Assistant Practice Manager

Job description

Job responsibilities

Winterton Medical Practice

Job Description

Job Title : Assistant Practice Manager

Reports to : Practice Manager

Management

• Assisting the Practice Manager in the day to day running of the practice undertaking duties as necessary.

• Responsibility for the smooth running of the practice in the Practice Managers absence including dealing with staffing and IT Issues.

• Co-ordinate, manage and liaise between GP's, staff and research teams to maximise recruitment opportunities in the Practice

Dispensary Management

· Line Management of the Dispensary Supervisor and oversight of her role and responsibilities specifically around:

o ensuring that the dispensary adheres to all legal requirements and operating procedures

o To oversee the review of SOPS and ensure that all staff keep up to date with the correct processes

o Investigate any issues raised by the dispensary supervisor in regards to the CD Register.

o managing the risks associated with dealing with cytotoxic drugs

· Arrange and chair dispensing meetings

· Track dispensary CPD to ensure it meets the requirements of the DSQS

· Deal with annual submission of DSQS alongside the dispensary supervisor

· Oversee the day to day operation of the Whole Sale Licence activities alongside the Dispensary Supervisor and deal with issues as they arise.

· Oversee and deal with any issues associated with the adjoining pharmacy (Sedgemill Ltd)

· Line Manager responsibility for the dispensing team with support of the dispensary supervisor, dealing with all HR related matters as well as completion of annual appraisals and competency checks. Follow up on PPD identified.

· Manage staff sickness cover when necessary and maintain sickness records. Undertake return to work interviews following staff sickness.

Reception / Admin Management

· Line Manager responsibility for reception, secretarial, cleaning and admin teams, dealing with all HR related matters.

• Manage staff sickness cover when necessary and maintain sickness records. Undertake return to work interviews following staff sickness.

• Carry out annual appraisals for the reception, secretarial, cleaning and admin teams, identifying any issues and areas needed for further training. Follow up on PPD identified.

• Check staff time sheets for reception, admin, secretarial, and cleaning teams and calculate for practice manager.

• Set up staff files for new members of staff and complete staff filing.

• Participate/organise recruitment for reception / admin / dispensing / cleaning team as necessary.

• Organise and develop timetable for any work experience undertaken at the practice and provide support as required.

• Arrange and chair dispensary, reception, secretary, and cleaners meetings, ensuring any issues raised by the teams are discussed and recorded and any actions required undertaken.

• Management of Patient Participation groups (face to face & virtual), ensuring relevant information is distributed as needed. Attendance at PPG meetings and ensure minutes are taken. Ensure that as directed by the Practice Manager that all follow up action from the PPG meetings is completed.

• Undertake Audit as necessary in relation to the requirements of the practice.

Complaints & Significant Events Management

· Act as the practice Complaints & Significant Event Administrative Lead for the practice

· Liaise with all patients and family members in regard to any complaints raised.

• Investigate all complaints raised by patients, liaising with staff members involved and the GP complaints lead/Practice Manager. Draft complaint response for sign off by the GP Complaints Lead or GP Partner.

• Attend any complaints meetings with the patient alongside the GP Complaints lead/GP Partner and document meeting minutes.

• Maintain Complaint Log and complete the annual K041b submission

• Investigate all significant events in the practice, liaising with staff involved as necessary and detail outcome and implement any changes needed as a result of the investigation liaising with the practice manager as required. Identify events that are to be discussed at a clinical meeting. Ensure all significant events are summarised for discussion/distribution at practice clinical meetings. Ensure full documentation is maintained for audit purposes.

Policies & Procedures (Health&Safety, Fire Safety & Employment Law)

• Ensure the day to day running of the practice adheres to current employment, health & Safety and fire safety legislation procedures.

• Legionella compliance records checked and kept up to date.

• Communicate Policies & Procedures to practice staff.

• Participate in practice risk assessments, identifying and prioritising risks and taking any necessary steps to ensure any possible risks are dealt with and the risk removed or managed. Keep up to date records on risk assessments undertaken in partnership with the Health & Safety Support Company.

• Manage the updates of Health & Safety, COSHH, Fire Safety and Employment Law Policies and Procedures and arrange staff training where necessary.

• Arrange six monthly testing of the practice fire procedure including an evacuation of the practice at both Winterton & Burton Sites. Document staff in attendance and identify any issues during the planned evacuation.

• Manage and coordinate the annual review of all practice policies, distributing to responsible staff for review as necessary. Update policies in G Drive and Intradoc and maintain Protocol review spreadsheet.

Information Governance (GDPR)

• Ensure the practice adheres to legislation in relation to Information Governance and the General Data Protection Regulation (GDPR)

• Undertake Data Impact Assessments as necessary in line with GDPR

• Maintain the Practice Asset Register

• Investigate and liaise with the practice data protection officer as needed in regard to any reported data protection breaches.

• Report to the ICO where necessary in regard to any reportable data breaches following agreement with the DPO, Practice Manager and GP IG Lead.

• Act as SIRO (Senior Information Risk Officer) for the practice.

Buildings/Equipment Maintenance

• Overview of buildings and grounds at both practice sites to ensure they are kept tidy and well maintained. Liaise with GP Partner lead and/or Practice Manager in regard to any remedial action required.

• Manage and organise decorating rotation as required to maintain premises upkeep.

• Organise deep cleans as required including carpet/blind cleaning.

• Co-ordinate and manage repair work and maintenance for the Practice through liaison and follow up with the caretaker and other external service providers

• Responsibility for ad-hoc purchase of equipment to meet the needs of the Practice.

This document may be amended following consultation with the post holder, to facilitate the development of the role, the practice and the individual. All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the practice.

Person Specification

Experience

Essential

• At least 2 years HR / Staff Management experience
• Ability to work as a team and autonomously and be able to lead the team
• Have problem solving and analytical skills
• Ability to work in a busy environment and prioritise work effectively. Ability to work to deadlines.

Desirable

• Experience of working in Primary Care or other Healthcare Setting
• High level knowledge of Microsoft Office Systems
• Experience managing a dispensary / dispensary team
• Experience with Complaint Management

English Language

Essential

• Fluency in written / spoken English

Qualifications

Essential

• Management Training
• GCSE (or equivalent) Mathematics and English Grade C or above

Desirable

• Human Resources / Management Training

Employer details

Employer name

Winterton Medical Practice

Address

Manlake Avenue

Winterton

Scunthorpe

DN15 9TA

Employer's website

https://www.wintertonmedicalpractice.nhs.uk (Opens in a new tab)