About this role
Job summary
We are seeking a motivated and organised Reception Team Leader / Safeguarding Administrator to join our friendly and supportive team at Prospect Medical Practice.
The successful candidate will provide day-to-day leadership to our reception team whilst supporting the practice's safeguarding processes for vulnerable adults and children. You will play a vital role in ensuring our front-of-house services run efficiently, delivering an excellent patient experience and supporting the safe and effective operation of the practice.
Interviews will be held on 2nd and 3rd December.
Main duties of the job
The successful candidate will
- Lead and support the reception team, providing guidance, training and day-to-day supervision.
- Develop staff through inductions, coaching and mandatory training compliance.
- Produce and maintain reception staff rotas ensuring adequate service cover.
- Act as the practice Safeguarding Administrator, supporting safeguarding communications, documentation and record-keeping processes.
- Review and update reception and administrative procedures to support service improvement and compliance.
- Manage requests and correspondence from external agencies including police, solicitors and the DVLA.
- Coordinate temporary staffing arrangements during periods of absence or annual leave.
- Support appointment management and assist the practice in achieving quality targets.
- Handle patient enquiries professionally via telephone, online services and face-to-face interactions.
- Process repeat prescription requests, register new patients and manage administrative workflows accurately.
About us
The practice is based on the outskirts of Norwich with approximately 6900 patients registered. We have a variety of clinical staff including GP's, Nurses, HCA, Physician Assistant and Pharmacists. The administration team consists of the management team, receptionists, administrators and secretarial staff. Both the clinical team and administration team work very closely together to ensure the practice runs smoothly. The practice also hosts medical students and GP registrars and is actively involved in research.
We actively support staff wellbeing with regular events such as special themed lunches and social events. We are proud of our positive work ethic.
Job description
Job responsibilities
The Reception Team Leader and Safeguarding Administrator is responsible for:
Overseeing reception and support operations of the practice, ensuring staff achieve their primary responsibilities.
Team lead for reception, supporting staff development, providing guidance and direction, ensuring staff are up to date with mandatory training and completing return to work interviews.
Identifying and delivering team training where required, including induction and training for new starters.
Compiling reception staff rotas.
Act as the safeguarding administrator, managing the administrative, record-keeping, and communication workflows that protect vulnerable children and adults.
Reviewing and updating all administrative and reception policies and procedures as required.
Developing, implementing and embedding efficient office processes and procedures to adhere to extant legislation.
Acting as a focal point for the practice managing requests from external organisations such as the local police, solicitors, DVLA and other agencies.
Coordinating the provision of temporary administrative and reception staff, ensuring sufficient cover is provided for periods of leave and other staff absences.
Manage the various appointments in lines with practice policies, assisting with QOF targets.
Managing all deliveries to the practice, ensuring adherence to the cold chain policy as necessary.
Acting as a building fire marshal, ensuring evacuation lists are current and that the visitors log is used appropriately.
Deal with general enquiries from patients and outside agencies via telephone, online and in person.
Process repeat prescription requests.
Register new patients.
Action internal and external tasks appropriately.
Secondary responsibilities
In addition to the primary responsibilities, the Reception Team Leader / Safeguarding Administrator may be requested to:
Partake in audits as directed by the audit lead.
Coordinate and produce meeting agendas and record the minutes of meetings.
Monitor and promote the use of the Friends and Family Test.
Champion continuous improvement, encouraging staff to participate and make suggestions.
Assist the Practice Manager with recruitment as required.
The above list of duties is not exhaustive and you may be required to complete other duties, as required.
Person Specification
Experience
Essential
- At least 2 years experience working in a GP practice.
- Excellent communication and interpersonal skills.
- Strong organisational and time-management abilities.
- Ability to prioritise workload and work under pressure.
- Competent IT skills, including Microsoft Office applications.
- Understanding of the importance of confidentiality and data protection.
- A proactive and positive approach to problem solving.
Desirable
- Previous SystmOne experience.
- Previous experience supervising, mentoring or leading a team.
- Knowledge of safeguarding processes and responsibilities.
- Experience creating staff rotas and managing workforce planning.
- Knowledge of NHS administrative 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.
Employer details
Employer name
Prospect Medical Practice
Address
95 Aylsham Road
Norwich
NR3 2HW
United Kingdom
Employer's website
https://www.prospectmedicalpractice.nhs.uk/ (Opens in a new tab)