Office Manager

Cardiff and Vale University Health Board; Eastbourne; On-site; GBP 28,000 - 36,000; Full time

Job summary

Park Practice is recruiting an Office Manager to lead the admin team and oversee day-to-day operations at the GP practice. The role requires solid experience supervising staff, coordinating workloads and ensuring high-quality patient service in a busy environment.

You will be responsible for recruitment, inductions and staff development, while maintaining standards and ensuring compliance with policy and health and safety regulations.

Qualifications

• Experience supervising or managing a team with accountability.
• Experience in recruitment, induction, probation and appraisals.
• Proven ability to manage workloads and meet deadlines.
• Strong organisational and interpersonal skills under pressure.
• Knowledge of employment law and health and safety relevant to practice.
• Proficient with EMIS and other digital admin systems.

Responsibilities

• Lead, supervise and develop the admin team.
• Manage recruitment, induction, probation and appraisals.
• Organise staffing and workload planning with effective delegation.
• Oversee day-to-day administrative systems and ensure accuracy.
• Respond to patient concerns and complaints, escalating as needed.
• Collaborate with Senior Management Team on service improvements.
• Maintain high standards of patient service and on-site operations.

Skills

Team leadership

Staff development

Recruitment

Appraisals

Workload management

Communication

Digital systems

Education

Management qualification or equivalent experience

Tools

EMIS

Job description

Reporting to the Senior Management Team and working closely with GP Partners, clinicians and colleagues across the practice, you will play a key role in the effective day-to-day management of the office and admin team., The successful candidate will provide first-line management and leadership to the admin team, ensuring staff are well supported, work is organised and high standards of service maintained. This is a visible and proactive role, with the Office Manager responsible for organising staffing and workloads and anticipating pressures. Where unexpected circumstances arise, the post holder may provide practical support to the admin team. Key responsibilities include: Leading, supervising, supporting and developing the admin team. Managing recruitment, induction and probation, appraisals, performance, sickness absence and return-to-work meetings, escalating complex matters to senior managers where appropriate. Organising staffing and workloads, delegating effectively and ensuring appropriate cover. Overseeing day-to-day administrative systems and processes, ensuring work is completed accurately and escalated where necessary. Ensuring the smooth running of the office and responding to changing priorities and operational pressures. Identifying opportunities to maximise practice income through administrative or operational processes. Handling patient concerns and complaints, resolving issues where possible and escalating to senior managers when required. Working closely with the Senior Management Team on service improvements and operational projects. Promoting excellent patient service and positive working relationships across the multidisciplinary team., We have recently introduced modern digital triage to improve patient access while maintaining continuity of care and delivering safe, efficient and patient-centred services. The practice is currently rated Good by the Care Quality Commission and is committed to continuous improvement, innovation and providing excellent care to our local community., To be responsible for the efficient management and direction of the administration team, ensuring all administrative duties are performed effectively and to the required standard, meeting the objectives of the practice.

Due to an unexpected change in circumstances, we are re-advertising our Office Manager vacancy and are looking for an enthusiastic and experienced individual to join our friendly and supportive GP practice. We are looking for an organised, proactive and confident individual with previous experience of supervising or managing a team, with evidence of taking responsibility for people, performance and day-to-day service delivery. This is a full-time, fully site-based role, working over four days. Proposed working hours are 8.00am6.00pm, with one 6.30pm finish each week. Previous GP practice experience would be advantageous, although applications from candidates with relevant management experience in other settings are welcomed., This is a key first-line management role requiring excellent organisational, communication and interpersonal skills. You will need to be approachable, confident, able to make sensible day-to-day decisions, remain calm under pressure and provide a visible management presence within a busy environment.,

• Previous experience of supervising or managing a team, with evidence of taking responsibility for people, performance and day-to-day service delivery.
• Demonstrable experience of managing staff performance, sickness absence and difficult conversations appropriately and confidently.
• Experience of recruitment, interviewing, induction, probation and staff development.
• Experience of undertaking staff appraisals and one-to-one meetings.
• Experience of organising, prioritising and overseeing the work of a busy administrative or customer-facing team.
• Ability to delegate effectively, monitor completion of work and hold staff appropriately accountable.
• Confidence to make day-to-day management decisions independently and elevate appropriately when required.
• Experience of implementing and maintaining standards, processes and consistent ways of working within a team.
• A good understanding of customer care and effective complaint handling.
• Experience of dealing with members of the public, including challenging or sensitive situations.
• Experience of dealing with external organisations at management level.
• Knowledge of employment law, health and safety legislation and risk assessment relevant to the role.
• Practical experience of staff training, development and motivation.
• Confident using digital systems and able to learn new software and administrative processes quickly.
• Experience of complex administration and record keeping in an office environment.
• Adaptable and comfortable dealing with changing priorities while maintaining a management overview.
• Ability to understand and learn new software and administrative procedures.
• Ability to remain calm under pressure and apply sound judgement and common sense when dealing with unusual situations.
• Reliable and accurate in all aspects of work.
• Able and willing to work fully on-site, providing a visible management presence to the admin team.
• Flexible to work different shifts in line with business needs.
• Either a formal qualification in Management, Leadership, Customer Services or a related discipline OR equivalent practical experience in supervising or managing a team., Previous NHS or GP practice experience.
• Experience using EMIS clinical software.
• Previous experience in an analytical or service-improvement role.
• Checkable employment history of at least three years.
  Park Practice is a friendly, forward-thinking GMS practice providing high-quality primary care to approx 13,500 patients.