Overview
JOB TITLE: Office Manager
LOCATION: EPIC Solutions, Glen House, Sigford Road, Marsh Barton, EX2 8NL
SALARY: Circa £29,970–£36,483 (depending on experience) pro rata HOURS: Full time 37.5 per week over 5 Days
REPORTS TO: Practice Manager
Job Purpose
The role is responsible for coordinating the administrative operations, ensuring efficient service delivery, regulatory compliance, and a positive experience for patients and staff. The post-holder will manage office systems, supervise admin staff, and support clinical teams with high-quality secretarial and operational support.
Responsibilities
* Ensure the safe and efficient day to day operation of the business
* Ensure premises are fit for purpose in terms of content, cleanliness, maintenance and safety. Conveen and support meetings, prepare agendas and papers, circulate materials, track actions and oversee action logs
* Maintain practice insurance policies
* Monitor standards for data entry and collection
* Facilitate and manage change to work practices for own work area
* Deputise for Practice manager in chairing and facilitation of meetings when PM is not available
* Act as responsible person for day-to-day health and safety checklists
* Maintain quarterly health and safety checklists
* Ensure compliance with all relevant legislation and regulations
* Oversee the maintenance of all forms of patient communication
* Assist in the development of systems that enhance client quality and experience • Oversight of appointment systems, waiting lists and room bookings
* Maintain registration systems
* Maintain patient feedback systems
* Ensure adherence to complaint policies and procedures
* Fully and autonomously line manage the administration staff which includes secretaries, clerical and receptionist staff within the team
* To work collaboratively alongside admin and clerical colleagues, clinical staff and the management team
* To monitor and facilitate team members appraisals and provide mentorship and supervision where required
* Be responsible for confidentiality in line with EPIC policies and procedures
* To establish and continue improvement of office information systems and procedures to ensure an efficient and effective service
* Prioritise own workload and the workload for the administration team ensuring the provision of an efficient administration service to ensure protocols and guidelines are developed and adhered to
* To identify training and development needs of the administration team
* Knowledge and use of various Microsoft Office Software programmes including Outlook, Word, PowerPoint, Excel, Access (database) to produce letters, presentations and other relevant correspondence
* To assist with the collection and provision of statistical data as required
* Receiving and dealing with telephone enquiries as appropriate
* Responsible for the induction and training of all new members of staff
* Demonstrate own activities to new / less experienced staff
* Take a lead role in the recruitment of administration staff
Notes
This may be amended following consultation with the post holder, to facilitate the development of the role, the practice and the individual. All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the company.
Last revised: 19/08/25
Ratified by: Filipa Correia-Wallis
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