Job responsibilities
Key Duties and Responsibilities
Deputising, Strategy, and Leadership
Deputise for the Practice Manager as required.
Provide leadership and guidance to all staff, always ensuring adherence to policy and procedure.
Contribute to practice strategy; formulate objectives and research and develop ideas for future practice development.
Independently and collaboratively project manage new and developing service change within the practices/Primary Care Network (PCN). Assist the Practice Manager in project work.
Convene meetings, prepare agendas and ensure distribution of minutes as necessary.
Develop and maintain effective communicationboth within the practice and with relevant outside agencies.
Monitor and evaluate performance of the practice team against objectives; identify and manage change.
Lead the management of the Patient Participation Group (PPG).
Operational Management and Compliance
Support the Practice Manager in the day-to-day operations, ensuring staff achieve their primary responsibilities.
Implement systems to ensurecompliance with CQC regulations and standards.
Support the overall practice clinical governance framework, submitting reports for QOF, enhanced services, and other reporting requirements such as CQRS.
Guide the team to reach QOF targets (supported by the nursing and administrative leads). Brief clinicians on performance levels, advising actions to ensure high achievement across all QOF areas.
Develop Practice protocols and procedures, review and update as required. Support the Practice Manager in reviewing and updating practice policies and procedures.
Support the complaints process, ensuring complaints are dealt with to a high standard and in a timely manner.
Monitor efficiency of practice workload including DNAs and appropriate use of appointments.
Coordinate vaccine campaign clinics and Practice learning afternoons
Manage contracts for and highlight issues with services (e.g., cleaning, gardening, window cleaning)
Ensure that Practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place.
Manage the procurement of practice equipment, supplies and services within target budgets.
Arrange appropriate insurance cover.
Financial Management and Administration
Support the Practice Management team withfinance administrationincluding QuickBooks, supplier queries, and payroll collation.
Monitor cash-flow and report to the partners.
Monitor and reconcile income and expenditure statements and purchase/sales ledger transactions.
Manage appropriate systems for handling and recording of cash and cheques and petty cash.
Co-ordinate & monitor PAYE for practice staff and maintain appropriate records for the practice accountants and undertake payroll procedures.
Oversee the management and reconciliation of bank accounts; negotiate/liaise with the practice bankers.
Support audits and prepare submissions for NHS claims.
Understand and report on the financial implications of contract and legislation changes.
Seek to maximise income by improving efficiency while maintaining excellent clinical care.
Human Resources Management
Oversee the recruitment and retention of staff and provide a general personnel management service. Act as the lead for recruitment, including pre-employment checks and DBS.
Ensure that all staff are legally and gainfully employed.
Manage staffing levels within target budgets.
Evaluate, organise, and oversee the staff induction programme and training.
Maintain effective staff appraisal and monitoring systems.
Implement effective systems for the resolution of disputes and grievances. This includes disciplinary and grievance issues, while maintaining an overview of staff welfare.
Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies). Review and regularly update job descriptions and person specifications.
Keep abreast of changes in employment legislation.
Support and mentor team leads and all staff, both as individuals and as team members.
Information Management and Technology (IT)
Oversee the evaluation of and plan practice IT implementation and modernisation.
Lead the management of the clinical system, ensuringIT security and IG complianceat all times and responding to and resolving all local IT issues.
Oversee the motivation, support and monitoring of staff in the use of IT; organise, oversee the organisation of and evaluation of IT training.
Guide staff and develop searches and audits on the clinical system. Oversee setting of targets and monitoring standards for data entry and data collection.
Update and act as the focal point for the practice website and social media sites. Maintain the practices website.
Ensure that the practice has effective IT data security, back-up, maintenance and disaster recovery plans in place.
Patient Services and Rota Management
Adopt a strategic approach to the development and management of patient services.
Oversee and/or develop and manage an effective appointment system.
Assist in preparing administrative and clinical rotas, sourcing internal and locum cover as needed.
Oversee and/or organise surgery timetables, duty rotas and holiday cover.
Routinely monitor and assess practice performance against patient access and demand management targets.
Maintain registration policies and monitor patient turnover and capitation.
General
- Build and foster good relationships within the administration/reception team and with all members of the wider practice team.
- Answer general enquiries from patients and outside agencies.
- Take part in suitable training courses as agreed with the Practice Manager.
- Carry out any additional relevant duties to maintain the efficient running of the practice as agreed with the PM.
- The above list of duties is not exhaustive and may be subject to change as deemed necessary.
