Administrative & System Duties

• Handle correspondence and documentation (incoming/outgoing).
• Coordinate room usage and clinic schedules with clinical staff.
• Support the team in using EMIS, DOCMAN, Microsoft Office applications and any other software.
• Troubleshoot IT/system issues and liaise with support as needed.
• Contributeto QOF tasks, audits, data entry, running searches, code entry andadministrative reports.
• Keep surgery website updated and accurate.
• Create and maintain a staff monthly newsletter
• Create and maintain a bi-annually patient newsletter
• Help keep the practice information leaflet up to date and relevent
• Support collection and review of patient feedback (e.g., FFT, Google Reviews).
• Attend the quarterly Patient Participation Group (PPG) meetings, held in the evenings, on behalf of the Practice Manager and surgery and contribute to these meetings with the lead GP; liaise when needed with the PPG chair/secretary.
• Suggest and help implement ideas to improve registrations, efficiency, reduce costs, or increase surgery income.

Quality, Compliance & Governance

• Ensure all duties comply with NHS and CQC standards and best practices.
• Contribute to audits, inspections, significant event reviews, and internal compliance checks.
• Maintain patient confidentiality and uphold data protection at all times.
• Report incidents, risks, and near-misses as per policy.

Above lists are not exhaustive, and you may be asked to perform other duties as directed by the Practice Manager and / or Partners based on business needs.

Person Specification Qualifications

• Experience working in a GP surgery or healthcare setting.
• Proven team leadership or supervisory experience.
• Strong communication and interpersonal skills.
• Ability to handle pressure and manage difficult situations professionally.
• Confident using EMIS, DOCMAN, Microsoft Office, and other clinical systems.
• Excellent organisational skills and attention to detail.
• Knowledge of NHS systems, medical referrals, and clinical terminology.
• NVQ Level 3 in Business Administration or Customer Service (or equivalent).
• Understanding of QOF, CQC compliance, and NHS targets.

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.