Office Manager

NHS Jobs; Burton upon Trent; On-site; GBP 25,000 - 32,000; Full time

Job summary

NHS Jobs is seeking an experienced administrator to lead the Reception and Administration teams in a primary care setting. You will supervise daily tasks, provide guidance, support staff development, and help manage attendance and leave to maintain adequate staffing levels.

You will also liaise with the management team to address staff queries and implement process improvements. The role requires you to be proficient with SystmOne, produce and interpret reports, monitor DNAs, FP69 notifications,

Responsibilities

• Supervise day-to-day work of Reception and Administration staff
• Provide guidance and direction, support staff training and development
• Monitor staff performance and identify training needs
• Manage staff attendance, annual leave and staffing requirements
• Maintain effective relationships across the practice and handle staff queries
• Prepare and maintain clinical and non-clinical rotas; cover gaps
• Utilise SystmOne to support management and reporting
• Produce DNA monitoring reports and FP69 notifications
• Oversee safeguarding processes; coordinate safeguarding meetings
• Support policies, procedures, and CQC compliance
• Oversee general office management and confidentiality

Job description

Staff Management and Supervision

Supervise the day-to-day work of Reception and Administration staff. Provide support, guidance and direction to staff members. Assist with staff training and development. Monitor staff performance and identify training or development needs. Support the induction of new members of staff. Assist with managing staff attendance, annual leave and other staffing requirements. Help ensure that appropriate staffing levels are maintained across Reception and Administration. Develop and maintain effective working relationships across the practice. Deal with day-to-day staff queries and elevate issues appropriately to the management team.

Rotas and Workforce Planning

Prepare and maintain clinical rotas on SystmOne. Prepare and maintain non-clinical staff rotas. Ensure adequate staffing levels are maintained to support the safe and effective running of the practice. Coordinate annual leave and other planned absences. Make appropriate arrangements to cover staffing gaps where required. Work with the Partners and management team to identify staffing requirements.

Reception and Administration

Undertake reception and administrative duties as required. Provide support to the Reception and Administration teams during busy periods. Assist with patient queries and ensure appropriate signposting. Monitor administrative workflows and identify areas where processes can be improved. Ensure administrative tasks are completed accurately and within agreed timescales. Support the implementation and maintenance of practice procedures and systems.

SystmOne Experience

Utilise SystmOne confidently as part of the day-to-day management of administrative and reception processes. Support staff in the effective use of SystmOne. Assist with monitoring and improving administrative workflows within the clinical system. Use SystmOne reports and relevant functions to support practice management where required.

DNA Monitoring

Carry out regular Did Not Attend (DNA) monitoring. Monitor DNA activity and identify trends or recurring issues. Ensure appropriate action is taken in accordance with practice policy. Produce or maintain relevant reports and information for review by the management team. Support the implementation of improvements to reduce inappropriate DNAs.

FP69 Monitoring

Maintain the practice FP69 notifications. Ensure patients are contacted to confirm address. Action accordingly.

Safeguarding

Maintain the practice Safeguarding Register. Ensure safeguarding information and records are maintained appropriately. Coordinate and/or hold regular safeguarding meetings. Ensure relevant actions arising from safeguarding meetings are recorded and followed up. Work closely with the practice safeguarding leads and wider team. Ensure safeguarding processes are appropriately incorporated into practice procedures and policies. Escalate safeguarding concerns appropriately and promptly.

Policies, Procedures and CQC

Assist the management team with the development, implementation and review of practice policies and procedures. Support the practice in maintaining appropriate documentation for CQC requirements. Ensure staff are aware of relevant policies and procedures. Assist with monitoring compliance with practice processes. Identify areas where procedures could be improved and bring these to the attention of the management team. Support the practice in maintaining an organised and audit-ready environment.

General Office Management

Oversee the smooth running of the practice office on a daily basis. Manage administrative workstreams and ensure deadlines are met. Identify and resolve operational issues where possible. Liaise with external organisations and practice partners when required. Assist with the organisation of meetings and ensure actions are followed up. Support the management team with general administrative and operational duties. Maintain confidentiality at all times and ensure compliance with practice policies and relevant legislation. Undertake other reasonable duties appropriate to the role.