Reception Supervisor

Posting date:	23 January 2026
Salary:	£15.00 per hour
Additional salary information:	£15.00 an hour
Hours:	Full time
Closing date:	30 January 2026
Location:	Westcliff-on-sea, SS0 8BU
Company:	NHS Jobs
Job type:	Permanent
Job reference:	A5883-26-0001

Summary

Job Responsibilities Oversee and monitor capacity throughout the day ensuring patient calls are being answered in a timely manner and documentation is processed efficiently. Oversee the processing of scanned documents in Anima to ensure these are being processed efficiently and accurately Oversee the processing of Acquired document within SystmOne to ensure these are being processed efficiently Escalating concerns with capacity management to the management team when necessary. Reception Appraisals carried out on time and in full on at least an annual basis.(Business Manager to oversee this process) Ensure that all reception and admin team members are carrying out their duties efficiently, and with sufficient knowledge and training support. Management by walkabout, ensuring spot checks are made for quality of service and delivery across both sites. Provide cover, sometimes at short notice to ensure reception and admin cover is always maintained and the business is open to patient services. Ie. Such as staff sickness cover, flexibility essential. Responsible for arranging weekly staff rotas and day to day cover for absenteeism as required by the Business Manager 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. Receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way. Undertake a variety of administrative duties to assist key system returns required for mandatory contractual and governance purposes. Provide investigation and co-ordination of patient complaints to ensure patient queries are dealt with in accordance with the Practice Complaints Procedure.(Managing complaints in the absence of the Complaints Manager) To work with the Business Manager on planning, delegation and implementation of new staff induction and staff training. To deal with first line staff issues. Liaise with the Business Manager for items that need escalation. Additional Duties Coordinating staff data monthly to ensure there are no issues with monthly payroll (annual leave and sickness tracking) Dealing with early morning connecting problems with TPP SystmOne. Overseeing opening up/locking-up of practice premises and maintaining security in accordance with practice protocols Oversee the use of rooms by outside agencies and locum doctors. Oversee the registering of patients to the Practice, ensuring identification procedures are adhered to and providing new patients with assistance in the registration process and the issuing of Practice Welcome Pack and prescribing information. Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional Oversee the processing and distributing incoming (and outgoing) mail. Ensuring out-going mail is dealt with on a day-to-day basis. Taking messages and passing on information Digitally filing and retrieving paperwork as required Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures Initiating contact with and responding to requests from patients, other team members and associated healthcare agencies and providers Active member of the Management Team The above list of responsibilities and duties is not exhaustive and may be subject to change as deemed necessary. Oversee the Practice Manager inbox and escalate matters as necessary. Support the business leads in the co-ordination, supervision and implementation of: o NHS England guidance o System level guidance o CQC requirements o Friends & Family o Financial Claiming o QoF o Medical Secretary Referral Processes o Medicines Management Processes o Financial data coordination of claims o Line Management of all employed non-clinical staff o Onsite HR support (to be overseen by HR Manager) o Onsite Governance Support o List Size Management o Safeguarding coordination (with support of Safeguarding Care Coordinator) o Health & Safety Coordinator escalating where necessary