Office Manager (GP practice) in Charing

We are seeking a highly organised and proactive Office Manager to oversee daily administrative operations within our administration and secretarial team, which 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:

• IT lead and point of contact for the site, raising IT issues as needed, rolling out new IT systems in line with the Practice needs.
• Maintaining recalls of patients on QOF registers, supporting the GP Partner responsible 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 team's 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.

Our practice is CQC-rated outstanding.

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.
• Detailed understanding of EMIS, DOCMAN and other software used in Practice.
• Understanding of QOF and its requirements, including accurate coding.
• The ability to work alongside other Heads of Departments (pharmacy, nursing and care navigation team) is a key part of this role.

Qualifications:

• 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.
• Able to achieve individual, team goals and address underperformance.
• 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.
• 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.

£15.50 to £16 an hour. Can be reviewed depending on experience.