At a Glance
- Tasks: Lead and support our Reception and Administration Teams while ensuring excellent patient services.
- Company: Join a friendly village practice in a converted Victorian school building.
- Benefits: Enjoy 5.6 weeks annual leave, relevant training, and NHSPension Scheme membership.
- Other info: Flexible hours and a supportive team environment await you!
- Why this job: Make a real difference in patient care while developing your leadership skills.
- Qualifications: GCSE Maths and English at Grade C/4 or above; leadership qualification preferred.
The predicted salary is between 28530 - 34870 £ per year.
Are you an organised andapproachable team leader who enjoys supporting colleagues and deliveringexcellent patient services?
The Old School Surgery islooking for a Patient Services Manager to lead our Reception and Administration Teams and support the day-to-day running of our village dispensing practice.
Working closely with the GP Partner, practice leadership and Dispensary Managers, you will combine teammanagement with regular reception and administrative duties.
Main duties of the job
Lead and support the Reception and Administration Teams.
Coordinate rotas, leave and cover, working collaboratively across departments.
Support staff induction, training, supervision and appraisals.
Oversee patient enquiries, administrative workflows and prescription request processes.
Coordinate complaints and help improve services through patient feedback.
Support IT systems, staff access, practice procedures and business continuity.
Provide practical reception and administrative support when needed.
About us
We are a friendly villagegeneral practice based in a converted Victorian school building in Chartham, with close working relationships across our clinical, dispensary andadministrative teams.
We offer
- Awelcoming and supportive team.
- A variedrole with regular patient contact.
- Relevanttraining and development.
- NHSPension Scheme membership, if applicable.
- 5.6weeks annual leave entitlement.
- Amplefree on-site parking.
- Job responsibilities
Summary of job description
The
Patient Services Manager will lead the day-to-day running of the Reception and Administration Teams at The Old School Surgery, reporting to Dr Kinnersley or a manager nominated by him.
The role combines staff management with regular reception and administrative work. Key responsibilities include:
- Coordinating rotas, leave and staffing cover, working closely with the Dispensary Managers.
- Supporting staff induction, training, competency assessments, supervision and appraisals.
- Overseeing patient enquiries, telephone services and online consultation requests, ensuring appropriate escalation.
- Managing administrative workflows, including registrations, correspondence, coding, subject access requests and repeat prescription administration.
- Coordinating complaints and supporting improvements arising from feedback and incidents.
- Supporting IT access, smartcard administration, infection prevention, business continuity and practice procedures.
- Maintaining accurate records and providing progress updates to the line manager.
The overall purpose is to support staff and ensure patients receive a welcoming, responsive and well-organised service.
Person Specification
- Other requirements
- Satisfactory enhanced Disclosure and Barring Service (DBS) check
- Occupational health clearance
- Flexibility to work across the practices opening hours to meet the needs of the service, with reasonable notice
- Other requirements
- Satisfactory enhanced Disclosure and Barring Service (DBS) check
- Occupational health clearance
- Flexibility to work across the practices opening hours to meet the needs of the service, with reasonable notice
Qualifications
- A good standard of education, including GCSE Maths and English at Grade C/4 or above, or Functional Skills Level 2 in Maths and English
- A recognised leadership or management qualification (e. g. ILM Level 3 or above), or willingness to work towards one
- A relevant administrative or customer service qualification (e. g. AMSPAR or Level 3 Business Administration)
Experience
- Experience of working with the general public in a customer-facing role
- Supervisory or management experience in a healthcare or customer-facing setting
- Experience of coordinating staff rotas and managing leave and absence
- Experience of training and supporting staff and monitoring competency
- Experience of reception and administrative duties
- Experience of handling enquiries, concerns and complaints professionally
- Experience of maintaining confidentiality and working in accordance with information governance requirements
- Experience of identifying operational problems, implementing solutions and improving working practices
- Management or supervisory experience within a primary care setting
- Experience of using EMIS and Docman
- Experience of primary care administration processes, including patient registrations, subject access requests, clinical correspondence and prescription requests
- Experience of working in, or alongside, a dispensing practice
- Experience of arranging clinical or locum sessions
- Experience of NHS Smartcard administration and Registration Authority (RA) Sponsor responsibilities
- Experience of managing IT queries and liaising with external IT providers
- Experience of infection prevention and control procedures
- Experience of business continuity planning
- High standards of integrity, personal accountability and emotional resilience
- Respects people from all backgrounds and communities and values diversity
- Flexible, cooperative, punctual and committed to supporting the team
- Sensitive and empathetic in distressing situations
- 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.
#J-18808-Ljbffr
Patient Services Manager in Chartham employer: Old School Surgery
Old School Surgery offers a welcoming and supportive team environment, with a focus on professional development through relevant training and regular patient contact. The practice encourages collaboration across departments, ensuring that staff are well-supported in their roles. This village general practice values feedback to continuously improve services, making it an attractive place for those looking to grow in the healthcare sector.
StudySmarter Expert Advice🤫
We think this is how you could land Patient Services Manager in Chartham
✨Get Involved with Local Health Initiatives
Join local community health events or volunteer for organisations like public health agencies. This not only builds your experience but also helps you network with industry professionals who might know of openings at places like Old School Surgery.
✨Tap into Professional Associations
Check out associations like the Institute of Healthcare Management. They often have job boards, networking events, and conferences that are perfect for connecting with potential employers in health sciences administration.
✨Stay Updated with Industry Trends
Follow health policy news and trends—being knowledgeable about the current landscape will not only help you in interviews but also make you stand out as a candidate. You can discuss recent developments and their implications when chatting with folks at Old School Surgery.
✨Apply Through Our Website for Better Visibility
When you find roles that excite you, especially at places like Old School Surgery, don’t forget to apply through our website. This can sometimes give you an edge by showing the employer you’re savvy and committed to finding the right fit.
We think you need these skills to ace Patient Services Manager in Chartham
Some tips for your application 🫡
Highlight Your Relevant Experience:When applying for a role in health sciences administration, it's super important to spotlight any relevant experience you have in healthcare settings. Whether you've worked in a hospital, a clinic, or any related environment, make sure to detail those roles in your CV – focusing on your responsibilities and achievements that align with the job at Old School Surgery.
Showcase Your Administrative Skills:Administrative skills are key in this field, so don’t hold back! Make sure your CV reflects your proficiency in things like scheduling, data management, and compliance with health regulations. Mention specific software you’ve used, such as patient management systems, as this will demonstrate your hands-on abilities and readiness for the role at Old School Surgery.
Craft a Meaningful Cover Letter:Your cover letter should reflect your passion for the health sciences field and your eagerness to contribute to Old School Surgery. Share a bit about why you’re drawn to this sector, any impactful situations or challenges you’ve encountered, and how they’ve shaped your desire to work in health sciences administration. This personal touch can really set you apart!
Tailor Your Documents to the Job:Don't use a one-size-fits-all approach! Make sure your CV and cover letter are specifically tailored for this role. Highlight any certifications you have relevant to health administration, and ensure you clearly connect your previous roles to the skills needed for the full-time position at Old School Surgery. This way, you're showing them you’ve done your homework and are genuinely interested in being a part of their team.
How to prepare for a job interview at Old School Surgery
✨Showcase Your Administrative Skills
In health sciences administration, being organised is key. Make sure you can demonstrate your skills in managing schedules, paperwork, and data accurately. Be ready to discuss specific tools you've used, like electronic health record systems or scheduling software, and how they improved efficiency in your past experiences.
✨Know Your Regulations
Familiarity with healthcare regulations and compliance is crucial. Brush up on HIPAA, GDPR, or other relevant policies before your interview. We recommend preparing examples of how you've ensured compliance or handled sensitive information in past roles—this will show you're not just knowledgeable but also responsible.
✨Prepare for Scenario Questions
Interviews for administrative roles often involve scenario-based questions to assess your problem-solving skills. Practice responses to common situations you might face, such as dealing with a challenging patient or managing a sudden schedule change. This will not only demonstrate your ability to think on your feet but also highlight your interpersonal skills.
✨Align Your Goals with the Organisation
As a full-time candidate, employers will want to know how your long-term career goals align with their mission. Take some time to research Old School Surgery’s values and be ready to tie your passion for health sciences administration into their objectives. Demonstrating enthusiasm and career alignment can be a game-changer in this competitive field!
