We are looking for an experienced and motivated ReceptionSupervisor to join our team. This role is central to ensuring the smoothrunning of our reception and front of house services, working alongside ourother Reception Supervisor providing leadership to our reception team anddelivering a high standard of patient care. This role is an integral part of thesurgery, ensuring high standards of patient care, whilst contributing to theeffective running of the practice. Previousexperience as a team leader/supervisor within Primary Care is essential.
Main duties of the job
The postholder will be responsible for:
* Supervise, support and mentor the reception team on a day to day basis
* Support with staff rotas, absence reporting and workload allocation
* Ensurereception duties are completed professionally and efficiently
* Completestaff appraisals and identify training needs
* Ensurereception cover is maintained across all opening hours, providing receptioncover during staff absence
* Promotea calm, kind and patient focused environment demonstrating best practice
* Leadby example in delivering a professional, patient focused service
* Superviseappointment and document workflows, online triage processes and ensure smoothand efficient flow of patient documentation
* Handleescalated patient queries, complaints and service issues
* Ensurecompliance with confidentiality, GDPR and practice policies
* Havestrong interpersonal and communication skills, written and oral
* Reviewand update reception and administrative policies
Wereview applications on a rolling basis and may close this vacancy early if wereceive sufficient applications.
About us
We are a forward thinking, patient centredGP practice with around 8,000 patients. We work closely with Ascent PCN andlocal health and care providers. Our team is supportive, collaborative andcommitted to delivering high quality, holistic care. We value professionalism,kindness, respect and continuous improvement.
Job responsibilities
JOB TITLE: AFTERNOONRECEPTION SUPERVISOR
REPORTS TO: PRACTICEMANAGER
HOURS: 25 per week Monday Friday 7.00am 6.45pmalthough core hours to be1.45pm-6.45pm (with occasional Saturday mornings)
Job Summary:
Supervise the reception team and front of houseoperations to ensure smooth, efficient, and professional patient services.Provide day to day supervisory support to the management team, ensuring alladministration duties and patient requests are processed in accordance withpractice policies, confidentiality and health and safety protocols.
Key Responsibilities
The following are thecore responsibilities of the Reception Supervisor. There may be on occasion, arequirement to carry out other tasks; this will be dependent upon factors suchas workload and staffing levels:
* Supervise and support the reception team, ensuring high quality patientcare and professional standards
* Assist with and oversee daily reception operations, including appointmentscheduling, patient requests, and administrative tasks
* Support with staffing levels, rotas and annual leave ensuring adequate staffcover at all times
* Handle patient and clinician queries, complaints and requests in linewith practice procedures
* Ensure accurate recording of patient data and effective use of clinicalsystems and IT
* Support with IT issues and liaise with external support when needed
* Support vaccination clinics and other patient service initiatives
* Support with staff meetings, training, induction, ongoing development,and annual appraisals
* Maintain accurate records for appointments, registrations, deductions, prescriptions,messages, post, and other reception functions
* Liaise with the wider primary care team and external agencies as required
* Support call and recall systems for patient reviews and long term conditionmanagement
* Promote and uphold Equality & Diversity, confidentiality, and Health& Safety standards
* Assist with premises related tasks such as security systems, andtelephone systems
* Carry out any other reasonable duties to support practice operations
Governance & Professional Standards
* Maintain confidentiality in line with Data Protection and Caldicottprinciples
* Follow all Health & Safety, Infection Control, and securityprocedures
* Promote equality, fairness, and inclusive service delivery
* Participate in training, personal development, and quality improvementactivities
* Communicate effectively with patients, colleagues, and external partners
* Contribute to audits, service implementation, and continuous improvement
Qualifications
* GCSE grade A to C in Maths and English
* Educated to A-level/ equivalent or higher, with relevant experience
* Leadership and/or Management Qualification
Experience
* Experience of working in a health care setting
* Experience of working with the general public
* Experience of administrative duties
* Experience of leading / managing a team
* Experience of appraisal writing and staff development
Knowledge and Skills
* Strong written and verbal communication
* Proficient in MS Office and Outlook and SystmOne
* Ability to motivate staff and maintain a positive environment
* Uses initiative with discretion and sensitivity; respects diversity
* Works well independently and as part of a team
* Effective time management and organisation
* Reliable, punctual, and committed to team success
* High integrity, loyalty, flexibility, and motivation
* Confident and resilient with sound judgement
* Understanding of safeguarding for adults and children
* Able to follow key policies and procedures
* Strategic, solutions focused mindset
* QOF and Enhanced Services
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.
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