GP Surgery Office Manager

The Ryan Medical Centre is in search of an EXPERIENCED highly organised and motivated individual to take on the role of GP PRACTICE Office Manager. Ideally this would be someone who has worked in General Practice and has the experience of leadership or management. This position involves overseeing the reception and prescription teams, ensuring the seamless operation of the office. The successful candidate will also play a key role in staff training and identifying areas for additional development(Further details below), The individual in this role is tasked with supervising the reception & Prescription team, ensuring that patient-facing and administrative tasks meet accepted practice standards. They are responsible for ensuring that all staff members are adequately trained and proficient in their roles, and for identifying any areas that may require additional training.

They will work collaboratively with the general practice team; lead GP partners, Practice Nurses, Practice Manager, and Deputy Practice Manager to meet the needs of the patients, ensuring that practice policies and procedures are followed and ensuring compliance with CQC Essential Standards of Care.

Look after the health & safety and wellbeing of reception staff as well as any patients in the waiting room and reception areas.

Main duties of the job

1. Administer the systems for annual leave, sickness absence, TOIL, and overtime, and maintain appropriate records ensuring accurate information is submitted in time for payroll.

2. Oversee the reception team in line with practice HR policies, protocols, and service standards.

3. Create Monthly Clinical rotas and proactively keep on top of, looking ahead for any last-minute changes.

4. To put on weekly EMIS templates for clinical staff in line with the monthly rota, foreseeing any anticipated changes, sickness, or leave

5. Is expected to liaise with GPs over their requirements for information or tasks to be undertaken and ensure that these tasks are directed to appropriate individuals.

6. Should actively monitor the GP/Nurse clinic-flow to ensure care navigation has been followed correctly and appointments have been booked in correctly and with the correct clinician, any errors should be flagged and corrected by the individual who booked and further training given to prevent future issues.

7. Interview new reception staff members when appropriate, support to be provided by the Office Manager and/or Practice Manager where appropriate.

8. Oversee senior receptionist to help co-ordinate the induction and training of reception staff.

9. Organise and host monthly meetings with reception team. The post holder will prepare agendas and distribute minutes/action points from these meetings.

10. Ensure all deliveries to the practice are opened promptly and passed to the relevant department.

We are a GP Practice made up of a dedicated team of healthcare professionals and support staff. Our clinical team includes five GP Partners, one Salaried GP, and one Retainer GP, alongside skilled Nurse Practitioners, Practice Nurses, and Healthcare Assistants. Complementing this is our large and efficient administrative team, which encompasses Care Navigators, Prescription Clerks, Medical Secretaries, a Recall Team, Administrators, a Clinical Coding Team, and Medical Summarisers. Our operations are overseen by an experienced management team consisting of the Practice Manager and Deputy Practice Manager. We pride ourselves on being a close-knit team that values collaboration, professionalism, and finding moments to enjoy and share a little fun along the way