Overview (Interviews to be held on the week of the 15th June)
We are seeking a highly organised and proactive Office Manager to oversee daily administrative operations within our administration and secretarial team, the team consists of 3 clinical coders and 4 secretaries. The ideal candidate will have a background in General Practice, possess strong leadership skills, excellent communication abilities, and a comprehensive understanding of EMIS, DOCMAN and all Practice IT systems. This role offers an opportunity to contribute to a professional environment where efficiency and team cohesion are valued.
Responsibilities
- Maintaining recalls of patients on QOF registers, supporting the GP Partner responsible for QOF.
- IT lead and point of contact for the site, raising IT issues as needed, rolling out of new IT systems in line with the Practice needs.
- Oversee daily office operations to ensure organisational efficiency and effectiveness
- Supervise administrative staff, providing guidance and support to foster a productive team environment
- Manage the teams annual leave, sick leave and return to work interviews.
- Manage complaints alongside the Practice Manager.
- Handle correspondence via phone, email, and in-person interactions with professionalism and courtesy
- Ensure compliance with health and safety regulations within the office environment
- Use APEX to work alongside the Patient services manager to help with clinic capacity and access planning
Skills
- Proven experience in office management or administrative roles with supervisory responsibilities within a GP Practice preferred
- Exceptional organisational skills with the ability to prioritise tasks effectively
- Ability to lead by example, motivate staff, and foster a collaborative work environment
- Strong problem-solving skills with a proactive approach to resolving issues promptly
- A detailed understanding of EMIS, DOCMAN and other software used in Practice
- An understanding of Practice IT systems
- Understanding of QOF and its requirements, including the understanding of accurate coding
- The ability to work alongside the other Heads of Departments (pharmacy, nursing and care navigation team) is a key part of this role.
Human Resources:
- Line manage the office Admin & Secretarial staff providing mentoring and development with regular reviews and delivery of annual appraisals
- Responsible for the set up on all clinical systems of new staff
- Ensure the office team are compliant with training, HR policies and procedures and issues are dealt with effectively.
- Participate in staff capability and disciplinary processes when required
- Participate in staff events, PLTs, training and development opportunities that enhance the capability and well-being of the team
Information Technology:
- Co-ordinate the practice IT system
- To liaise with EMIS, CSU and other third party suppliers
- Ensure DSE assessments for the team and actions are completed to ensure compliance with H&S legislation
- Ensure the practice protocols for IT data security, back-ups, maintenance and disaster recovery plans are in place and regularly reviewed
- Lead on systems including Emis, Anima, Docman etc to ensure that they meet the needs of the practice
- To maintain the practice asset register
Quality and Efficiency:
- Manage any complaints, ensuring they are fully investigated and responded to in line with the policy. Ensure all complaints are recorded for reference and reporting. Monitor and report trends or concerns to the monthly meeting with the Practice Manager and Partners.
- Participate in the resolution of learning events, SEAs where required
- Oversee activity relating to QOF
Practice Duties and Responsibilities:
- Always act in a professional manner
- Always promote patients’ confidentiality
- Adhere to Policies, Procedures and Protocols
- Carry out duties with due regard to the Equal Opportunities Policy
- Carry out responsibilities under the Health & Safety at Work Act (1974)
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 carer’s, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the Practice Health & Safety Policy, to include:
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Reporting potential risks identified
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner which is welcoming to and of the individual, is non- judgemental and respects their circumstances, feelings priorities and rights
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality:
The post-holder will strive to maintain quality within the Practice, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
- Effectively manage own time, workload and resources
Communication:
The post-holder should recognise the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise people’s needs for alternative methods of communication and respond accordingly
Contribution to the Implementation of Services:
The post-holder will:
- Apply Practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
Changes to Duties:
The Partners reserve the right to distribute duties and functions amongst the members of staff from time to time. Staff are expected to take on additional duties, with training, and to relinquish existing duties in order to maintain the effective running of the Practice. Any such changes will always be made in consultation with the post holder.
Pay: £15.50-£16.00 per hour
Benefits:
- Company pension
- Employee discount
- Free parking
Experience:
- Primary care/GP Surgery: 2 years (required)
- line managing : 2 years (required)
Work authorisation:
- United Kingdom (required)
Work Location: In person
