Job responsibilities
Main Responsibilities
The following are the core responsibilities of the assistant manager. There
may be a requirement to carry out other tasks; this will be dependent upon
factors such as workload and staffing levels.
Team Leading / Supervisory
Management of the
day-to-day operations of the practice, ensuring staff achieve their primary
responsibilities effectively and in a timely manner.
Day-to-day direct
line management of the following staff: patient services supervisor, nursing
team (for non-clinical matters), and all administrative and secretarial teams. Providing support and motivation, developing
their skills and confidence to fulfil their potential whilst continuously
improving the service they provide to patients.
Maintaining an
effective overview of HR legislation.
Assist with recruitment and selection of employed
staff.
Assist with preparing staff contracts recommending
and making changes as required.
Maintain,
develop and run the practice new staff induction procedures including IT
training and compliance.
Establishing, reviewing
and regularly updating job descriptions and person specifications, ensuring all
staff are legally and gainfully employed.
Conduct Training
Needs Analysis for all employed staff. Ensuring all have the appropriate level
of training to enable them to carry out their individual roles and
responsibilities, including information governance and co-ordinate training and
identifying suitable courses.
Developing,
implementing and undertaking an effective staff appraisal process. Ensuring all
staff in the team are appraised annually and have a personal development plan
which must be followed up.
Undertake regular
one to one meetings with teams to review their development objectives,
performance and any other work based issues.
Lead and participate in, regular team leader and
staff meetings, setting agendas, chairing and taking minutes where necessary. Follow-up any matters arising.
Implementing
effective systems for the resolution of disciplinary and grievance issues,
maintaining an overview of staff welfare and undertaking regular staff reviews.
Co-ordinate and
contribute to the agenda for Practice Learning Time (afternoon closure)
Oversee
authorisation and administration of the staff annual and other leave organising in line with agreed policy.
Supervise
doctor and staff duty and holiday rotas so as to maintain the efficient running
of the practice, book locums when required.
Ensure monthly
overtime claims are received on time and are authorised.
Assist
the practice manager and partners with planning and implementation of any
necessary staff changes.
Be fully
conversant with practice procedures and developments and ensure that team are
kept fully updated.
Support and
mentor the team with implementing changes to procedures and protocols to
improve the patient experience and in-house systems.
Cover
deputised responsibilities on behalf of the practice manager.
Surgery Management
Organise the
efficient day to day running of the practice e.g. surgeries/clinics of all
staff and doctors, appointments, rotas/leave, staffing levels/hours, locum
cover (as agreed with the partners), mail distribution etc.
Complete and
return out of hours marginal duty doctor rotas monthly.
Co-ordinate rotas
for providing extended hours and improved access, ensuring requirements of the
specifications are fulfilled.
Assist with the
co-ordination and implementation of various NHS programmes and campaigns
including, seasonal flu vaccination programmes.
Circulate
all information necessary to ensure the proper running of the practice for the
benefit of doctors, staff and patients and assist in updating the practice
website. Organise and administer filing
/ storage of such information.
Circulate
patient, medical and H&S alerts and ensure any necessary actions are taken.
Co-ordinate
and contribute to the agendas for certain practice meetings, take minutes and
implement actions as required.
Maintain,
develop and run the Practice inhouse complaints system including documenting
and reporting significant events or near misses. Ensuring complaints are dealt with in a timely manner.
Act
upon patient feedback/suggestions as required.
Be
actively involved in establishing and running a Patient Participation Group
within the practice
Be
responsible for managing change of doctor requests from patients.
To maintain
knowledge and assist the practice manager to ensure the practice maintains
compliance with its NHS contractual obligations.
To maintain
knowledge of employment law and assist the practice manager in updating policies
and procedures as required.
To
maintain knowledge of the General Data Protection Regulation (GDPR) and Data
Protection Act 2018 (DPA 2018) and assist with the implementation of all
associated requirements, confidentiality systems and processes in the practice.
Assist the practice
manager and registered manager with ensuring compliance with CQC regulations
and standards.
Liaise
with cleaning provider to ensure compliance with CQC and any issues are
resolved in a timely manner. Arrange and participate in monthly cleaning
audits.
Assist with
updating, developing, implementing and embedding an efficient business
contingency plan
Assist with
leading change and continuous improvement initiatives; coordinating projects
within the practice.
Adopting a
strategic approach to the management of patient services matters.
Developing,
implementing and embedding an effective communication strategy (internal and
external)
The management of
the premises, including health and safety aspects such as risk assessments and
mandatory training.
Oversee
and ensure the proper management of non-medical enquiries, seeking help where
required.
Information & Management Technology
Oversee
the repeat prescribing system
Supervise
/ coordinate and undertake computer searches and reports as required
Carry
out monthly searches for diabetic retinopathy and ensure data is processed and
submitted to the provider.
Assist with the management of any immediate
day-to-day matters pertaining to the practice IT system.
Assist with setting up new users and amending
access for existing users on the practice computer network and NHS smart cards.
Assist
practice manager with updating the practice website; liaise with website
provider to resolve any issues.
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
To ensure the
health and safety of staff, patients and visitors is maintained
Assist with
carrying out regular risk assessments for fire safety
To ensure a full
health and safety risk assessment has been completed for newly employed staff
Maintain a
knowledge of changes to health and safety legislation and ensure these are
implemented by the practice
Making
effective use of training to update knowledge and skills
Using
appropriate infection control procedures, maintaining work areas in a tidy and
safe way, free from hazards
Actively
reporting 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 cleanliness consistent with the scope of
the job holders role
Undertaking
periodic infection control training (minimum annually)
Reporting
potential risks identified
Demonstrate
due regard for safeguarding and promoting the welfare of children
General
If
required, deputise for practice manager during holiday cover / absence. Attend
all necessary meetings, take minutes, circulate and action any relevant
information
Undertake and perform any additional, relevant
projects and duties assigned by the partners and/or practice manager
