Reception Manager

RECEPTION MANAGER 32 hours per week. Monday to Friday, Band 3 dependent on experience. HOURS OF WORK Monday 1000-1800 Tuesday 1000-1800 Wednesday 0900-1300 Thursday 1000-1500 Friday 0900-1600 Closing Date 31.5.24 Interviews will be held on Wednesday 19 June 2024. To apply, please submit a CV and detailed covering letter to the email provided. PRIMARY KEY RESPONSIBILITIES The following are the core responsibilities of the Reception Manager. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels. The Reception Manager is responsible for: Overseeing the administration and support operations of reception, ensuring reception staff achieve their fair share of primary responsibilities Line managing all the reception team, supporting development, providing guidance and direction Responsible for overseeing patient care navigation Providing initial guidance and advice to patients who wish to verbally complain following the practices complaints policy Monitor incoming NHS mail, deal with the reception enquiries and direct other mail to the correct person Responsible for new patient registrations and deductions. Monitor workload across the reception team and check daily that key areas have been actioned and completed for example Ask My GP patient requests, EMIS tasks, EMIS documents, Docman filing, patient registrations Responsible for managing and approving receptionists annual leave and TOIL Compiling reception rotas, in particular ensuring sufficient cover is provided for periods of leave and other staff absences Assist with reception duties. The Reception Manager must have the flexibility to be able to cover reception from 0745 to 1830 when required in times of annual or sick leave. Ensure reception and administrative staff are up to date with mandatory training. Completing reception staff appraisals as required and liaising with the practice manager regarding staff performance Identifying and delivering reception team training/staff inductions where required Deal with IT problems, liaising with our local IT services. Listening and responding to issues raised by the team as well as holding monthly reception meetings. Reviewing and updating administrative and reception policies and procedures as required. Ensure that the reception as a working space is tidy; stationery and forms are up to dateand well sourced, equipment is in working order and displayed information is up to date. Communicate effectively with other team members and patients Supporting the management team in the compilation of practice reports and the practice development plan Developing, implementing and embedding efficient office processes and procedures to adhere to current legislation Acting as a focal point for the practice, managing requests from external organisations such as the local police, solicitors, DVLA and other agencies Managing all deliveries to the practice, ensuring adherence to the cold chain policy as necessary Acting as building fire marshal, ensuring evacuation lists are current and that the visitors log is used appropriately SECONDARY RESPONSIBILITIES In addition to the primary responsibilities, the Reception Manager may be requested to: Actively participate in the recruitment process of new members of the reception team. Take part in audits as directed by the practice manager Coordinate and produce meeting agendas and record the minutes of meetings Support the practice manager in the maintenance of the practice website and social media accounts Monitor and promote the use of the Friends and Family Test Champion continuous improvement, encouraging staff to participate and make suggestions for continuous improvement initiatives Assist with QOF targets Assist with seasonal health campaigns Notes: The job description and person specification may be amended following consultation with the post holder to facilitate the development of the role, the organisation and the individual. All personnel should be prepared to accept additional, or surrender existing, duties, to enable the efficient running of the organisation.