Job Summary
This is a great opportunity to work in a CQC rated outstanding practice, with supportive Partners and a Practice Manager. We are seeking a highly organised and proactive Office Manager to oversee daily administrative operations within our administration and secretarial team, which consists of 3 clinical coders and 4 secretaries. The ideal candidate will have a background in general practice, possess effective leadership skills, excellent communication abilities, and a comprehensive understanding of EMIS, DOCMAN and all practice IT systems. This role offers an opportunity to contribute to a professional environment where efficiency and team cohesion are valued.
Responsibilities
* Act as IT lead and point of contact for the site, raising IT issues and rolling out new IT systems in line with practice needs.
* Maintain recalls of patients on QOF registers and support the GP Partner responsible for QOF.
* Oversee daily office operations to ensure organisational efficiency and effectiveness.
* Supervise administrative staff, providing guidance and support to foster a productive team environment.
* Manage the team’s annual leave, sick leave and return‑to‑work interviews.
* Handle complaints alongside the Practice Manager.
* Manage correspondence via phone, e‑mail and in‑person interactions with professionalism and courtesy.
* Ensure compliance with health and safety regulations within the office environment.
* Use APEX to work alongside the Patient Services Manager to help with clinic capacity and access planning.
Skills
* Proven experience in office management or administrative roles with supervisory responsibilities within a GP practice.
* Exceptional organisational skills with the ability to prioritise tasks effectively.
* Ability to lead by example, motivate staff and foster a collaborative work environment.
* Strong problem‑solving skills with a proactive approach to resolving issues promptly.
* A detailed understanding of EMIS, DOCMAN and other software used in practice.
* Understanding of practice IT systems.
* Understanding of QOF and its requirements, including accurate coding.
* The ability to work alongside other heads of departments (pharmacy, nursing and care navigation team).
Qualifications
Essential
* Minimum of 4 GCSE (or equivalent) at Grade A‑C or 9‑5, including English and Maths.
* Supervisory training or equivalent.
* Experience of running the day‑to‑day operations of an office in general practice.
* EMIS user skills.
* Ability to achieve individual and team goals and address underperformance.
* Excellent interpersonal skills to successfully manage a team.
* Excellent organisational skills with the ability to work to deadlines and targets.
* Excellent IT skills and understanding of Information Governance.
* Project planning and implementation skills (IT).
* Experience of managing staff including performance reviews, team building, training and HR issues.
* Effective resolution of issues and complaints.
* Ability to work autonomously and as part of a team.
* Resilience in managing consistently high workloads and competing priorities.
* Familiarity with QOF and Enhanced Services.
Desirable
* Further education to include A levels or equivalent.
* Highly motivated and proactive with the ability to use initiative and judgement.
* Experience of NHS primary care, including clinical systems.
* Ability to innovate, benchmark best practice.
* Good grasp of performance measures.
* Ability to develop, implement and embed policy and procedures.
* Good understanding and delivery of data‑management and ICT systems.
* Understanding of clinical coding, SNOMED and workflow optimisation.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, and a submission to the Disclosure and Barring Service (formerly known as CRB) is required to check for any previous criminal convictions.
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