Reception Supervisor / Administrator @ Sett Valley Medical Centre

Job summary

We are looking for an enthusiastic and proactive Reception Supervisor / Administrator to join our team, working alongside our current Reception Supervisor.

This is a varied role combining reception supervision, patient service and administrative duties. You will help lead and support the reception team while ensuring our patients receive a welcoming, efficient and high-quality service.

We are looking for someone who is confident, approachable and highly organised, with excellent communication and customer service skills. You will need to enjoy working in a busy environment, be able to manage competing priorities and have a positive, flexible approach to work.

The role is 37.5 hours per week over 5 days, Monday to Friday, with shifts between 7.45am and 6.30pm and flexibility to work until 8.00pm on Wednesdays when required. The post will primarily be based at our New Mills site, with occasional shifts at our Hayfield branch.

If you are enthusiastic about providing excellent patient service and supporting a busy reception team, we would love to hear from you.

Applications should preferably be made through NHS Jobs using the online application form. If you are unable to apply through NHS Jobs, we can also accept a CV by email to the practice.

Main duties of the job

Working alongside our existing Reception Supervisor, you will help to oversee the day-to-day running of the reception team, ensuring that patients receive a friendly, efficient and high-quality service.

You will support and supervise reception staff, coordinate rotas, training and day-to-day workloads, oversee the appointment system and ensure reception tasks are completed effectively and within agreed timescales. You will also support staff wellbeing, help maintain a positive working environment and act as an important link between reception and the wider practice team.

Alongside your supervisory responsibilities, you will undertake a varied range of administrative duties including processing access to medical records requests, private and insurance work, supporting appointment and room management, contacting patients, basic secretarial duties, and scanning and coding correspondence.

The role also includes responsibilities for information governance, health and safety, significant events and supporting the governance and day-to-day management of our Hayfield branch site.

About us

Sett Valley Medical Centre is a forward-thinking, high-performing GP practice serving approximately 10,000 patients in the beautiful High Peak of Derbyshire, on the edge of the Peak District National Park. Our location offers the perfect balance of countryside living with excellent road and rail links to Manchester and Stockport.

We are proud to work from a purpose-built surgery and have achieved an Outstanding CQC rating, reflecting our commitment to providing exceptional patient care and creating a positive working environment for our staff.

Our experienced and dedicated multidisciplinary team is passionate about delivering high-quality, patient-centred care. We work closely with local health and community services, as well as our Primary Care Network, to ensure the best outcomes for our patients.

As a paper-light practice using EMIS Web, we embrace technology and innovation to support efficient working and excellent standards of care.

Joining Sett Valley Medical Centre means becoming part of a friendly, supportive team that values collaboration, continuous improvement and making a real difference to the local community.

Job description

Job responsibilities

The Reception Supervisor / Administrator will work alongside our existing Reception Supervisor and Practice Management Team to support the effective day-to-day running of reception and provide a high-quality, efficient and welcoming service to our patients.

The role combines team supervision, reception, administration and compliance responsibilities and is an important link between the reception team and the wider practice team.

Key responsibilities will include

• Overseeing the day-to-day running of reception and ensuring reception tasks are completed effectively and in line with agreed KPIs.
• Supporting and supervising the reception team, including preparing rotas, monitoring annual leave, TOIL and overtime, supporting staff training and e-learning compliance, and participating in appraisals and recruitment.
• Supporting staff performance, providing constructive feedback and helping to maintain a positive, supportive working environment.
• Overseeing the appointment system and helping to ensure appointments and services are used effectively.
• Supporting effective care navigation, helping the reception team signpost patients to appropriate practice, PCN and external services.
• Ensuring reception staff are kept informed of changes to practice processes, services and procedures.
• Supporting the registration of new patients, transfer of patient records, prescription processes and other routine reception functions.
• Responding appropriately to patient concerns and complaints and escalating issues when required.
• Undertaking administrative duties including Subject Access Requests and medical records requests, insurance and private work, patient communications, basic secretarial work, and scanning and coding patient correspondence.
• Supporting enhanced services work, including searches and claims, and contacting patients when appointments or follow-up have been identified by the clinical team.
• Helping to manage the practice telephone system, appointment system and room rotas.
• Supporting premises management and overseeing relevant governance and building management requirements at our Hayfield branch.
• Maintaining high standards of confidentiality, information governance, data protection, health and safety and safeguarding.
• Raising and supporting the investigation of significant events where appropriate.
• Liaising with colleagues across the practice and Primary Care Network and attending PPG meetings when required.
• Deputising for members of the management team when necessary and undertaking other reasonable duties appropriate to the role.

The successful candidate will be expected to work positively and flexibly, use their own initiative and contribute to the continued development of reception services. They will need excellent communication and organisational skills, strong IT skills and the ability to manage competing priorities within a busy general practice environment.

Above all, we are looking for someone who will support our reception and wider team to deliver an excellent service to patients while contributing positively to the wider practice and our values.

For full details please see the attached job description

Person Specification

Qualifications

Essential

• Good level of secondary education
• ECDL qualification or equivalent experience
• Evidence of continued professional development

Desirable

• Medical terminology certificate
• Information governance certificate

Experience

Essential

• Experience of working in a GP practice or other NHS setting
• Experience of working in a busy customer service role
• Strong IT skills
• Strong interpersonal and communication skill
• Ability to work independently and as part of a team
• Good time management skills
• Full, clean driving licence with use of own car

Desirable

• Experience in a similar role
• Supervisory experience
• Experience of working with Emis Web
• Experience of completing Subject Access Requests

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

Sett Valley Medical Centre

Address

Hyde Bank Road

New Mills

High Peak

Derbyshire

SK22 4BP

United Kingdom

Employer's website

https://www.settvalley.co.uk/ (Opens in a new tab)