Office Supervisor
| Posting date: | 06 June 2025 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | Band 3 ( AfC) |
| Hours: | Full time |
| Closing date: | 01 July 2025 |
| Location: | M27 0NA |
| Remote working: | On-site only |
| Company: | The Poplars Medical Centre |
| Job type: | Permanent |
| Job reference: | OffSup001 |
Summary
HOURS: 10.30am - 18.30pm - Monday - Friday
Wages: BAND 3 ( AfC)
OUTLINE OF DUTIES & RESPONSIBILITIES
Responsible for the day-to-day supervision of all reception staff and associated functions, ensuring all functions are carried out in accordance with agreed procedures, protocols and timescales, and reporting to the practice Operations manager as necessary. Promote a harmonious and professional atmosphere in this public facing role.
Supervisory Role:
• Induction and training of all new staff to agreed standards
• Support reception staff development, providing guidance and direction, ensuring staff are up to date with any mandatory training in co-ordination with the practice secretary. Identify and provide training where required.
• Ensure adequate staffing levels, approve annual and other leave, and organise rotas ensuring all functions are covered as required
• Deal with more complex enquiries from patients including informal complaints relating to reception functions. To listen to patient complaints, making sure that they are addressed and dealt with appropriately.
• Continually assess and evaluate systems and quality, recommending changes and improvements to the Practice Operations Manager as appropriate
• Manage day to day issues that may arise within the team or with individuals
• Regularly evaluate quality of individual and team performance
• Lead Staff Huddles and maintain minutes.
• Proactively monitoring activity on the practice appointment system to maximise appointment usage each day.
• Support Alterations to the practice appointment system, during periods of clinical absence and to extend and modify the appointment books.
• Monitor and action all patient’s DNA’s according to Practice policy. Run monthly report to display in the practice the number of DNA’s for previous month.
• Responsible for reception, waiting rooms and consultation rooms’ upkeep and tidiness including leaflets, posters and notice boards.
• On a practice training day ensure that the telephone message is informing patients that we are closed for staff training, in advance of the training and on the day of training.
• Monitor workload of all administration staff, ensuring all tasks are completed and up to date.
• To assist with any IT issues that may arise in the practice, i.e. Printer problems, network issues, EMIS and Docman password resets, Setting up new logins for new staff etc. General Housekeeping of the systems i.e. inactivating logins for leavers etc.
• To attend quarterly PPG meetings i.e. at the practice or another local practice.
• To provide secretarial cover in the absence of the practice secretary.
• To oversee the registration of new patients, checking the Hub for signals and directing to a GP where appropriate, GP2GP and deduction of patients, out of area management.
• To provide handover at the end of the shift to operations manager, to ensure continuity to patient care.
• Stock checking any deliveries against delivery note, highlighting any issues with practice secretary within 24 hours.
• To undertake any other duties as may be determined from time to time to ensure the efficient running of the practice.
Wages: BAND 3 ( AfC)
OUTLINE OF DUTIES & RESPONSIBILITIES
Responsible for the day-to-day supervision of all reception staff and associated functions, ensuring all functions are carried out in accordance with agreed procedures, protocols and timescales, and reporting to the practice Operations manager as necessary. Promote a harmonious and professional atmosphere in this public facing role.
Supervisory Role:
• Induction and training of all new staff to agreed standards
• Support reception staff development, providing guidance and direction, ensuring staff are up to date with any mandatory training in co-ordination with the practice secretary. Identify and provide training where required.
• Ensure adequate staffing levels, approve annual and other leave, and organise rotas ensuring all functions are covered as required
• Deal with more complex enquiries from patients including informal complaints relating to reception functions. To listen to patient complaints, making sure that they are addressed and dealt with appropriately.
• Continually assess and evaluate systems and quality, recommending changes and improvements to the Practice Operations Manager as appropriate
• Manage day to day issues that may arise within the team or with individuals
• Regularly evaluate quality of individual and team performance
• Lead Staff Huddles and maintain minutes.
• Proactively monitoring activity on the practice appointment system to maximise appointment usage each day.
• Support Alterations to the practice appointment system, during periods of clinical absence and to extend and modify the appointment books.
• Monitor and action all patient’s DNA’s according to Practice policy. Run monthly report to display in the practice the number of DNA’s for previous month.
• Responsible for reception, waiting rooms and consultation rooms’ upkeep and tidiness including leaflets, posters and notice boards.
• On a practice training day ensure that the telephone message is informing patients that we are closed for staff training, in advance of the training and on the day of training.
• Monitor workload of all administration staff, ensuring all tasks are completed and up to date.
• To assist with any IT issues that may arise in the practice, i.e. Printer problems, network issues, EMIS and Docman password resets, Setting up new logins for new staff etc. General Housekeeping of the systems i.e. inactivating logins for leavers etc.
• To attend quarterly PPG meetings i.e. at the practice or another local practice.
• To provide secretarial cover in the absence of the practice secretary.
• To oversee the registration of new patients, checking the Hub for signals and directing to a GP where appropriate, GP2GP and deduction of patients, out of area management.
• To provide handover at the end of the shift to operations manager, to ensure continuity to patient care.
• Stock checking any deliveries against delivery note, highlighting any issues with practice secretary within 24 hours.
• To undertake any other duties as may be determined from time to time to ensure the efficient running of the practice.