Reception Team Supervisor

We are looking for an enthusiastic, motivated person to work as part of our busy reception team, and to be responsible for the day to day running of reception. Our reception team is integral to the smooth running of our medical practice, providing high quality and patient focused care.

The main role of the position is to support with the leadership and supervision of an enthusiastic team of receptionists, ensuring all reception duties are performed effectively and to the required standard, meeting the objectives of the practice, responsible to the Operational Manager. Support the management team in promoting Equality, Diversity and Inclusion, Safety, Health Environment and Fire, Quality and Continuous Improvement, Confidentiality, Collaborative Working, Service Delivery, Learning and Development.

The Reception Team Supervisor would be responsible for supervising and supporting our reception team, ensuring they achieve their primary responsibilities whilst also ensuring a smooth shift by delegating roles to the reception team and being point of contact and support for them

To ensure that patients and visitors are greeted professionally and courteously and directed to the appropriate services

To be responsible for the patient appointment diary and appointment system by making, changing, and cancelling appointments as requested

Manage all queries as necessary in an efficient manner

To answer telephone enquiries promptly and professionally

Managing reception rotas and annual leave requests

To participate and lead training sessions for the receptionists

To carry out appraisals and reviews with the receptionists

Carry out system searches as requested

Support all clinical staff with general tasks as requested

Maintain all reception protocols

Responsible to the Operational Lead

We are looking for an enthusiastic team player to join our team at Coxhoe Medical Practice.

We have an excellent GP and Nursing Team and a supportive and efficient administrative team.

Candidates should be good communicators with a track record for delivering excellent customer care and have the ability to work under pressure. Flexibility and reliability are integral to this role.

Current list size is approximately 7,500

Systm One Clinical System

Confidentiality is integral to this role

Previous General Practice experience and IT skills are essential and staff management skills would be highly advantageous

Working within the reception team

Day-to-day supervision of the reception team

Day-to-day line management all reception staff, supporting staff development, providing guidance and direction, ensuring staff are up to date with mandatory training. Reporting to the Operational Manager.

Identify and ensure delivery of team training where agreed with reception and practice management.

Continually assess and evaluate systems recommending changes and improvements to the Operational Manager as appropriate.

Deal with problems reported by other members of the health care team, responsible to the Operational Manager.

Encourage and support personal development of members of the reception, maintaining self and team professionalism.

Keep the team informed of any matters arising as necessary, or as requested by other members of the Practice team.

To act as a focal point of communication between the GPs, practice management and other members of the primary health care team.

To have, and ensure others are trained in operating with an understanding, acceptance and adherence to the need for strict confidentiality.

Keep reception and practice management informed of any matters arising or problems /potential problems.

Assist with the organisation of seasonal clinics, including Covid- vaccinations and flu vaccinations, admin support and room planning as required

Reviewing and updating all reception procedures as required.

Develop, implement, and embed efficient reception processes and procedures to adhere to legislation as required

• Experience of working within General Practice
• Experience of administrative duties
• Experience of leading / managing a team
• Experience using S1

• GCSE English (C or above) and at least three others or a minimum of 3 years experience in a similar role
• Educated to A-level / equivalent or higher, with relevant experience
• Leadership and / or Management Qualification

• Excellent communication skills (written and oral)
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Ability to follow policy and procedure
• Knowledge the importance of confidentiality

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• Decision maker (based on evidence)
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations