Office Manager

Job description

Job responsibilities

Staff Management and Supervision

• Supervise the day-to-day work of Reception and Administration staff.
• Provide support, guidance and direction to staff members.
• Assist with staff training and development.
• Monitor staff performance and identify training or development needs.
• Support the induction of new members of staff.
• Assist with managing staff attendance, annual leave and other staffing requirements.
• Help ensure that appropriate staffing levels are maintained across Reception and Administration.
• Develop and maintain effective working relationships across the practice.
• Deal with day-to-day staff queries and escalate issues appropriately to the management team.

Rotas and Workforce Planning

• Prepare and maintain clinical rotas on SystmOne.
• Prepare and maintain non-clinical staff rotas.
• Ensure adequate staffing levels are maintained to support the safe and effective running of the practice.
• Coordinate annual leave and other planned absences.
• Make appropriate arrangements to cover staffing gaps where required.
• Work with the Partners and management team to identify staffing requirements.

Reception and Administration

• Undertake reception and administrative duties as required.
• Provide support to the Reception and Administration teams during busy periods.
• Assist with patient queries and ensure appropriate signposting.
• Monitor administrative workflows and identify areas where processes can be improved.
• Ensure administrative tasks are completed accurately and within agreed timescales.
• Support the implementation and maintenance of practice procedures and systems.

SystmOne Experience

• Utilise SystmOne confidently as part of the day-to-day management of administrative and reception processes.
• Support staff in the effective use of SystmOne.
• Assist with monitoring and improving administrative workflows within the clinical system.
• Use SystmOne reports and relevant functions to support practice management where required.

DNA Monitoring

• Carry out regular Did Not Attend (DNA) monitoring.
• Monitor DNA activity and identify trends or recurring issues.
• Ensure appropriate action is taken in accordance with practice policy.
• Produce or maintain relevant reports and information for review by the management team.
• Support the implementation of improvements to reduce inappropriate DNAs.

FP69 Monitoring

• Maintain the practice FP69 notifications.
• Ensure patients are contacted to confirm address.
• Action accordingly.

Safeguarding

• Maintain the practice Safeguarding Register.
• Ensure safeguarding information and records are maintained appropriately.
• Coordinate and/or hold regular safeguarding meetings.
• Ensure relevant actions arising from safeguarding meetings are recorded and followed up.
• Work closely with the practice safeguarding leads and wider team.
• Ensure safeguarding processes are appropriately incorporated into practice procedures and policies.
• Escalate safeguarding concerns appropriately and promptly.

Policies, Procedures and CQC

• Assist the management team with the development, implementation and review of practice policies and procedures.
• Support the practice in maintaining appropriate documentation for CQC requirements.
• Ensure staff are aware of relevant policies and procedures.
• Assist with monitoring compliance with practice processes.
• Identify areas where procedures could be improved and bring these to the attention of the management team.
• Support the practice in maintaining an organised and audit-ready environment.

General Office Management

• Oversee the smooth running of the practice office on a daily basis.
• Manage administrative workstreams and ensure deadlines are met.
• Identify and resolve operational issues where possible.
• Liaise with external organisations and practice partners when required.
• Assist with the organisation of meetings and ensure actions are followed up.
• Support the management team with general administrative and operational duties.
• Maintain confidentiality at all times and ensure compliance with practice policies and relevant legislation.
• Undertake other reasonable duties appropriate to the role.

Person Specification

Experience

Essential

• Essential
• Excellent working knowledge of SystmOne.
• Experience of working within a GP practice or similar healthcare environment.
• Experience of supervising or managing staff.
• Excellent organisational and time-management skills.
• Ability to work independently and use initiative.
• Excellent communication and interpersonal skills.
• Confident dealing with staff, patients and external organisations.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Good IT skills.
• Ability to remain calm and professional under pressure.
• A flexible and positive approach to work.

Desirable

• Previous experience in a GP practice management or office management role.
• Previous staff training experience.
• Experience of managing Reception and/or Administration teams.
• Knowledge of CQC requirements and healthcare governance.

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.

Employer details

Employer name

Stapenhill Medical Centre

Address

Fyfield Road

Burton-on-trent

Staffordshire

DE15 9QD

United Kingdom

Employer's website

http://www.stapenhillmedical.co.uk/ (Opens in a new tab)