Office Supervisor

Integrated Care System; Salford; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading innovative practice in Salford seeks an enthusiastic Reception Supervisor to oversee day-to-day operations within a busy healthcare environment. The successful candidate will manage reception staff, ensure adherence to protocols, and promote a professional atmosphere for patient interactions. This full-time role emphasizes skills such as communication and confidentiality, playing a key role in a collaborative healthcare team.

Qualifications

• Excellent communication skills required.
• Experience in public contact environments preferred.
• Secretarial skills desirable.

Responsibilities

• Supervise reception staff and functions.
• Manage staffing levels, leave, and rotas.
• Handle complex patient inquiries and complaints.

Skills

Communication skills

Confidentiality

Computer literacy

Telephone skills

Sensitivity

Tact

Diplomacy

Job description

We are looking for an enthusiastic, self-motivated, and well-organised individual responsible for the day-to-day supervision of all reception staff and associated functions. This role involves ensuring all functions are carried out in accordance with agreed procedures, protocols, and timescales, reporting to the Practice Operations Manager as necessary. The role promotes a harmonious and professional atmosphere in this public-facing position.

37.5 hours per week (10.30am - 6.30pm, Monday - Friday)

Main duties of the job

Responsible for supervising reception staff and functions, ensuring adherence to procedures and protocols, and reporting to the Practice Operations Manager. Promote a professional environment.

About us

Join an innovative, forward-thinking practice serving 12,000 registered patients in Swinton, Manchester. Our clinical team includes GPs, Advanced Nurse Practitioners, a Clinical Pharmacist, Practice Nurses, an Assistant Practitioner, and Healthcare Assistants. We emphasize continuous development and collaborative working within a Primary Care Network.

Job responsibilities

Supervisory Role:

• Induction and training of new staff
• Support staff development and mandatory training
• Manage staffing levels, leave, and rotas
• Handle complex patient inquiries and complaints
• Assess and improve systems and quality
• Manage team issues and evaluate performance
• Lead staff huddles and maintain minutes
• Monitor appointment system activity and support scheduling adjustments
• Monitor and act on DNAs, manage reception and waiting areas
• Oversee practice communication, IT issues, and housekeeping
• Attend practice meetings and training sessions
• Ensure confidentiality and security protocols are followed

Reception Duties:

• Greet patients courteously
• Answer calls professionally
• Book appointments and manage patient records
• Handle prescriptions and hospital correspondence
• Assist with administrative tasks and cover for absent staff
• Ensure practice security and confidentiality

Additional responsibilities include attending meetings, participating in training, promoting health and safety, supporting equality and diversity, and participating in professional development and audit activities. The role requires adherence to practice policies, standards, and guidelines, with flexibility to adapt to organizational changes.

Person Specification

Qualifications

• Essential: Excellent communication skills, confidentiality, computer literacy, good telephone skills, flexible approach, sensitivity, tact, and diplomacy.
• Desirable: Experience in public contact environments, secretarial skills.

Disclosure and Barring Service Check

This post is subject to DBS checks under the Rehabilitation of Offenders Act (Exceptions) Order 1975.