Reception Supervisor / Administrator

The Methodist Church in Britain; Nottingham; On-site; GBP 18,000 - 26,000; Full time

Job summary

Sett Valley Medical Centre is seeking a reception supervisor and administrator to lead the reception team and oversee the appointment system, while handling medical records, insurance and private work. The post combines management duties with frontline administration and deputising for the management team.

The role is a 37.5-hour week across five weekdays with shifts from 7.45am to 6.30pm and occasional Wednesday until 8pm. A full, clean driving licence and access to a car are required.

Qualifications

• Experience in GP practice or NHS setting.
• Experience in a busy customer service role.
• Ability to work independently and as part of a team.

Responsibilities

• Oversee day-to-day reception operations and KPIs.
• Supervise the reception team, rotas, annual leave and overtime.
• Support staff training, e-learning compliance, appraisals and recruitment.
• Manage appointment and telephone systems and room rotas.
• Support patient care navigation and signpost services.
• Handle patient concerns and complaints and escalate when needed.
• Process Subject Access Requests, medical records and insurance work.
• Scanner and code correspondence, patient communications and basic secretarial work.
• Support enhanced services including searches and claims.

Skills

Interpersonal and communication skills

IT skills

Time management

Education

Secondary education

ECDL or equivalent experience

Continued professional development

Tools

EMIS Web

Job description

Sett Valley Medical Centre, a GP practice, is recruiting a reception supervisor and administrator to work alongside its current reception supervisor. The post combines leading the reception team, overseeing the appointment system and handling medical records, insurance and private work. It is a 37.5-hour week over five weekdays, with shifts from 7.45am to 6.30pm and occasional Wednesday working until 8pm. Candidates need a full, clean driving licence and use of their own car.

What the job involves

• Overseeing the day-to-day running of reception, keeping tasks in line with agreed KPIs
• Supervising the reception team, including rotas, annual leave, TOIL and overtime
• Supporting staff training, e-learning compliance, appraisals and recruitment, with performance feedback
• Overseeing the appointment system, telephone system and room rotas
• Supporting care navigation, signposting patients to practice, PCN and external services
• Handling patient concerns and complaints and escalating when needed
• Processing Subject Access Requests, medical records requests, insurance and private work
• Scanning and coding correspondence, patient communications and basic secretarial work
• Supporting enhanced services, including searches, claims and patient contact requested by the clinical team
• Supporting premises management and governance at the Hayfield branch
• Maintaining confidentiality, information governance, data protection, health and safety and safeguarding
• Raising and supporting the investigation of significant events, and deputising for the management team

What’s required

Qualifications

• Good level of secondary education
• ECDL or equivalent experience
• Evidence of continued professional development

Experience

• Experience of working in a GP practice or other NHS setting
• Experience of working in a busy customer service role
• Ability to work independently and as part of a team

Skills & knowledge

• Strong IT skills
• Strong interpersonal and communication skills
• Good time management skills

Checks & eligibility

• Full, clean driving licence with use of own car

Nice to have

• Medical terminology certificate
• Information governance certificate
• Experience in a similar role
• Supervisory experience
• Experience of working with EMIS Web
• Experience of completing Subject Access Requests