Reception Supervisor

Saddleworth Medical Practice; Oldham; On-site; GBP 28,000 - 35,000; Full time

Job summary

A community healthcare organization in Oldham is seeking a Reception Supervisor. The successful candidate will lead a team of receptionists, ensuring effective execution of reception duties while supporting staff development. Responsibilities include managing appointments, overseeing training, and maintaining communication with patients. The ideal applicant should possess excellent communication skills, have experience in healthcare, and be committed to fostering a positive working environment.

Qualifications

• Must have experience working with the general public.
• Experience in a healthcare setting is essential.
• Leadership experience is required.

Responsibilities

• Lead and supervise the reception team.
• Ensure all reception duties are carried out effectively.
• Support staff development and problem resolution.

Skills

Excellent communication skills

Competent in MS Office and Outlook

Problem-solving skills

Ability to work autonomously

Strong organizational skills

Clinical IT system user skills

Understanding of safeguarding

Education

GCSE Maths and English at Grade C or above

NVQ Level 3 in Health and Social Care

Job description

Thepost-holder is a Reception Supervisor.

To be responsible for the leadership and supervision of a team of receptionists, ensuring all reception duties are performed effectively and to the required standard, meeting the objectives of the organisation.

Main duties of the job

Support reception staff development, providing guidance and direction

Ensure that the reception team action all incoming emails, correspondence, and requests as necessary

Seek to resolve any day-to-day staff issues locally. If not possible, escalate to the managment team for action

Induction and training of receptionists to agreed standards and ongoing review, ensuring staff are up to date with mandatory training

About us

Practice population: 14,000

Semi-rural location

Team: 4 Partners, 4 Salaried GPs, 2 Pharmacists, 1 Paramedic,2 Community Matrons, 5 Practice Nurses, 3 HCA, 20 Admin

Clinical system: EMIS

Training / Teaching practice

CQC Rated Good

High QOF achievement

Active member of our Primary Care Network

Job responsibilities

The following are the core responsibilities ofthe Reception Supervisor in delivering health services. There may be, onoccasion, a requirement to carry out other tasks. This will be dependent uponfactors such as workload and staffing levels:

Support reception staff development, providing guidance anddirection

Ensure that the reception team action all incoming emails,correspondence, and requests as necessary

Seek to resolve any day-to-day staff issues locally. If notpossible, escalate to the mnagament team for action

Induction and training of receptionists to agreed standardsand ongoing review, ensuring staff are up to date with mandatory training

Update receptionists HR records as necessary

On an ongoing basis gather data to ensure staffing levelsare matched to demand.

Produce the reception rotas

Support in the production of practice rotas

Assist in maintain and monitor the practice appointmentsystem

Support the leadership in assisting with total triageadministration

Deputise and support during periods of absence

Support the Practice Manager with all Patient ParticipationGroup related matters

Support all clinical staff with general administrative tasksas requested

Answer incoming phone calls, transferring calls or dealingwith the callers request appropriately

Signpost patients to the correct service

Process personal, telephone and e-requests for appointments

Initiate contact with and respond to, requests frompatients, team members and external agencies

Direct requests for information, i.e., DSAR,insurance/solicitors letters and DVLA forms to the administrative team

Input data into patients healthcare records as necessary

Manage all queries as necessary in an efficient manner

Accurately clinically code data into the patient record onthe clinical system

Conduct system searches as requested

Ensure that documentation is correctly filed and photocopiedas required

Oversee and data-enter new and temporary registrations andrelevant patient information as required

Undertake a broad spectrum of administrative dutiescommensurate with the role

Be an integral part of the general practice team

Be aware of duties and responsibilities regarding currentlegislation and adhere to practice policies and procedures on safeguardingadults and safeguarding children

Support in the delivery of enhanced services and otherservice requirements

Undertake all mandatory training and induction programmes

Contribute to and embrace the spectrum of clinicalgovernance

Maintain a clean, tidy, effective working area at all times

Attend a formal appraisal with their manager at least every12 months. Once a performance/training objective has been set, progress will bereviewed on a regular basis so that new objectives can be agreed

In addition to the primary responsibilities, theLead Receptionist has the following wider responsibilities:

Use the principlesof modern general practice to maximise opportunities for streamlining processesand improving the patient journey

Scanpatient related documentation and attach scanned documents to patientshealthcare records

Supporthealth promotion and display promotional material on the allocated noticedboards and in the waiting room

Participatein local initiatives to enhance service delivery and patient care

Tosupport in the management of repeat prescriptions, ensuring they are processedaccurately and efficiently

Support and participate in shared learning

Person Specification

Qualifications

• A good standard of education with an expectation of having both GCSE Maths and English at Grade C (Level 4) or above, or Functional Skills Level 2 in Maths and English
• NVQ Level 3 in Health and Social Care

Experience

• Experience of working with the general public
• Experience of working in a healthcare setting
• Experience of leading a team
• Experience of administrative duties

Skills

• Excellent communication skills and effective in communicating and understanding patient needs
• Competent in the use of MS Office and Outlook
• Problem solver with the ability to process information accurately and effectively, interpreting data as required
• Ability to use own initiative, discretion, and sensitivity
• Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity
• Ability to work as a team member and autonomously
• Excellent communication skills and effective in communicating and understanding patient needs
• Sensitive and empathetic in distressing situations
• Good organisational skills
• Clinical IT system user skills and the ability to record accurate notes
• Punctual and committed to supporting the team effort
• High levels of integrity and loyalty
• Clear, polite telephone manner
• Flexible and cooperative
• Motivated
• Understanding of safeguarding adults and children
• Demonstrate personal accountability, emotional resilience and work well under pressure
• Knowledge of and ability to work to key policies and procedures

Other

• Occupational Health clearance

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.