Assistant Practice Manager

Job description

Job responsibilities

Management Assistance

• To assist the Practice Manager to enable full management and administrative support to Partners and Practice (as detailed below)
• To deputise for the Practice Manager in her absence
• To encourage and support personal development of members of the health care team
• To maintain self and team professionalism
• To keep the health care team informed of any matters arising as necessary, or as requested by other members of the health care team
• To keep the Practice Manager informed of any matters arising or problems / potential problems
• Liaise with outside agencies as appropriate, eg ICB, bank, accountant
• To deal with annual leave allocation and monitoring

Financial records

• To assist with running monthly payroll
• Manage contributions to the practice pension scheme(s) and maintain appropriate records
• To collate overtime sheets and issue payslips
• Assist Practice Manager with year end preparation of accounts
• To inform the Practice Manager of any financial anomalies
• To submit quarterly minor surgery claims
• To submit monthly claims for enhanced services including LARCs, NDPP and NHS Health Checks

Human Resources

• Assist with the recruitment and retention of staff and provide a general personnel management service
• Ensure that all staff are legally and gainfully employed. Monitor skill-mix and deployment of staff
• Manage staffing levels within target budgets
• Evaluate, organize and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role
• Assist with staff appraisal and monitoring systems
• Support and mentor staff, both as individuals and as team members
• Implement effective systems for the resolution of disputes and grievances in conjunction with the Partners
• Keep abreast of changes in employment legislation
• Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies)
• Establish and maintain effective communication with all work areas and work area leads, involving Partners where necessary
• To maintain staff training and staff alerts logs

Organisational

1. In relation to general areas

• Plan, co-ordinate and monitor staff activities to ensure efficient service to patients and support to doctors
• Initiate and participate in new policies and procedures to aid and improve practice organisation and provision of services to patients
• Initiate and participate in development of effective systems of communication and cooperation between doctors, staff and other members of the primary health care team. Attending and contributing to practice planning and development meetings with partners. Setting up and inputting into annual practice away day as required by partners
• Together with the partnership plan, develop and implement any changes necessary to meet new demands on the practice from internal or external sources
• Manage the practice in line with the aims and objectives agreed with the partners and approved by them
• Ensure that agreed statistics , reports and research activities are collected/undertaken either self or by appropriate delegation
• Ensure planned meetings occur in order to enable efficient practice planning and organisation

2. In relation to specific areas

Combined Health premises

• Overseeing lease and service agreements
• Liaison with staff working within clinical and management levels
• Fulfilling contracted activities
• Oversee appropriate related financial records

Management of premises

• Ensure adequate cleaning, maintenance, safety, fire prevention and general security of the premises
• Provide staff training in all necessary areas of maintenance, safety, fire prevention and general security of the premises
• Arrange repairs, replacement or necessary decoration to maintain good order of premises and fixtures

Risk Management

• Together with the partnership plan, develop and implement systems and procedures to ensure adequate provision of services to patients
• In the Practice Managers absence, deal with all enquiries and complaints from patients relating to non-clinical matters effectively and efficiently to promote patient satisfaction
• In the Practice Managers absence, develop and maintain an effective system for dealing with critical incidents/adverse events
• Participate in the planning, development and implementation of systems and procedures for patient advice and information

Information Management and Technology

• Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training
• Liaise with relevant helpdesk to resolve any queries

Patient/practice interface

• Liaise with MPPF
• Involvement with patient survey
• Handling of patient complaints
• Dealing with comments and suggestions

Training

As requested to organise booking of courses for GPs and practice staff including booking form, payment, logging of leave and maintenance of training record

Organisation of CPR training and maintenance of log

Training of doctors in training

• Employment issues of GMC registration, defence union cover
• Induction programme including awareness of key practice policies and systems
• Contributing to teaching and educational experience, specifically providing direct training in all aspects of practice management

Administration

In the absence of the Finance Manager:

• Ordering and purchase of equipment, books, uniforms, as agreed. For items under £100 prior agreement is not required for stationery or equipment.
• Ensuring subscriptions as agreed are renewed
• Responsibility for ensuring the franking machine has credit and postage of special delivery parcels
• Ensuring sufficient housekeeping supplies
• Responsibility for ordering stationery supplies
• In conjunction with Practice Manager monitor and record leave and sickness absence
• Opening non-clinical incoming mail, actioning and distributing as necessary

Health and Safety

Assist the Practice Manager to ensure the practice meets all legal requirements relating to Health and Safety issues and has processes in place to keep accurate and necessary records relating to the following

• Staff induction programme
• Fire Drill
• Manual handling
• VDU usage
• Risk assessment
• Electrical testing
• COSHH

Person Specification

Experience

Essential

• Previous management experience
• Experience with complaints and conflict resolution
• Experience of EMIS software
• Experience of financial management and budget management
• Knowledge of a General Practice environment

Desirable

• Knowledge of employment law, health and safety legislation, risk assessment
• Experience of Xero accounts package
• Knowledgeable about recruitment, staff training and staff motivation

Skills

Essential

• Excellent communication skills (Written and Oral)
• IT skills
• Time Management and the ability to work to deadlines
• Problem Solving skills
• Interpersonal skills
• Keyboard skills

Personal Qualities

Essential

• Planning and organising
• Performing under pressure
• Adaptability
• Team working
• Self-motivated
• Flexibility
• Confidentiality
• Punctuality
• Ability to work to protocols
• Commitment to training and development

Qualifications

Essential

• Good standard of general education
• Educated to degree level and/or have completed a Practice Management Qualification (e.g. AMSPAR)

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.

Employer details

Employer name

Madeley Practice

Address

Moss Lane

Madeley

Crewe

CW3 9NQ

Employer's website

https://www.madeleypractice.co.uk (Opens in a new tab)