About this role
Job summary
This is an exciting opportunity to join our friendly team at Catherine House Surgery, as our new Administration Manager. The Administration Manager is an integral role within the Practice in leading and managing our excellent Patient Services Team of Administrators.
Main duties of the job
The Administration Manager will be responsible for the day-to-day leading and management of the Patient Services team of Administrators; including Receptionist duties.
As Administration Manager, you will work within the Administration Team, ensuring that all duties are performed efficiently and effectively, continuing to provide a high level of service and continuous improvement to support our Patients and clinical team whilst working collaboratively with the wider team.
The Administration Manager will support the Practice Manager in additional organisational and administrative duties as required.
About us
Catherine House Surgery is situated in the town of Totnes. We care for over 5,000 patients from Totnes and the surrounding area.
We are part of the South Dartmoor and Totnes PCN.
We have five GPs, one Registrar, and usually two foundation year-2 Doctors, two Practice Nurses, a Paramedic and one HCA. We are a teaching practice accommodating year-5 Medical Students and Physician Associate students.
We aim to provide friendly, personalised, effective and high-quality General Practice Services, committed to the health needs of our patients.
Job description Job responsibilities
This is a part time role of 28 hours per week over four days- Tuesday to Friday - to support our current Administrator Team rota.
The Administration Manager is responsible for:
Being line manager for the Patient Services Team, who combine working as Receptionists and Administrators Overseeing the service provided to our patients, ensuring the Patient Services Team achieve their primary responsibilities in an efficient professional, friendly manner, whilst being an active team member involved with admin/reception duties on a day to day basis Supporting staff with team development, providing guidance, direction and encouragement Ensuring all relevant protocols, policies and SOPs are regularly reviewed and accurate and that all team members are up to date with the mandatory training Identifying and delivering team training where required Organising and managing regular team meetings Acting as a focal point for communication, advising the Patient Services Team on methods of communication and best practice, keeping them up to date with any changes to processes Completing staff appraisals, 1-2-1 reviews and absence management meetings, as required for the Administration Team. Involvement with the recruitment and onboarding processes for new staff members Compiling and managing the rotas for the Patient Services Team, ensuring sufficient cover is in place for periods of leave, sickness and/or other staff absences, to ensure business continuity, and that all absence and holiday is reflected and authorised on Practice Index Assisting the Practice Manager with clinical rotas as and when required Supporting the Practice Manager in the compilation of practice reports and practice development/projects as and when requested Providing initial guidance and advice to patients who may wish to complain Overseeing management of all deliveries to the practice, ensuring training and adherence to the cold chain policy is followed as required Acting as building fire marshall; ensuring evacuation lists are current and that the visitors' log is used appropriately Responsible for Reception petty cash and over the counter payments
General Responsibilities other:
Ensure all Practice records, (paper and IT) are accurate and updated in a timely manner Ensure all statutory regulations (e.g. Health ad Safety, COSHH, et) are implemented and adhered to at all times General housekeeping (e.g. keeping reception and waiting areas tidy) Attend and participate in staff and Practice meetings and in-house clinical training sessions Maintaining and ordering of office stationary and equipment Any other reasonable duties as necessary
Person Specification
Qualifications Essential
GCSE English and Maths; C or above, and at least 3 others
Desirable
Educated to A-level/equivalent or higher with relevant experience Leadership and or Management Qualification
Experience Essential
Managerial or leadership qualification; or relevant equivalent experience Experience working in a health care setting Experience working with the general public Experience in performing administrative duties; using all Microsoft Office tools
Desirable
Experience in leading and managing a team in a GP Practice or other healthcare setting Experience in providing appraisal writing and staff development Experience with HR processes
Knowledge and Skills Essential
Excellent communication skills - written and oral Good IT skills - e.g. Microsoft Office packages Clear, polite telephone manner Effective time management - planning and organising Ability to work as a team member and autonomously Good interpersonal skills Problem-solving and analytical skills Ability to follow policy and procedure
Desirable
Experience using clinical systems
Personal Qualities Essential
Polite and confident Flexible and co-operative Motivated Initiative and judgment - knowing when to ask for help Forward thinking High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure Maintains confidentiality at all times
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.
Employer details Employer name Catherine House Surgery
Address Westward House
New Walk
Totnes
Devon
TQ9 5WB
United Kingdom
Employer's website https://www.catherinehousesurgery.co.uk/ (Opens in a new tab)