Job responsibilities
Job Summary
To
provide support to the Practice Manager (PM) in leading and managing the
Practice to meet its agreed aims and objectives within an efficient, safe and
effective working environment. The post holder will support the PM to ensure
that the service meets the needs of its registered population. They will
contribute to the development of innovative approaches to deliver services for hard-to-reach
groups within the Practice population.
The post holder will be responsible for the compliance of
Sett Valley Medical Centre, with responsibilities ensuring compliance to
current statutory legislation, health and safety issues and compliance with CQC
legislation.
Operational
Management
Deputise
for the Practice Manager as needed
Support
the Practice Manager in the day-to-day operations of the practice, monitoring
staff via KPIs.
Have
a thorough understanding of practice policies and procedures and support the
Practice Manager in reviewing and updating practice policies and procedures
Provide
leadership and guidance to all staff ensuring that they adhere to policy and
procedure at all times
Assist
the Practice Manager with change management
Support
the Practice Manger with preparations relating to CQC
Manage
service activity reporting (referrals, audits, quality targets)
Support
the delivery of performance and quality targets/ indicators including QOF and other
quality indicators
Identify
potential operational risks or opportunities, working with staff to ensure
appropriate and effective response.
Lead
on the management of the clinical and other IT systems, ensuring IG compliance
at all times and resolve local IT issues
Oversee
the delivery and claims for enhanced services to maximise income
Monitor
and manage stock levels
Monitor
and disseminate information from the ICB and other external sources
Oversee
all aspects relating to the registration and deduction of patients
Deputise
for the Reception Supervisor where required, including covering reception
duties.
Have
a working knowledge of all non-clinical roles within the practice and provide
cover during staff shortages
Monitor
the Practice appointment system usage
Manage DNAs and frequent attenders,
providing data insights
Organise, chair and minute internal
meetings
Represent the Practice at external
meetings and build stakeholder relationships
Act as the non-clinical lead for
research projects
Finance
Process
and verify invoices and payments via online banking (as delegated)
Prepare
and send invoices for reimbursement
Manage
and reconcile petty cash
Ensure
security of practice property and prevent loss or damage
Use
practice resources efficiently and economically
HR
Act
as the lead for recruitment, including pre-employment checks and DBS
Organise
and oversee an effective staff induction programme
Arrange
and monitor training for all staff in line with practice requirements
Maintain
HR documentation and ensure that all necessary documentation is kept up to date
Conduct
appraisals alongside the Practice Manager or Reception Supervisor
Collate
and submit payroll details to payroll company in the absence of the Practice
Manager and process through the banking system.
Oversee
staff rotas and annual leave requests and entitlements
Book
locums and carry out documentation checks prior to confirmation
Complete
return to work interviews following staff sickness and monitor absence levels,
implementing the disciplinary process when triggered and escalated as required.
Ensure
consistent and continuous staff training and development, provide in-house training
for staff as identified on systems, procedures and use of equipment and IT
Patient
communication
Lead
patient communications and marketing (website, waiting room, social media,
surveys, Google reviews)
Manage
the Patient Participation Group
Promote
NHS initiatives (e.g. NHS App, vaccination campaigns, healthy lifestyle)
Oversee
complaints process and escalate when needed
Deal
with more complex patient queries
Health
and Safety
Oversee health and safety
compliance, including building, facilities,equipment, and risk
assessments
Conduct
regular internal checks, including fire safety
Liaise
with contractors for maintenance, health and safety and infection control
requirements
Complete
regular internal audits and reviews, including clinical searches;
implementing service improvements
Investigate
and report on accidents, incidents and near misses
Act
as keyholder: open / secure premises at the start / end of the day
Liaise
with the building tenants safety, maintenance and security matters
Monitor
safety incidents and identify trends
Maintain awareness of responsibilities
under the Health and Safety at Work Act (1974)
Follow organisational safety
policies and promote safe practices
Personal/Professional
development
The post
holder will participate in any training activity implemented by the Practice as
part of this employment, such activity to include:
Participation
in an annual performance review (appraisal), including taking responsibility
for maintaining a record of own development activity
Taking
responsibility for own development and learning by following through objectives
set at appraisal
Ensure
attendance at identified training events
Attend
induction training, mandatory training and mandatory updates as required
Attendance
at Practice meetings and training sessions
Equality
& Diversity
The post
holder will support the equality, diversity and rights of patients, carers and
colleagues to include:
Acting
in a way that recognises the importance of individuals rights, interpreting
them in a way that is consistent with Practice procedures and policies and
current legislation
Respecting
the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behaving
in a manner which is welcoming to and of
the individual, is non-judgemental and respects their circumstances, feelings,
priorities and rights
Quality
The post
holder will strive to maintain quality within the Practice by:
Alerting
other team members to issues of quality and risk
Assessing
own performance and taking accountability for own actions, either directly
or under supervision
Contribute
to the effectiveness of the team by reflecting on own and teams activities
and making suggestions on ways to improve and enhance the teams
performance
Work
effectively with individuals in other agencies to meet patients needs
Effectively
manage own time, workload and resources
Confidentiality
In the course
of your employment you will have access to confidential information relating to
individuals and the organisations business. You are required to exercise due
consideration in the way you use such information and should not act in any way
which might be prejudicial to individual patient, staff or the organisations
interests. Information which may be included in the category which requires
extra consideration covers both access to the general business of the
organisation and information regarding individuals. If you are in any doubt
regarding the use of such information in the pursuit of your duties you should
seek advice from your manager before communicating information to any third
party.
Data
protection
Sett Valley
Medical Centre is registered under the Data Protection Act 1998. You must not
at any time use the personal data held by the organisation for a purpose not
described in the Register entry or disclose such data to a third party. If you
are in any doubt regarding what you should or should not do in connection with
the Data Protection Act then you must contact your line manager or appropriate
senior lead at the time.
Other duties
Any other duties, as agreed with the
line manager and the member of staff to meet the needs of the organisation.
This may involve travel to our branch surgery in Hayfield.