Reception Manager

Dr Leaver & Partners; Oxford; On-site; GBP 25,000 - 32,000; Full time

Job summary

A well-established healthcare practice in Oxford is seeking a motivated Reception Manager to oversee the reception's daily operations. The successful candidate will ensure high-quality service and manage a small team. Strong interpersonal skills and previous experience in a healthcare setting are required. The role offers a supportive environment focused on professional development and patient care.

Benefits

Supportive working environment

Ongoing training and professional development opportunities

Competitive pay rates

Qualifications

• Previous experience of working in a similar role.
• Experience in a GP practice or other healthcare setting.
• Ability to manage and lead a team effectively.

Responsibilities

• Lead the daily operations of reception to ensure responsive service.
• Organize reception rota and ensure cover during absences.
• Monitor and manage reception team training and performance.

Skills

Strong interpersonal skills

Experience in a people-facing role

Management and leadership capabilities

Job description

We are seeking an enthusiastic,conscientious, and motivated Reception Manager to join our friendly andsupportive team. This is an exciting opportunity to work with awell-established practice based in a modern building in Jericho, close toOxford City Centre, delivering excellent patient care. We are within walkingdistance of Oxford train station and on the main bus routes into Oxford.Parking is available for operational need.

Main duties of the job

The role requires an experienced ReceptionManager to support the administration team in providing a high-quality andresponsive service to our patients. Strong interpersonalskills and experience of working in a people facing role are essential. Responsibilities include personnel, financeand operational responsibilities, relevant to the role.

The person appointed will work closely with themultidisciplinary team, participate in practice meetings and contribute topractice development. We are committed to and encourage ongoing training andprofessional development for all staff. Training is supported and availablewhere needed, with the opportunity to bring new ideas for the benefit of thepractice.

About us

Dr Leaver & Partners is a three-partnerpractice, supported by an experienced Practice Manager and a well-integratedand flexible administration team.

Our patient list of 11,500 patients is adiverse, multicultural mix, made up of local residents and students and staffof Oxford University. We have a healthy and engaged younger demographic who aresatisfying to care for. We work collaboratively with colleagues in our PrimaryCare Network, consisting of 4 practices based across 2 sites, and we provide acollege doctor service to 9 of the University colleges.

What we offer:

-A supportive and collaborative working environment

-EMIS web/ Docman 10 clinical systems

-High QOF achievement

-CQC rated good

-Extended hours at enhanced rate of pay

Job responsibilities

Job Description

Job title - Reception Manager

Responsible to - PracticeManager

Job Summary

To work closely with the Practice Manager to ensure aconfidential and responsive reception service for the Practice.

KEY RESPONSIBILITIES:

Personnel

To lead the day today running of Reception to ensure the Practice delivers a professional andresponsive service to patients.

Toorganise the Reception rota, ensuring cover at all times, including duringperiods of staff sickness, annual leave and evening and weekend surgeries.

Torespond to queries raised by the reception team and provide support wherenecessary in dealing with patients.

Tocontribute to the recruitment of new staff, arranging informal visits andcarrying out interviews with the Practice Manager.

Tocontribute to the induction and training of new members of staff.

Tomonitor staff training and keep up-to-date records.

To carryout return to work sickness interviews for members of the reception team.

Toorganise regular reception team meetings, preparing the agenda in advance andtaking minutes.

To carryout interim reviews for new members of staff and identify areas requiringfurther training or support.

Toorganise and carry out staff end of probation and annual appraisals with thePractice Manager.

Toensure staff are compliant with Data Protection Regulations, alerting thePractice Manager to any concerns and to any data breaches.

To alertthe Practice Manager to any concerns about staff members as soon as they arise.

General Administration

Toensure telephone calls are answered promptly and professionally.

Toensure appointments are booked according to agreed protocols.

Supportingthe team with the cancellation/rescheduling of appointments e.g. in times ofsickness absence.

To monitor the Practice email accounts, ensuringa timely and professional response is achieved.

To ensure messages are forwarded appropriatelyto doctors and other colleagues.

To ensure correspondence is recorded in thepatient record appropriately.

To ensure requests for medication are respondedto quickly and accurately, helping to solve queries from patients and pharmacies.

To ensure the task trays and EMIS tasks areresponded to in a timely fashion.

To ensure patient registrations are processedquickly and accurately.

Train new staff in the registration process,ensuring high standards of accuracy are achieved and resolving issues as theyarise.

Be responsible for issuing on-line access topatient records.

To ensure incoming and outgoing post isprocessed daily.

Train other users, both clinical andnon-clinical, in the best use of the practice systems.

Act as a Smartcard administrator.

Contribute to the review of practice policiesand protocols as requested by the Practice Manager.

Finance

Manage collection of credit card payments frompatients, ensuring new staff are trained in the use of the bank card machine.

Ensure petty cash is used appropriately andtransactions recorded.

Premises andequipment

Ensure the Reception area is kept clean andtidy.

Ensure all necessary supplies are available e.g.stationary, printer cartridges etc.

Undertake risk assessments as required andimplement changes as necessary.

Report any items requiring repair to thePractice Manager.

Health and Safety

• To ensure staff are briefed and comply with infectionprevention and control protocols.

Train new staff in evacuation procedures.

Carry out quarterly checks of all safety alarmstogether with the Practice Manager.

Report any issues with the security alarm to thePractice Manager.

Ensure all staff are up-to-date with Health& Safety training.

Other

Meet weekly with the Practice Manager to updatethem and to agree priorities.

Participate in staff meetings and other meetingsas required.

Undertake any other additional dutiesappropriate to the post as requested.

Person Specification

Experience

• Previous experience of working in a similar role.
• Strong interpersonal skills.
• Experience of working in a GP practice, or other healthcare setting.

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.