Job Summary
This is a JOB SHARE with another Practice Team Leader.
To lead, manage, develop and coach the reception & admin team, ensuring all duties are performed effectively and to the required standard, meeting the objectives of the practice. Support the whole leadership team in the adminstration of managing annual leave, sickness (including conducting return to work), rotas, appraisals, probation, onboarding of new staff.
Cover reception half the time and when the need arises possibly more time may be needed during unplanned absence, so adaptability is important. Work as part of the leadership team and carry out other duties as directed by the Assistant Practice Manager. To ensure all patients receive an excellent service from the team.
Please note this job is also on NHS Jobs and we are looking for General Practice and leadership experience. This is a Job Share.
Main duties of the job
This job is situated in a General Practice Surgery. If you are looking for your next challenge in leadership, this is the job for you. We are a dynamic practice in the flux of change where we are developing great people and providing a great service for our patients. You will be already working in this environment.
You will be on the front line of great patient care, demonstrating your level of service, dealing with challenges presented and leading from the front. You will be a great relationship builder, working with all levels of the team and the wider community. You will be an effective communicator and able to thrive in a busy and at times, stressful environment.
You will have previous leadership and coaching/training experience that you can use effectively to support, nurture and develop a great team to achieve and deliver a wider practice plan.
You will be flexible in your working hours and work as part of the reception team to provide leadership cover across the opening hours of the practice. Currently the job share days and hours are Monday 7.5 hours, Tuesday 5 hours and Friday 7.5 hours. These are not negotiable due to the job share fulfillment, Tuesdays will be an overlap with the existing team leader, faciliating good communication.
The primary essential experience we are looking for in this role is that you have worked in general practice previously and have experience of raising and maintaining standards in a team.
This role would also be looked upon as a succession role for an Assistant Practice Manager of the future.
About us
We're a growing Practice of over 13100 patients, we are in a constant change cycle to improvement. If you enjoy a challenge the Practice is a place to thrive. The Practice has an all ideas matter culture.
Job description
Main Responsibilities
The list is not exhaustive but provides the expectations of the role. There may be a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.
Oversee the reception/admin services of the practice, ensuring team achieve their responsibilities
Manage the reception/admin team, supporting staff development with both training and coaching, provide guidance and direction through day to day issues and personal development plans, ensure staff are up to date with mandatory training
Completing staff appraisals/return to work interviews and other associated HR processes with leading a team, in addition supporting other line managers where there is a need
Identify training needs and develop modules to support
Compile reception/admin staff rotas including daily dynamic changes - be part of the absence reporting tree contacts
Review and update all reception procedures/policies as required - develop, implement, and embed efficient reception processes and procedures
Cash handling may be required
Support the leadership team in the compilation of practice reports and the practice development plan. Partake in audits as required
Act as a focal point for communication, advising reception staff on methods of communication and best practice deliver exceptional patient care
Effective and efficient complaint handling
Provide First Aid, Health, Safety and Fire Marshall duties
To be an IT champion troubleshooting any IT issues for the practice
Responsible for efficient use and management of phone system
Deputise for the Assistant Practice Manager during periods of absence
Coordinate and produce meeting agendas and record the minutes of meetings as required
Support the Assistant Practice Manager in the maintenance of the practice generic email.
Monitor and promote the use of the Friends and Family Test
Champion all ideas matter, encouraging staff to participate and make suggestions
Attend Patient Participation Group Meetings when required to represent practice
Work in partnership with the GPs, ANPs and Practice nurses, acting as a focal point of communication between patients, GPs and other Reception/Admin and medical staff
Provide reception duties half your time and also more if in the event of sickness/absence
Person Specification
Skills and Knowledge
Essential

• Competent HR processes and skills
• Excellent communication skills (written and oral)
• Strong IT skills (generic)
• Clear, polite telephone manner
• Competent in the use of Office and Outlook
• Effective time management (Planning & Organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving & analytical skills
• Good coaching & development skills
• Ability to follow policy and procedure
• Flexibility of working hours
• Systm One user skills

Desirable

• Understanding of risk assessments

Qualifications
Essential

• GCSE English (C or above) and at least three others
• Relevant Leadership experience of leading a team
• IT literate
• Excellent telephony and in person customer care

Desirable

• Educated to A-level / equivalent or higher, with relevant experience
• Leadership and / or Management Qualification

Experience
Essential

• Experience of working with the general public
• Experience of administrative duties
• Experience of working in a health care setting
• Experience of leading / managing a team
• Experience of dealing with HR issues
• Experience of providing appraisal writing and staff development
• Experience of working in a General Practice

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.
Job Type: Part-time
Pay: £13.26-£14.33 per hour
Expected hours: 20 per week
Benefits:

• Childcare
• Company pension
• Free parking
• On-site parking

Ability to commute/relocate:

• Derby: reliably commute or plan to relocate before starting work (required)

Education:

• GCSE or equivalent (required)

Experience:

• Leadership: 1 year (required)
• General Practice: 3 years (required)
• Systm One Clinical System: 2 years (required)

Work authorisation:

• United Kingdom (required)

Work Location: In person
Application deadline: 22/11/2024
Reference ID: MMCJOBSHARE