Reception Manager in Bexleyheath

Bexley Medical Group is a GP practice comprising of three surgeries in Bexley Borough. We have 50 staff across the three sites and are looking for a new reception manager to join our diverse, friendly team.

Main duties of the job

• Responsible for the day-to-day management of the reception team ensuring their associated roles and tasks are carried out in accordance with agreed procedures, protocols and timescales, reporting to the Management Team as necessary.
• Responsible for the management of the staff rota for the reception.
• Responsible for ensuring the smooth running of all designated Reception areas.
• To offer general support to the practice team and project a positive, friendly and professional image to patients and other visitors, either in person or via the telephone.
• Assist the Management team in updating all policies and procedures relating to Reception Team.

About us

We are a two partner practice with three surgeries in the London Borough of Bexley, with 50 staff across the three sites and over 20,000 patients. Our team comprises of GPs, PAs, Pharmacists, Nurses, a management team, an administrative team and 3 reception teams.

Job responsibilities

• Ensure adequate staffing levels across multiple areas in line with agreed policy liaising with Management Team if needed.
• Deal with general day-to-day queries from staff members.
• Liaise closely with the Reception Supervisors and the Management team to ensure tasks associated with the Reception teams are appropriately delegated to those with the skills, abilities and time to undertake them, undertaking appraisals as necessary.
• Ensure all visitors are signing in and out following Practice procedures.
• Continually assess and evaluate systems recommending changes and improvements to the Management team as appropriate.
• Actively participate in staff and external meetings at the request of the Management team or Partners of Bexley Medical Group.
• Promptly notify relevant staff of deliveries received, following all Practice guidance and ensure the deliveries are dealt with in a timely manner.
• Actively ensure all Reception areas, prescription rooms, meeting rooms, waiting areas and medical records storage areas are kept free of clutter, clean and tidy.
• Take responsibility for ensuring the close down of the Practice is adequately completed following all protocols and that the clinical rooms are left clear and tidy with no patient data.
• Identify areas where further training/systems/improvements are needed and ensure action is taken and changes implemented.
• Take responsibility for the security of prescriptions, including the receiving of deliveries, storage and logging.
• Follow all reasonable management requests from the partners or higher management team.
• Ensure DMARD administration is completed monthly.
• Designated Fire Marshall.
• Carry out the reception team annual appraisals.
• Develop, arrange and carry out and oversee staff induction, training and development opportunities for the reception teams, liaising with the HR Manager to ensure staff are appropriately trained to fulfil their roles and to maximise opportunities for motivating staff to fulfil their potential.
• Take responsibility for assisting in the induction of locum staff.
• Deal with requests for annual leave, TOIL, time off for other reasons, authorising or rejecting any requests in line with the Staff Handbook and in discussion with the Management team as appropriate.
• Take responsibility for ensuring that all cash, cheques and receipts taken at Reception are immediately stored safely.
• Computer data entry, data allocation and collation; processing and recording information in accordance with practice procedures.
• To oversee the reporting of IT faults and EMIS Helpline and others and recording appropriately.
• Take responsibility for assisting with Smartcard issues and queries.

The staff you are managing will do the following. You will also undertake these duties for part of the week:

• Deal with general telephone enquiries from patients and general public.
• Record requests for visits for housebound patients.
• If designated to do so, key in patient identification data to computer.
• New patient registrations.
• Oversee the processing of repeat prescriptions.
• Make appointments for patients to see Doctor, Nurse and other clinical staff associated with the practice.
• Processing of accurx online consultations.
• Dealing with practice emails.
• Processing Docman Workflow.
• Completing Tasks.
• Process prescriptions as required and according to Practice protocols.

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

Person Specification

Experience: Candidates must have at least two years experience of General Practice reception work.

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.