Job Description
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