Reception & Admin Team Leader

4 days ago

Nottingham, United Kingdom Ivy Medical Group Full time

The following are the core responsibilities of the Reception & Admin Team Leader. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels. The Reception & Admin Team Leader is responsible for: a. Overseeing the reception and administration team to support functions in the day-to-day non-clinical operations of the practice, ensuring staff achieve their primary responsibilities and workflows completed in the correct timeframes.
b. Line leading all administrative staff, supporting staff development, providing guidance and direction. c. Working with the Assistant Practice Manager to provide feedback for staff appraisals as required.
d. Provide induction training to new staff, and identify and deliver team training where required, individually and/or as a team. e. Compiling administration staff rotas on a rolling basis in advance.
f. Leading on the day-to-day management of the clinical system (Systmone). g. Updating the appointment system to reflect leave and other approved absences.
h. Reviewing and updating all administrative and reception policies and procedures as required and ensure all staff are trained and adhere to practice policies. i. Implementing and embedding efficient office processes and procedures.
j. Maintain uniform standards in line with the practices Uniform Policy. k. Coordinating the provision of temporary administrative and reception staff, ensuring sufficient cover is provided for periods of leave and other staff absences.
Provide a flexible approach to team working by covering areas of work in the short term due to absences to ensure the practice workflows are completed in the necessary timeframes. l. Providing initial guidance and advice to patients who wish to verbally complain and ensure staff deal with all patient complaints in line with the practice complaints procedure. m.
Managing all deliveries to the practice, ensuring adherence to the cold chain policy as necessary. n. Ensure IT security and IG compliance at all times and responding to and resolving all local IT issues. o.
Actively encouraging and promoting the use of patient online services. p. Monitor and maintain the reception area and notice boards. q.
Acting as buildings fire marshal, ensuring evacuation lists are current and that the visitors log is used appropriately. r. Carry out site safety checks, when required for fire/safety alarms, water temperatures and any faults or hazards. s.
Act as the first point of contact for site maintenance issues, using the practice portal system for logging and updating, resolve issues where possible or escalate to management. Provide regular communications and updates to the team. Attend practice meetings and monthly practice learning time.

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