Job description

Job responsibilities

Job Responsibilities

The Reception Coordinator will work under the direct supervision of the Operations Lead and in accordance with Practice policies and procedures.

We welcome applications from experienced GP Receptionists, Care Navigators, Administrators and existing Reception Coordinators. This role provides an excellent opportunity for someone looking to develop their leadership and coordination skills within a supportive Practice environment.

The role is responsible for supporting and coordinating the day-to-day management of the reception and administration functions, ensuring a high-quality service is delivered to patients and staff.

The postholder will:

• Oversee the day-to-day delivery of an effective reception service, ensuring appropriate staffing levels and delegation of duties across the team.
• Support the management of reception and administrative staff, providing guidance and day-to-day operational support.
• Work with the Operations Lead to coordinate annual leave arrangements, staff rotas and sickness cover.
• Assist with the development of supervisory and coordination processes within the reception team.
• Oversee and support the delivery of administrative systems and processes, including document scanning, coding and the processing of reports.
• Assist with the administration of quality improvement programmes, audits and practice incentive schemes.
• Ensure prescription-related administrative processes are managed in accordance with Practice procedures and in liaison with the Clinical Pharmacist.
• Ensure new reception staff receive appropriate induction, training and support.
• Assist with the management of patient concerns and complaints where appropriate.
• Support the management of surgery alterations, cancellations and emergency operational arrangements.
• Identify opportunities to improve systems and processes and make recommendations to the Operations Lead.

Person Specification

Qualifications

Essential

• Good standard of general education
• GCSE (or equivalent) in English
• Commitment to ongoing personal and professional development.

Desirable

• NVQ Level 2 or equivalent qualification in Business Administration, Customer Service or a related subject.
• Supervisory or team leadership training.
• Care Navigation Training

Experience

Essential

• Significant experience working within a GP Practice or Primary Care environment.
• Experience working within a patient-facing reception or administrative role.
• Experience using EMIS Web.
• Experience managing competing priorities in a busy environment.
• Experience dealing with patients, carers and members of the public.
• Experience working as part of a multidisciplinary team.
• Experience handling confidential and sensitive information.

Desirable

• Previous experience as a Reception Coordinator, Reception Supervisor, Team Leader or similar role.
• Experience supporting staff induction, training or supervision.
• Experience coordinating staff rotas, annual leave or workload allocation.
• Experience supporting quality improvement initiatives or practice projects.

Knowledge and skills

Essential

• Excellent communication and interpersonal skills.
• Good working knowledge of EMIS Web.
• Competent in the use of Microsoft Office applications.
• Strong organisational skills and attention to detail.
• Ability to prioritise workload and work effectively under pressure.
• Ability to remain calm and professional during challenging situations.
• Understanding of confidentiality, information governance and data protection requirements.
• Ability to provide a professional, welcoming and efficient service to patients.
• Ability to support colleagues and contribute to the smooth running of a busy reception team.

Desirable

• Knowledge of QOF, NHS primary care services and administrative workflows.
• Knowledge of complaints handling and patient experience processes.
• Knowledge of staff rotas and workforce planning.
• Understanding of quality improvement and service development.

Personal qualities and attributes

Essential

• Friendly, approachable and professional manner.
• Reliable, flexible and adaptable.
• Positive and supportive approach to team working.
• Ability to take initiative and solve problems.
• High standards of integrity and confidentiality.
• Ability to remain calm and professional under pressure.
• Confidence to make decisions and act appropriately within the scope of the role.
• Commitment to excellent patient care and customer service.

Desirable

• Leadership potential and an interest in developing coordination responsibilities.
• Ability to motivate, encourage and support colleagues.
• Interest in service improvement and staff development.
• Desire to progress within a leadership or supervisory role.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

The Meads Medical Practice Limited

Address

The Meads Medical Practice Ltd

29 Quartz Way

Sittingbourne

Kent

ME10 5AA

United Kingdom

Employer's website

https://www.saffronwayhealthcentre.co.uk/index.aspx?p=G82634 (Opens in a new tab)