We are seeking a highly organised and proactive Office Manager to oversee daily administrative operations within our administration and secretarial team, the team consists of 3 clinical coders and 4 secretaries.
The ideal candidate will have 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.
Main duties of the job
* IT lead and point of contact for the site, raising IT issues as needed, rolling out new IT systems in line with the Practice needs.
* Maintaining recalls of patients on QOF registers, supporting 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.
* Manage complaints alongside the Practice Manager.
* Handle correspondence via phone, email, 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.
Our practice is CQC‑rated outstanding.
Skills
* Proven experience in office management or administrative roles with supervisory responsibilities within a GP Practice preferred.
* 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.
* Detailed understanding of EMIS, DOCMAN and other software used in Practice.
* Understanding of QOF and its requirements, including accurate coding.
* The ability to work alongside other Heads of Departments (pharmacy, nursing and care navigation team) is a key part of this role.
Qualifications
* A minimum of 4 GCSE (or equivalent) at Grade A‑C or 9‑5 including English & Maths.
* Supervisory training or equivalent.
* Experience of running the day‑to‑day operations of an office in General Practice.
* Able to achieve individual, 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.
* Further education to include A‑levels or equivalent.
* Highly motivated and pro‑active 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 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.
£15.50 to £16 an hour. Can be reviewed depending on experience.
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