Receptionist/administrator Supervisor

**Job summary**

We are looking to hire a Receptionist/Administrator Supervisor as detailed below to work with our friendly and supportive team at Faversham Medical Practice;
**Receptionist/Administrator Supervisor (Band 4) 35.5 Hours**
Monday 12:00pm to 8:00pm
Tuesday 10:00am to 8:00pm
Wednesday 8:00am to 2:00pm
Thursday 8:00am to 2:00pm
Sunday 8:00am to 3:00pm

This position requires working Bank Holidays and weekends due to our Urgent Treatment Centre being open 7 days a week 8am to 8pm.

**Main duties of the job**

Job Summary:

- Responsible for the day-to-day supervision of reception and associated functions ensuring they are carried out in accordance with agreed procedures, protocols and time-scales, reporting to the Business Manager as necessary.
- To offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone.
- To facilitate effective communication between patients, members of the primary health care team, secondary care and other associated healthcare agencies.
- To undertake a variety of administrative duties to assist in the smooth running of the practice

**About us**

We are a GP Practice and Urgent Treatment Centre working from Faversham Health Centre.

We are a friendly and supportive team.

Faversham is a beautiful, historic market town. It is close to the vibrant city of Canterbury; just 60 miles from London and yet within easy reach of attractive coastline areas and beaches.

**Job responsibilities**

Job responsibilities:

- Ensure adequate staffing levels; organise Holiday/Sick rotas in line with agreed policy liaising with Office Co-ordinator/HR Manager/Business Manager if needed.
- Complete and action staff weekly rotas regularly, ensuring the Reception areas are fully staffed..
- Add the Dr’s/Nurses/HCA sessions onto the computer, keeping track of holidays/study days and locum cover, liaising with Dr’s/Business Manager identifying any areas of concern.
- Continually assess and evaluate systems recommending changes and improvements to the Reception Manager and Business Manager as appropriate.
- Deal with general day-to-day queries from staff members particularly in the absence of the Reception Manager
- Assist the Reception Manager in the induction of new members of staff.
- Assist the Reception Manager to ensure that all staff are trained efficiently.
- Book GP’s annual leave and rotas in line with agreed policy.
- Oversee the processing of repeat prescriptions & process prescriptions as required and according to Practice protocols.
- Record messages for Doctor, Nurse and Administrative staff.
- Manage room bookings and enter on the clinical appointment system.
- Ensure the smooth running of all reception areas in the Reception Manager’s absence.
- Ensuring off site external storage unit is kept organised, clean and accessible when instructed by the Reception Manager, retrieving, updating and filing of stored information as required.
- Provide encounter reports for surgeries and house calls and routine enquiries where needed.
- If designated to do so key in patient identification data to computer
- Make appointments for patient to see Doctor, Nurse and other clinical staff associated with the practice.
- Manage the various appointments, visit and other books in line with agreed policies.
- Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.
- Deal with general telephone enquiries from patients and general public.
- Record requests for visits for housebound patients.
- 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.
- Actively ensure all Reception areas, prescription rooms, meeting rooms, waiting areas and medical records storage areas are kept free of clutter, clean and tidy.
- Promptly notify relevant staff of deliveries received, following all Practice guidance and ensure the deliveries are dealt with in a timely manner.
- Ensure all visitors are signing in and out following Practice procedures.
- Assist in the organising of clinics being held by Consultants and other staff not employed by the Practice.
- Ensure the CardNet machine is finalized at the end of the day and kept maintained in the absence of the Reception Manager

Confidentiality:

- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating