Reception Manager

Chingford Medical Practice; London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A healthcare facility in London is seeking an experienced Reception Manager to oversee their reception team and ensure high-quality patient care. This role includes managing rotas, patient recalls, and supporting clinical staff. Strong skills in communication and leadership are essential for this position. Join a dynamic team in a supportive environment that values your organizational skills.

Qualifications

• Experience working with the general public.
• Experience of healthcare administrative duties.
• Experience in coordinating rotas.
• Experience of working in a GP practice.
• Flexible to provide cover to reception when needed.

Responsibilities

• Manage the reception team, ensuring smooth operations.
• Coordinate clinical rotas and manage session entries on EMIS Web.
• Oversee patient recalls and manage appointments.
• Provide support to clinical staff and assist with general administrative tasks.

Skills

Strong communication

Leadership

Problem-solving

Tools

EMIS Web

Job description

Overview

Chingford Medical Practice is seeking an experienced Reception Manager to join our well-established and dynamic team. You will work closely with our Practice Manager and team of administrators to provide responsive and efficient care for our patients, managing our excellent team of receptionists and admin staff, coordinating rotas, dealing with prescriptions, referrals and patient recall and day to day management of the team. This is a fantastic opportunity to work in a supportive and innovative environment where your organisational skills and dedication to patient care will be highly valued. Strong communication, leadership, and problem-solving skills are essential.

Main duties of the job

The Reception Manager will play a key role in ensuring the smooth running of the practice by coordinating clinical rotas and managing session entries on EMIS Web. They will manage patient recalls, including flu vaccinations, long-term condition reviews, and overdue blood tests, while also supporting prescribing clerk and administrative duties. You will be managing a team of 11 receptionists, organising leave rotas, appointment clinics and assisting the Practice Manager with the day-to-day running of the practice. The role involves overseeing processes and raising referrals via e-RS and email, monitoring incoming correspondence, and taking appropriate action, as well as following up on triage outcomes from the triage GP. In addition, the Reception Manager will provide vital support to the reception team during busy periods or staff absences, helping to maintain seamless operations and delivering a high standard of patient care.

About us

We are a friendly, well established practice in Chingford, North East London with a diverse patient list of over 10,000 patients.

We have 3 GP Partners, 4 Salaried GPs, 2 Practice Nurses, a Diabetic Nurse Consultant, 2 Clinical Pharmacists, 3 HCAs and an FCP. We are the lead practice for our PCN, serving a population over 52,000 and have full access to ARRS staff including social prescribers and FCPs.

We are also a long established training practice with all 3 partners approved trainers. We currently have 6 GP trainees as well as 1st, 3rd and 5th Year Medical Students, opportunities to get involved with teaching are always welcomed.

The clinical team is assisted by a Practice Manager and a team of admin and clerical support.

We also run an active Patient Participation Group and regularly enjoy team activities as a practice.

We use EMIS Web and AccuRx, we also have a high QOF achievement and good CQC rating and have recently been shortlisted for a General Practice award. We have an onsite car park and cycle storage.

Informal visits and enquiries are welcomed. Please contact our Practice Manager Madeleine Jenkins on [e-mail] for any further information.

Job responsibilities

The following are the core responsibilities of the Care Coordinator. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

• Assist with EMIS Web clinics and coordinate rotas
• Coordinate recall process for long term conditions and reviews
• Deal with SAR requests and action appropriately within GDPR law
• Oversee administration and support operations of the practice
• Line manage all administrative staff supporting staff development, providing guidance and direction, ensuring staff are up to date with mandatory training
• Distributing labs and prescriptions to GPs
• Raising referrals via the NHS e-referral system and emails
• Results admin and chasing results by liaising with hospitals
• Dealing with medical report requests
• Answer incoming phone calls, transferring calls or dealing with the callers requests appropriately
• Welcome patients and visitors to the organisation, directing requests appropriately
• Support all clinical staff with general administrative tasks as requested

In addition to the primary responsibilities, the Care Coordinator may be requested to:

• Partake in audit as directed by the audit lead
• Support reception staff, providing cover during staff absences
• Book appointments
• Complete opening and closing procedures in accordance with the duty rota
• There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels

Person Specification

EMIS Web

• Experience working with EMIS Web

Experience

• Experience of working with general public
• Experience of healthcare administrative duties
• Experience in coordinating rotas
• Experience of working in a GP practice
• Experience in EMIS Web
• Flexible to provide cover to reception when needed

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.