Reception Supervisor - Victoria Infirmary Northwich

Job overview

Internal secondments must be agreed with your current line manager.

Managing a team of receptionists to ensure cover at all times for 3 reception desks incorporating the new Surgical Centre.  Producing a 4 week rota, co-ordinating annual leave, arranging training, mandatory training and hosting Motiv8 appraisals for all team members.  Being a super user for the new DCS hospital system and liaising with appropriate parties as a single point of contact with regard to any issues.  You will be a team player but also able have an attention to deal spotting issues before they arise.  You will be a friendly and confident person able to deal with issues that may crop up on the reception desk.  You will be professional and able to work on your own initiative and be part of the Central Management Team at VIN.  You will participate in the monthly Leadership and Central Management Team Meetings.

Main duties of the job

Managing a team of receptionists to ensure cover at all times for 3 reception desks incorporating the new Surgical Centre.  Producing a 4 week rota, co-ordinating annual leave, arranging ad hoc training, mandatory training and hosting Motiv8 appraisals for all team members.  Being a super user for the new DCS hospital system and liaising with appropriate parties as a single point of contact with regard to any issues.  You will be a team player but also able have an attention to deal spotting issues before they arise.  You will be a great problem solver.  You will be a friendly and confident person able to deal with issues that may crop up on the reception desk and able to act in a calm and professional manner at all times.  You will be professional and able to work on your own initiative and will be part of the Central Management Team at VIN.  You will participate in the monthly Leadership and Central Management Team Meetings.

Detailed job description and main responsibilities

• To manage a team of receptionists ensuring the rota is always up to date taking into consideration annual leave, training, sickness etc.
• Authorising all annual leave for the team, arranging and hosting Motiv8 appraisals in a timely manner
• Producing a 4 weekly rota for all staff on Teams
• DCS Super User and responsible for dealing with any queries
• Ensuring all staff are up to date with all mandatory training
• Arranging training sessions, referring staff to social prescribing and occupational health if required
• Participating in the monthly Leadership Meetings
• Provide an efficient reception service, greeting and booking in patients efficiently, dealing with the general public and helping and assisting visitors as they arrive on site; dealing with enquiries promptly, taking action as necessary and directing patients/relatives carers accordingly.
• Provide a comprehensive clerical service to the department, undertaking all relevant work-related tasks including retrieval, preparation and filing of patient information/data, arranging patient transport, booking in patients,  dealing with appropriate correspondence, photocopying, emailing, distributing reports and letters according to the requirements of the service, where appropriate.
• Maintain systems and processes to ensure that patient information/data is available at the right time, that they are in the right place, and that they are complete and accurate according to the agreed quality standard.
• Update patient information/data when patients have been seen, according to the agreed quality standard, locate and retrieve supplementary documentation for patient information/data as required, filing reports and essential documents in the appropriate place.
• Be able to use the required electronic systems for correspondence, clinic management and the retrieval of information as and when required.
• Maintain professional and constructive relationships with others, within and across Divisions and externally in order to improve the effectiveness and efficiency of services to patients as well as working within an established team of receptionists.
• Support patient screening processes in line with IPC guidance.
• Working as part of a team but being responsible for your colleagues