Head Receptionist/Administrator

Role Overview & Responsibilities

About us

St Clements Surgery Oxford is a small business in Oxford. We are rewarding, challenging and engaging.

Our work environment includes:

• Lively atmosphere
• Safe work environment
• Casual work attire

We're looking for a Head Receptionist to join our team. The ideal candidate will have strong customer service skills, prioritise administrative work and be familiar with a variety of office technology.

Job Summary:

• To manage the reception department, thereby assisting with the smooth running of the practice.

• To lead the reception team, ensuring an efficient and professional manner is maintained.

• To provide a focal point of communication between patients, doctors and other medical staff.

• To act as a role model, demonstrating and promoting the standards expected by the practice

• To liaise with and assist the Practice Manager as and when required.

Responsibilities:

The list of duties below is not exhaustive and may be subject to change as deemed necessary.

Supervisory & Management Tasks

• Responsible for managing the reception staff.

• Co-ordinate staff to ensure all tasks are completed on a daily basis to include, but not limited to, Visits/ Appointment management, issuing of Scripts, Docman, workflow, tasks.

• Act as a role model to reception staff, supporting, motivating and promoting good staff relations.

• To act as Holiday Manager to the reception team.

• Ensure all Practice Protocols and Standard Operating Procedures are understood and adhered to.

• Ensure all staff are aware of the disciplinary and grievance procedure and have an understanding of health & safety.

• In conjunction with the practice manager and HR Officer for appraisals support reception staff in achieving their development plans.

• Assess training needs within the reception area with a view to preparing individual Personal Development Plans for reception staff.

• Monitor staff attendance, sickness absence, annual leave and weekly/daily rotas.

• Ensure cover and suitable contingency plans are in place for all leave, including unforeseen absence.

• Undertake the return to work interviews, notifying management of any anomalies.

• Be the first line of management to deal with disciplinary matters. Accurately document all incidents and outcomes, ensuring that the practice manager/HR is kept informed.

• Assist with the appropriate recruitment and selection procedure for reception staff.

• Provide induction training of all new staff to agreed standards and ongoing review

• Undertake, in association with the HR Officer, three and six month reviews.

• Assist with and minimise potential ‘problems’ that may lead to complaints.

• Coordinate and facilitate staff meetings.

• Report IT issues to NHS Service Desk on behalf of reception.

Administrative Tasks

• Set up and continually assess and evaluate systems, recommending changes and improvements to the practice manager as appropriate.

• Develop and maintain Reception Hand Book – ‘How to Guide’ and keeping up to date as needed.

• Appointment system – Supervise the correct use of the computerised appointment system.

· Ensure correct procedures are followed when the practice is informed of a patient death.

• Order stationery as required -note:- to include prescription paper and GP10 pads, ensuring that these are logged upon delivery and GP10 pads logged out to a GP.

• Registration procedure - ensure that procedure is kept up-to-date and understood by reception staff and that it is carried out effectively and efficiently.

• Oversee and delegate daily tasks e.g. chasing missing test results and notes, unusual queries, following through patient queries, registration difficulties, etc

• Provide hands on support to all reception staff.

Job Type: Full-time

Salary: £13.00 per hour

Benefits:

• Company events
• Company pension
• Free flu jabs
• Sick pay
• Store discount

Schedule:

• Monday to Friday
• No weekends

Ability to commute/relocate:

• Oxford: reliably commute or plan to relocate before starting work (required)

Experience:

• Receptionist: 1 year (preferred)

Work authorisation:

• United Kingdom (required)

Work Location: In person