About this role
Job summary
We are looking for an enthusiastic, organised and proactive Office Manager to oversee the day to day running of our reception and administrative teams.
Working closely with the Management team, you will help ensure the smooth and efficient delivery of practice services, supporting staff to work effectively and providing patients with a professional, friendly and high-quality service.
The ideal candidate will have previous experience in a supervisory or office management role, excellent communication skills and the ability to manage competing priorities. Experience within an NHS or GP practice environment is required, but candidates with relevant transferable skills will also be considered. This is a full-time position, Monday to Friday, with flexibility to work over either four or five days per week. Start times will vary depending on the agreed working pattern, with a fixed finish time of 6:30 pm.
Main duties of the job
Main Role Duties
Supervise and support reception and administrative staff, monitor workloads and ensure tasks are completed accurately and efficiently.
Organise rotas, annual leave and sickness cover, and assist with recruitment, induction, training and staff development.
Support the effective running of reception and telephone services, assist with complex patient queries and help manage complaints in accordance with practice procedures.
Monitor team performance, support staff appraisals and identify opportunities to improve efficiency and service quality.
Ensure staff follow practice procedures relating to confidentiality, data protection, health and safety and information governance.
Support the effective use of practice systems, maintain accurate records and prepare reports or meeting documentation as required.
Work collaboratively with the Management team, clinical teams and wider practice staff to support the delivery of safe, effective and patient-centred services.
The post holder will also undertake other reasonable duties appropriate to the role, as agreed with the Practice Manager.
Job Responsibilities
You will be responsible for assisting the Management team in the smooth and efficient running of the practice. This includes dealing with patient queries and complaints, HR, and training development of the staff. Working closely with the Compliance Manager, Reception Manager and Practice Manager to support the team. Plus any other administrative duties required.
About us
Organisation Overview
We are a very friendly, well-established practice working across our 3 sites based in North Hailsham and Punnetts Town. We have a GP partner, 9 salaried GPs, Paramedic Practitioner, ANPs, Pharmacy Technician team, Practice Nurses and HCAs, all of which are supported by our experienced administration team. We also have ARRS roles linked to the Practice. We are a GP training practice, part of the Eastbourne scheme.
We are a GMS non-dispensing practice and look after over 14,200 patients with a growing list size. We are incredibly proud of how we provide care for our patients.
We have a friendly team philosophy. We respect, listen to and value all members of our team.
We are rated as CQC Good and are a high QOF achieving practice.
Job description
Job responsibilities
Main Role Duties
Job Responsibilities
You will be responsible for assisting the Management team in the smooth and efficient running of the practice. This includes dealing with patient queries and complaints, HR, and training development of the staff. Working closely with the Compliance Manager, Reception Manager and Practice Manager to support the team. Plus any other administrative duties required.
Person Specification
Qualifications
Essential
- Evidence of professional development. Excellent literacy and numeracy skills.
Desirable
- An appropriate management qualification in healthcare or business.
Experience
Essential
- Experience
- Essential criteria
- NHS/Primary Care General Practice experience. Management experience. Experience of working with the general public. Good communicator (verbal and written). Ability to work autonomously and self-direct own workload. IT proficient , able to work with EMIS, email, the internet and windows based software including Outlook, Word and Excel at intermediate level. To learn new software packages as required. Ability to motivate staff.
Desirable
- Desirable criteria
- Knowledge of QOF and local enhanced services. Understanding of CQC. General Practice policies and procedures. Familiar with Practice Index. Experience of producing agendas for meetings and minutes. Experience of performance management, including appraisal writing, staff development and disciplinary procedures.
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.
UK Registration
Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).
Employer details
Employer name
Quintin Medical Practice
Address
Hawkswood Road
Hailsham
East Sussex
BN27 1UG
United Kingdom
Employer's website
https://www.quintinmedicalcentre.co.uk/ (Opens in a new tab)