Reception Supervisor

The applicant will be required to supervise/coordinate a large team of medical receptionists in a large busy GP practice

**Job Summary**:

- To manage the reception department, thereby assisting with the smooth running of the practice.
- To lead the reception team, ensuring an efficient and professional manner is maintained.
- To provide a focal point of communication between patients, doctors and other medical staff.
- To act as a role model, demonstrating and promoting the standards expected by the practice and creating the energy and enthusiasm for the service.
- To liaise with and assist the Practice Manager/Deputy Manager as and when required.

The Sidings Medical Practice is a large growing town GP practice, providing medical services to over 17,000 patients in the town of Boston.
- Responsible for managing the reception staff.
- Co-ordinate staff to ensure all tasks are completed on a daily basis to include, but not limited to, Visits/ Appointment management, issuing of Scripts,
- Act as a role model to reception staff, supporting, motivating and promoting good staff relations.
- To act as Holiday Manager to the reception team.
- Ensure all Practice Protocols and Standard Operating Procedures are understood and adhered to.
- Ensure all staff are aware of the disciplinary and grievance procedure and have an understanding of health & safety.
- In conjunction with the practice manager for appraisals support reception staff in achieving their development plans.
- Assess training needs within the reception area with a view to preparing individual Personal Development Plans for reception staff.
- Monitor staff attendance, sickness absence, annual leave and daily rotas.
- Ensure cover and suitable contingency plans are in place for all leave, including unforeseen absence.
- Undertake the return to work interviews, notifying management of any anomalies.
- Be the first line of management to deal with disciplinary matters, speak to reception staff when appropriate, and notify them of any action. Accurately document all incidents and outcomes, ensuring that the practice manager is kept informed.
- Assist with the appropriate recruitment and selection procedure for reception staff.
- Provide induction training of all new staff to agreed standards and ongoing review
- Undertake, in association with the Practice Manager, three and six month reviews.
- Assist with and minimise potential ‘problems’ that may lead to complaints.
- Coordinate and facilitate staff meetings.

Administrative Tasks
- Set up and continually assess and evaluate systems, recommending changes and improvements to the practice manager as appropriate.
- Ensure communication systems are running smoothly, doctors and reception staff are kept fully informed of changes in procedures.
- Appointment system - Supervise the correct use of the computerised appointment system.
- Ensure correct procedures are followed when the practice is informed of a patient death.
- Order stationery as required to include prescription paper and GP10 pads, ensuring that these are logged upon delivery and GP10 pads logged out to a GP.
- Registration procedure - ensure that procedure is kept up-to-date and understood by reception staff and that it is carried out effectively and efficiently.
- Oversee delegation of general housekeeping duties.
- Oversee and delegate daily tasks e.g. chasing missing test results and notes, unusual queries, following through patient queries, registration difficulties, saying ‘No’ nicely, etc.
- Provide hands on support to all reception staff and carry out any of the duties of a BGP Receptionist as detailed below: