About this role
Job summary
This is a great opportunity to work in a CQC rated outstanding Practice, with supportive Partners and Practice Manager.
We are seeking a highly organised and proactive Office Manager to oversee daily administrative operations within our administration and secretarial team, the team consists of 3 clinical coders and 4 secretaries.
The ideal candidate will have a background in General Practice, possess effective leadership skills, excellent communication abilities, and a comprehensive understanding of EMIS, DOCMAN and all Practice IT systems.
This role offers an opportunity to contribute to a professional environment where efficiency and team cohesion are valued.
Main duties of the job Maintaining recalls of patients on QOF registers, supporting the GP Partner responsible for QOF.
IT lead and point of contact for the site, raising IT issues as needed, rolling out of new IT systems in line with the Practice needs.Maintaining recalls of patients on QOF registers, supporting the GP Parnter respoibsle for QOF. Oversee daily office operations to ensure organisational efficiency and effectiveness Supervise administrative staff, providing guidance and support to foster a productive team environment Manage the teams annual leave, sick leave and return to work interviews. Manage complaints alongside the Practice Manager. Handle correspondence via phone, email, and in-person interactions with professionalism and courtesy Ensure compliance with health and safety regulations within the office environment Use APEX to work alongside the Patient services manager to help with clinic capacity and access planning
About us
Come and work at our exceptional Practice.
Charing Surgery is a rural practice set in the beautiful village of Charing on the outskirts of Ashford, making access easy via road (M20, A20 & M2) or rail, with Charing train Station being a 2 minute walk from the Practice.
We are a CQC rated outstanding Practice. The Partners and staff strive to deliver exceptional care to its patients and provide a nurturing, safe and supportive environment for its staff. We work hard but we also play hard! with lots of social activities arranged by the entertainment committee. We are not a team at Charing, we are a family.
Job description Job responsibilities
IT lead and point of contact for the site, raising IT issues as needed, rolling out of new IT systems in line with the Practice needs.Recalls of patients on the QOF registers. Oversee daily office operations to ensure organisational efficiency and effectiveness Supervise administrative staff, providing guidance and support to foster a productive team environment Manage the teams annual leave, sick leave and return to work interviews. Manage complaints alongside the Practice Manager. Handle correspondence via phone, email, and in-person interactions with professionalism and courtesy Ensure compliance with health and safety regulations within the office environment Use APEX to work alongside the Patient services manager to help with clinic capacity and access planning Skills
Proven experience in office management or administrative roles with supervisory responsibilities within a GP Practice preferred Exceptional organisational skills with the ability to prioritise tasks effectively Ability to lead by example, motivate staff, and foster a collaborative work environment Strong problem-solving skills with a proactive approach to resolving issues promptly A detailed understanding of EMIS, DOCMAN and other software used in Practice An understanding of Practice IT systems Understanding of QOF and its requirements, including the understanding of accurate coding The ability to work alongside the other Heads of Departments (pharmacy, nursing and care navigation team) is a key part of this role.
Person Specification
Experience Essential
PLEASE SEE JOB DESCRIPTION
Desirable
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Qualifications Essential
A minimum of 4 GCSE(or equivalent) at Grade A-C or 9-5 including English & Maths Supervisory training or equivalent Experience of running the day-to-day operations of an office in General Practice EMIS user skills Able to achieve individual, team goals and address under performance Excellent interpersonal skills to successfully manage a team Excellent organisational skills with the ability to work to deadlines and targets Excellent IT skills and understanding of Information Governance Project planning and implementation skills (IT) Experience of managing staff including performance reviews, team building, training and HR issues Effective resolution of issues and complaints Ability to work autonomously and as part of a team Resilience in managing consistently high workloads and competing priorities Familiarity with QOF and Enhanced Services
Desirable
Further education to include A levels or equivalent Highly motivated and pro-active with the ability to use initiative and judgement Experience of NHS primary care, including clinical systems Ability to innovate, benchmark best practice Good grasp of performance measures Ability to develop, implement and embed policy and procedures Good understanding and delivery of data management and ICT systems Understanding of clinical coding, SNOMED and workflow optimisation
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 Charing Practice & Pharmacy
Address 1 Surgery Close
Charing
Ashford
Kent
TN27 0AW
United Kingdom
Employer's website https://www.charingpractice.co.uk/ (Opens in a new tab)