The closing date is 20 June 2025
Pay scheme: Other
Salary: Depending on experience Salary Available on Application
Job summary
Salary Available on Application
37 hours a week
Whitchurch Medical Centre are looking to recruit a full time Office Supervisor to work within our friendly and organised practice. We are a busy practice with11,000 patients. This is an exciting opportunity for a person who is passionate about leadership, team development, and delivering high-quality patient care
Computer literacy skills are essential, preferably with previous experience in primary care.
The successful candidates must be well organized, with excellent communication skills to deal with people in a polite and sensitive manner, and have the ability to work as part of a team.
This is a varied, rewarding and challenging role, which will suit people who are highly motivated and can cope with a demanding environment.
Hours: Full time 37 hours weekly
Main duties of the job
Job summary
To support practice manager in managing the practices administration systems, ensuring data is accurately entered and reported.
Main responsibilities
- Supervise and support administrative staff, including performance monitoring, training, and scheduling
- Oversee daily office operations and ensure adherence to company procedures and policies..
- Investigate and resolve problems in the day-to-day use of computers, printers and other IT related equipment and software
- Design and run searches and reports as defined by the partners and/or the practice Manager
- Undertake a variety of administrative duties to assist in the smooth running of the practice including the provision of clerical support to clinical staff and other members of the practice team including reception.
- Conduct regular meetings to update team members on best practices and continuing expectations.
Data entry
Enter test results and consultation data into patient records ensuring accuracy and compliance with current read code policy
Deduction of patients notes and forwarding details to Shared Care Services
Scanning hospital letters, reports and results in to patients records
Training support
Provide training support to GPs, practice nurses and admin staff
Data protection
Ensure security of data in accordance with the Data Protection Act
About us
The Practice is situated in Whitchurch and it benefits from a range of shops and restaurants locally. Whitchurch Medical Centres team comprises of 5 GP Partners, and 5 GP assistants, 3 Practice Nurses, 2 Healthcare Assistants and is supported by a highly effective and friendly admin and reception team. We are proud to be a research ready, teaching practice for medical and nursing students as well as a training practice.
Job responsibilities
Job summary
To support practice manager in managing the practices administration systems, ensuring data is accurately entered and reported.
Job responsibilities -Main responsibilities:
- Supervise and support administrative staff, including performance monitoring, training, and scheduling
- Support the Reception Supervisor and the receptionist team
- Oversee daily office operations and ensure adherence to company procedures and policies.
- Develop and enforce standard operating procedures (SOPs).
- Investigate and resolve problems in the day-to-day use of computers, printers and other IT related equipment and software
- Design and run searches and reports as defined by the partners and/or the practice Manager
- Assist the practice manager in the ongoing development and implementation of the practices IT strategy
- Undertake a variety of administrative duties to assist in the smooth running of the practice including the provision of clerical support to clinical staff and other members of the practice team including reception.
- Conduct regular meetings to update team members on best practices and continuing expectations.
Qualifications
Essential
- A-levels or equivalent qualifications
- NVQ Level 3 in Business Admin or similar
Desirable
- NVQ Level in Business Administration
Experience
Essential
- Experience of working in a primary care environment
- Significant experience in office administration
- Substantial experience within a supervisory or team lead role
- Experience of working autonomously
Desirable
- Experience in managing cross-departmental projects
Knowledge and Skills
Essential
- Excellent communication and interpersonal skills
- Strong organisational and time-management skills
- Ability to supervise and motivate a team
- High level of accuracy and attention to detail
- Problem-solving and conflict-resolution skills
- Basic understanding of GDPR and confidentiality policies
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Desirable
- Ability to analyze data and produce reports
- Project management abilities
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
