Job responsibilities
Main Duties
/ Key Tasks
Oversee an
coordinate the day-to-day operations of the practice, ensuring staff achieve
their primary responsibilities.Actively
encouraging and promoting the use of patient online services.Updating and
acting as the focal point for practice website and social media sites. Support the
management team in compilation of practice reports and the practice development
plan. Support the
practice and management team in areas of change management and continuous
improvement. Support the
Business Manager as required with projects, systems and procedure.Responding and
resolving all local IT issues where appropriate.Manage
administrative staff rotas, ensuring sufficient cover is provided for periods
of leave and other staff absencesCoordinate staff
absence.Represent the
practice locally as required.Respond to the needs of the Practice to
appoint, retain, develop and train, discipline or dismiss staff members
(including salaried GPs).Carry out the recruitment and ensure the
retention of staff to ensure establishment levels match Practice requirements
liaising with the Business Manager who retains strategic responsibility.Carry out and arrange staff induction,
appraisal, training and development opportunities, to ensure staff are
appropriately trained to fulfil their roles and to maximise opportunities to
motivate staff to fulfil their potential. In addition, deliver training on
relevant HR issues.Carry out staff 1, 3 and 6 month reviews,
annual appraisals and their return to work interviews after short periods of
sick or other leave.Carry out the salaried GPs reviews and their
return to work interviews after short periods of sick or other leave.Reviewing and
regularly updating job descriptions and person specifications.Act as the lead
for recruitment, including pre-employment checks and DBS, ensuring all staff
are legally and gainfully employed.Evaluating,
organising and overseeing the staff induction programme.
Overseeing an
effective staff appraisal process.Overseeing an
effective practice and staff development plan for all staff whilst maintaining
a robust training record.Overseeing the
completion of mandatory training , planning and organising staff training.
Producing training reports and audits.
Ensure effective systems for the resolution of
disputes and grievances, liaising with the Business Manager and the GP for HR
and with the Practices employment law solicitors and HR advisors.
Deal with and authorize as appropriate requests
for annual leave, TOIL, time off for other reasons.
Keep abreast of changes in employment
legislation and together with the Business Manager, ensure that all members of
staff are legally employed.
Ensure the updating and security of HR
documentation, including employment records and contracts, policies and job
descriptions, delegating as appropriate.
Attend team, management and external meetings
as required.
Proactively seek to understand readiness for
change and develop and lead initiatives to ensure successful implementation
with key stakeholders, including engaging and consulting with staff. Ensure
structural change is well managed.Develop HR policies, ensuring their alignment
with best practice.Undertake training as necessary in line with
the development of the post and as agreed with the Business Manager as part of
the personal development process.
Proactively work to develop and
promote a culture of healthy employee relations and effective partnership
working.
Support payroll processing when required.
Actively support the motivation and mentoring
of staff both as individuals and as team members to equip them to provide
patient-centred care.
Patient Services
Adopt a strategic
approach to the development and management of patient services. Acknowledge,
investigate and respond to patient concerns and complaints. Ensure service
development and delivery is in accordance with local and national guidelines. Ensure that the
practice complies with NHS contractual obligations in relation to patient care. Maintain registration
policies and monitor patient turnover and capitation. Oversee and develop repeat prescribing systems. Oversee and develop and manage an effective
appointments systems.
Routinely monitor and assess practice performance against
patient access and demand management targets Develop and implement an effective complaints management
system. Liaise with patient groups
Implementing
systems to ensure compliance with CQC regulations and standards.
Support the
Buisness Manager in reviewing and updating of policies and procedures.
Providing
leadership and guidance to staff ensuring that they adhere to policy and
procedure at all times.
In conjunction
with the Business Manager, set and monitor performance targets, identifying
areas for improvement to enhance patient services.
Be aware of
duties and responsibilities regarding current legislation and adhere to
practice policies and procedures on Safeguarding Adults and Safeguarding
Children.
Deputise for the
business manager in their absence
Attend a formal
appraisal with their manager at least every 12 months. Once a
performance/training objective has been set, progress will be reviewed on a
regular basis so that new objectives can be agreed.
Other
responsibilities may be passed to you as deemed appropriate and necessary by
the practice management team.
Confidentiality
In the course of seeking treatment, patients
entrust us with, or allow us to gather, sensitive information in relation to
their health and other matters. They do so in confidence and have the right to
expect that staff will respect their privacy and act appropriately
In the performance of the duties outlined in
this Job Description, the post-holder may have access to confidential
information relating to patients and their carers, practice staff and other
healthcare workers. They may also have access to information relating to the
practice as a business organisation. All such information from any source is to
be regarded as strictly confidential
Information relating to patients, carers,
colleagues, other healthcare workers or the business of the practice may only
be divulged to authorised persons in accordance with the practice policies and
procedures relating to confidentiality and the protection of personal and
sensitive data.
Health and 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, to include( but will not be limited to):
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
Ensuring job holders across the practice adhere
to their individual responsibilities for infection control and health and
safety, using a system of observation, audit and check, hazard identification,
questioning, reporting and risk management.
Maintaining an up-to-date knowledge of health
and safety and infection control statutory and best practice guidelines and
ensuring implementation across the business.Actively identifying, reporting, and correcting
health and safety hazards and infection hazards immediately when recognised. Using appropriate infection control procedures,
maintaining work areas in a tidy and safe way and free from hazards.Reporting potential risks identified.Making
effective use of training to update knowledge and skills, and initiate and
manage the training of others. Actively
identifying, reporting, and correcting health and safety hazards and infection
hazards immediately when recognisedKeeping
own work areas and general / patient areas generally clean, identifying issues
and hazards / risks in relation to other work areas within the business, and
assuming responsibility in the maintenance of general standards of cleanliness
across the business.Undertaking
periodic infection control training (minimum annually).Routine
management of own team and maintenance of work space standards
The post-holder will support the equality,
diversity and rights of patients, carers and colleagues, to include:Acting in a way that recognizes the importance
of peoples 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-judgmental and respects their circumstances, feelings
priorities and rights.
The post-holder will strive to maintain quality
within the practice and will:Alert other team members to issues of quality
and risk Assess own performance and take accountability
for own actions, either directly or under supervision.Contribute to the effectiveness of the team by
reflecting on own and team 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.
Communication:The post-holder should recognize the importance
of effective communication within the team and will strive to;Communicate effectively with other team members.Communicate effectively with patients and
carer. Recognise peoples needs for alternative
methods of communication and respond accordingly.