Reception Supervisor

NHS

  • Bromley, Greater London
  • £14.00-15.00 per hour
  • Permanent
  • Part-time
  • 22 days ago
Only candiates with GP Reception/Admin Experience will be considered for this position.This is a small, friendly GP Practice. No two days are the same. We want you to come and join our team!Main duties of the jobWe are seeking a part-time permanent Reception Supervisor to join our amazing team.Hours on offer: 22.5 hours per week.Hours required covering:
  • Tuesday 8.30am - 5pm (1-hour unpaid lunch)
  • Wednesday 10.15am - 6.45pm (1-hour unpaid lunch)
  • Friday 8.30am - 5pm (1-hour unpaid lunch)
Must be able to work on Fridays, and a close on a Wednesday until 6.45pm.Possibility of additional hours on a Thursday, but TBC.The Reception Supervisor is a member of the admin and reception team in a key leadership role, ensuring the efficient day-to-day running of the reception and admin areas. You will supervise the reception / admin team, manage workloads and shift rotas, and ensure the highest standards of patient care and service are maintained. This is a hands-on position, requiring both administrative and front-line reception duties on a weekly rota.Additional Information
  • Flexibility is required to work varying shifts, including early mornings and evenings.
  • Training and ongoing support will be provided.
  • May occasionally deputise for the Practice Manager on reception-related matters.
Please note we will only contact successful candidates who are shortlisted for interviews.If you are a patient at Forge Close Surgery and you are offered the above position. You would need to register at a different surgery before commencing employment with us.About usWe work closely as a team , both clinical and administrative staff. We are flexible in working arrangements and our main motivation is to look forward to coming in to work.DetailsDate posted14 August 2025Pay schemeOtherSalary£14 to £15 an hour Depends on experienceContractPermanentWorking patternPart-timeReference numberA4228-25-0015Job locationsForge Close SurgeryForge CloseBromleyBR2 7LLJob descriptionJob responsibilitiesKey ResponsibilitiesLeadership & Team Management
  • Supervise the daily activities and performance of reception and admin staff.
  • Provide training, mentoring, and induction support to new and existing team members.
  • Maintain and update your own knowledge and cascade learning to others.
  • Maintain and update reception / admin SOPs and protocols.
  • Monitor attendance, timekeeping, and compliance with policies.
  • Assist with recruitment, interviews, and onboarding processes.
  • Conduct one-to-one meetings, return-to-work interviews, and support annual appraisals.
  • Lead and document regular team meetings; cascade updates from management.
  • Act as Fire Marshal, First Aider, and Registration Authority (RA) Sponsor
  • Support Infection Control Lead (with Practice Nurse).
  • Assist with resolving admin backlogs and workload distribution.
Reception & Admin Operations
  • Cover reception and admin duties on a rota basis (including front desk, phone lines, back office).
  • Tasks may include: DOCMAN, CQRS/PPA claims, HRD monitoring, cold-chain, legionella reporting, registrations, summarising, referrals, prescriptions, secretarial tasks, coding: childhood immunisations, breast screening, blood spot and processing non-NHS work.
  • Monitor and ensure completion of daily workflows, inboxes (email and prescription), and EMIS/DOCMAN tasks.
  • Ensure reception coverage during planned and unplanned absences; manage shift rota and annual leave requests.
  • Handle patient queries, complaints, and concerns professionally and efficiently.
  • Ensure reception and waiting areas remain clean, organised, and welcoming.
  • Support designated "Champion Lead" roles as needed.
Administrative & System Duties
  • Handle correspondence and documentation (incoming/outgoing).
  • Coordinate room usage and clinic schedules with clinical staff.
  • Support the team in using EMIS, DOCMAN, Microsoft Office applications and any other software.
  • Troubleshoot IT/system issues and liaise with support as needed.
  • Contribute to QOF tasks, audits, data entry, running searches, code entry and administrative reports.
  • Keep surgery website updated and accurate.
  • Create and maintain a staff monthly newsletter
  • Create and maintain a bi-annually patient newsletter
  • Help keep the practice information leaflet up to date and relevent
  • Support collection and review of patient feedback (e.g., FFT, Google Reviews).
  • Attend the quarterly Patient Participation Group (PPG) meetings, held in the evenings, on behalf of the Practice Manager and surgery and contribute to these meetings with the lead GP; liaise when needed with the PPG chair/secretary.
  • Suggest and help implement ideas to improve registrations, efficiency, reduce costs, or increase surgery income.
Quality, Compliance & Governance
  • Ensure all duties comply with NHS and CQC standards and best practices.
  • Contribute to audits, inspections, significant event reviews, and internal compliance checks.
  • Maintain patient confidentiality and uphold data protection at all times.
  • Report incidents, risks, and near-misses as per policy.
Above lists are not exhaustive, and you may be asked to perform other duties as directed by the Practice Manager and / or Partners based on business needs. Job descriptionJob responsibilitiesKey ResponsibilitiesLeadership & Team Management
  • Supervise the daily activities and performance of reception and admin staff.
  • Provide training, mentoring, and induction support to new and existing team members.
  • Maintain and update your own knowledge and cascade learning to others.
  • Maintain and update reception / admin SOPs and protocols.
  • Monitor attendance, timekeeping, and compliance with policies.
  • Assist with recruitment, interviews, and onboarding processes.
  • Conduct one-to-one meetings, return-to-work interviews, and support annual appraisals.
  • Lead and document regular team meetings; cascade updates from management.
  • Act as Fire Marshal, First Aider, and Registration Authority (RA) Sponsor
  • Support Infection Control Lead (with Practice Nurse).
  • Assist with resolving admin backlogs and workload distribution.
Reception & Admin Operations
  • Cover reception and admin duties on a rota basis (including front desk, phone lines, back office).
  • Tasks may include: DOCMAN, CQRS/PPA claims, HRD monitoring, cold-chain, legionella reporting, registrations, summarising, referrals, prescriptions, secretarial tasks, coding: childhood immunisations, breast screening, blood spot and processing non-NHS work.
  • Monitor and ensure completion of daily workflows, inboxes (email and prescription), and EMIS/DOCMAN tasks.
  • Ensure reception coverage during planned and unplanned absences; manage shift rota and annual leave requests.
  • Handle patient queries, complaints, and concerns professionally and efficiently.
  • Ensure reception and waiting areas remain clean, organised, and welcoming.
  • Support designated "Champion Lead" roles as needed.
Administrative & System Duties
  • Handle correspondence and documentation (incoming/outgoing).
  • Coordinate room usage and clinic schedules with clinical staff.
  • Support the team in using EMIS, DOCMAN, Microsoft Office applications and any other software.
  • Troubleshoot IT/system issues and liaise with support as needed.
  • Contribute to QOF tasks, audits, data entry, running searches, code entry and administrative reports.
  • Keep surgery website updated and accurate.
  • Create and maintain a staff monthly newsletter
  • Create and maintain a bi-annually patient newsletter
  • Help keep the practice information leaflet up to date and relevent
  • Support collection and review of patient feedback (e.g., FFT, Google Reviews).
  • Attend the quarterly Patient Participation Group (PPG) meetings, held in the evenings, on behalf of the Practice Manager and surgery and contribute to these meetings with the lead GP; liaise when needed with the PPG chair/secretary.
  • Suggest and help implement ideas to improve registrations, efficiency, reduce costs, or increase surgery income.
Quality, Compliance & Governance
  • Ensure all duties comply with NHS and CQC standards and best practices.
  • Contribute to audits, inspections, significant event reviews, and internal compliance checks.
  • Maintain patient confidentiality and uphold data protection at all times.
  • Report incidents, risks, and near-misses as per policy.
Above lists are not exhaustive, and you may be asked to perform other duties as directed by the Practice Manager and / or Partners based on business needs.Person SpecificationQualificationsEssential
  • Experience working in a GP surgery or healthcare setting.
  • Proven team leadership or supervisory experience.
  • Strong communication and interpersonal skills.
  • Ability to handle pressure and manage difficult situations professionally.
  • Confident using EMIS, DOCMAN, Microsoft Office, and other clinical systems.
  • Excellent organisational skills and attention to detail.
Desirable
  • Knowledge of NHS systems, medical referrals, and clinical terminology.
  • NVQ Level 3 in Business Administration or Customer Service (or equivalent).
  • Understanding of QOF, CQC compliance, and NHS targets.
Person SpecificationQualificationsEssential
  • Experience working in a GP surgery or healthcare setting.
  • Proven team leadership or supervisory experience.
  • Strong communication and interpersonal skills.
  • Ability to handle pressure and manage difficult situations professionally.
  • Confident using EMIS, DOCMAN, Microsoft Office, and other clinical systems.
  • Excellent organisational skills and attention to detail.
Desirable
  • Knowledge of NHS systems, medical referrals, and clinical terminology.
  • NVQ Level 3 in Business Administration or Customer Service (or equivalent).
  • Understanding of QOF, CQC compliance, and NHS targets.

NHS