JOB DESCRIPTION JOB TITLE: Office Supervisor

REPORTS TO: OPERATION MANAGER

HOURS: 37.5 hours per week

Job summary

This role is primarily line managing the practice administration and reception team, carrying out day to day activities to ensure the smooth running of the admin office and two reception desks The successful candidate must be able to work on their own initiative and have supervisory experience, along with strong IT skills. You must be organised and confident and have a friendly and approachable manner and can work under pressure Work with the operations manager to identify areas of improvement. Support in the running of elements and services within the practice e.g compliance with CQC, Health and Safety, audits etc

Job responsibilities

- Be an experienced manager/leader of staff
- Ensure all administration duties are completed to the highest standard
- Support the Operations Manager in the recruitment and induction of all new administration staff
- Conduct annual appraisals for all administration team
- Report and liaise with the Operations Manager re any significant events in the admin team
- Be able to maintain clinical databases
- Set up and maintain new users according to practice protocol, ensuring they have access to required applications
- Troubleshoot IT problems and identify solutions.
- Where appropriate, report IT faults to appropriate suppliers helpdesk
- Support and assist the admin and reception team with all aspects of their jobs and have a good understanding of the different jobs and tasks the team need to be able to complete on a regular basis that form part of running a successful surgery.




- Responsible for the smooth running of System one, Accurx, phone system, all internal computer software.
- Ensuring the smooth running of the administration team and ensure all administrative staff are trained in their specific role and any other tasks given.
- Attending all mandatory training
- Ensure all administration work including coding, scanning and summarising is completed in a timely manner
- Training support and mentoring admin team
- Ensure new staff have all the passwords they may need, know how to log on to the desktop, can use any applications they require and that they understand the practices protocol on data security
- Monthly meetings to be held for the ongoing support and growth of the administration team
- Organise and attend PPG meetings throughout the year
- Ensure security of data in accordance with the Data Protection Act
- Any other duties commensurate with skills and responsibilities.

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 carers, 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 re: 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, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include: Using personal security systems within the workplace according to practice guidelines 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 secure way and free from hazards Actively reporting of health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cle

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