Assistant to the Practice Manager
This job is now closed
Job summary
This is an exciting and rare opportunity for a developing role for someone with an interest to develop their career into Practice Management.
This role is to assist the current Practice Manager in the smooth and efficient running of the Practice, with the emphasis on career development and progression into a management role in the future.
The successful applicant will have a desire to learn all aspects of Practice Management and there will be an expectation for the candidate to undertake formal training to enable further personal development.
We have advertised the role for 30 hours per week but are happy to consider flexibility on the number of hours worked, for the right candidate.
Main duties of the job
The main duties will be to work with all team members at Berry Lane, understanding the functions within each team and providing a support role to ensure the smooth running of all systems and services that we provide.
There will be an element of finance management, human resource involvement and premises maintenance and these three areas will form a significant part of the role. You will also take active involvement in other functions associated with the functions of a busy GP Practice.
You will work on your own initiative, often taking the lead on practice developments working with all members of our primary health care team and external agencies that we deal with.
About us
We are a committed team of 9 GPs and we look after 13,000 patients in Longridge, which is a lovely semi rural town in the heart of the Ribble Valley.
We are a training practice and support medical students, FY2 and ST2 and ST3 doctors. We have a fantastic multi skilled nursing team, a paramedic and First Contact Physiotherapist in addition to an excellent reception and admin team, supporting our services and personnel.
We commend ourselves on our team spirit and ethos and take the wellbeing of our team seriously, having a dedicated wellbeing team. We achieve well above local and national averages in our patient satisfaction surveys and also attain high points in our QOF and local quality markers. We are rated as CQC good.
We have recently completed a major renovation and have fantastic, modern premises including a gym for staff use.
We offer pay and holidays in line with Agenda for Change pay scales although you will be employed by Drs Griffin, Lakeland, Gee and Miller.
Details
Date posted
12 September 2023
Pay scheme
Other
Salary
£25,147 to £27,596 a year In line with AFC pay rates
Contract
Permanent
Working pattern
Part-time, Flexible working
Reference number
A1003-23-0001
Job locations
Berry Lane
Longridge
Preston
Lancashire
PR3 3JJ
Job description
Job responsibilities
JOB TITLE: ASSISTANT to the PRACTICE MANAGER
HOURS: 30 hours per week but can be negotiated
Salary Banding Band 4
Job Summary:
Supporting the Practice Manager to ensure the smooth running of the Practice.
- To deputise for the Practice Manager in the Practice Managers absence.
- To be involved in the management and development of all Practice staff team members
- To oversee the claims processes for work undertaken through the NHS contracts to ensure all claims are made and payments received.
- To support the Practice Manager in maintaining financial accounts for the Practice ensuring a full audit trail of all payments is maintained.
- To promote the development and maintenance of a quality learning environment throughout the Practice.
Job responsibilities:
GMS Regulations and NHS Contracts
- To have a knowledge of the GMS Regulations, QOF framework, local and national Enhanced Services, and the Network DES.
- To ensure compliance of all requirements associated with the GMS regulations.
- To ensure that all claims processes are effective to enable the accurate receipt of all associated claims made.
- To ensure clinical and nonclinical staff are aware of the importance of maintaining disease registers and assist in the validation process.
- To assist in the production of information for clinical audit as required.
- To ensure that all training requirements for staff are completed to ensure compliance with all NHS associated contacts.
Finance
- To assist the Practice Manager with the financial accounting systems as required, including documentation and reconciliation of all payments made and received.
- To maintain the petty cash and ensure that it is kept in balance and that all payments are documented on the reporting system.
- To ensure that the income and expenditure is recorded on the financial ledger system and that a full reconciliation takes place.
- To liaise with the Practice Accountants on all accounting and financial matters
Human Resources
- To assist the Practice Manager with the recruitment and selection processes for any roles when we are advertising a vacancy.
- To assist with the induction processes of all new staff members.
- To support the Practice Manager with the reporting of sickness absences and dealing with all absences in line with our Practice policies.
- To support staff members in the absence of the Practice Manager for any wellbeing or support issues that may arise.
- To maintain the training matrix to ensure that all team members keep up to date with all mandatory training and to assist the Practice Manager in ensuring that we are using the most appropriate training provider.
- To keep the Practice Handbook up to date and ensure that all amendments are communicated with all team members.
Organisational
- To be responsible for the maintenance of the holiday register for all clinical and nonclinical staff and to authorise annual leave in line with Practice policies and requirements.
- Manage the day-to-day petty cash.
- Manage incoming electronic payments in relation to medical reports completion and to liaise with the reception team regarding this.
- Liaising with the cleaners to ensure a high standard of cleaning for the premises.
- Arrange for contactors to carry out any urgent repairs needed to the building and to assist with the general maintenance of the building.
- To ensure along with the Reception Supervisor(s) that regular checks and maintenance care is carried out on the fire alarm system.
- To take full responsibility for the ordering of all supplies for use by all members and functions, to ensure organisation effectiveness in a timely and efficient manner.
- To ensure that all medical equipment is maintained and inspected in line with current regulatory requirements.
- To ensure that PAT testing and calibration of all equipment is undertaken in line with the regulatory processes.
- To assist the Practice Manager with all issues relating to CQC inspections.
- To assist with the requirements for hosting medical students from UCLAN and Manchester Universities.
- To assist with the management functions associated with the hosting of FY2, ST2 and ST3 Doctors and ensuring that the management systems associated with these placements are maintained.
- To assist team members with the use of our Practice based intranet and to support with all training functions associated with it. At present this system is Agilio Teamnet (formerly Clarity Teamnet)
- To support the Practice Manager in the investigation of any complaints received in line with the Practice complaints procedures.
- To participate in and support the planning of patient group meetings and to maintain a register of all members.
- To assist with the development of the PETS scheme and to set up training events as required
Data Management and IM&T
- To assist with the provision of support, advice, and training for current and new Practice staff in the use of the Clinical System and other IT support systems
- To assist the IT Manager and to provide technical support for IM&T issues when required.
- To liaise with IT or clinical system suppliers support department to resolve other hardware and software issues.
- To assist the Practice Manager with all information Governance requirements as required
Working Relationships:
- To work as a flexible member of the team to ensure the smooth running of the practice, providing support to other team members when necessary.
- 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 & Safety:
The post-holder will implement and lead on the full range of promotion and management of their own and others health, safety and security as defined in the practice Health & Safety policy, the Practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include (but will not be limited to):
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.
- Maintain an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines and ensure implementation across the business.
- 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 across the business.
- Making effective use of training to update knowledge and skills and initiate and manage the training of others.
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed
- Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised
- Keeping 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 in consultation (where appropriate) with other sector managers
- Undertaking periodic infection control training (minimum annually)
- Routine management of own team / team areas, and maintenance of work space standards
- Equality and Diversity:
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.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
A full Job Description is available upon request
Job description
Job responsibilities
JOB TITLE: ASSISTANT to the PRACTICE MANAGER
HOURS: 30 hours per week but can be negotiated
Salary Banding Band 4
Job Summary:
Supporting the Practice Manager to ensure the smooth running of the Practice.
- To deputise for the Practice Manager in the Practice Managers absence.
- To be involved in the management and development of all Practice staff team members
- To oversee the claims processes for work undertaken through the NHS contracts to ensure all claims are made and payments received.
- To support the Practice Manager in maintaining financial accounts for the Practice ensuring a full audit trail of all payments is maintained.
- To promote the development and maintenance of a quality learning environment throughout the Practice.
Job responsibilities:
GMS Regulations and NHS Contracts
- To have a knowledge of the GMS Regulations, QOF framework, local and national Enhanced Services, and the Network DES.
- To ensure compliance of all requirements associated with the GMS regulations.
- To ensure that all claims processes are effective to enable the accurate receipt of all associated claims made.
- To ensure clinical and nonclinical staff are aware of the importance of maintaining disease registers and assist in the validation process.
- To assist in the production of information for clinical audit as required.
- To ensure that all training requirements for staff are completed to ensure compliance with all NHS associated contacts.
Finance
- To assist the Practice Manager with the financial accounting systems as required, including documentation and reconciliation of all payments made and received.
- To maintain the petty cash and ensure that it is kept in balance and that all payments are documented on the reporting system.
- To ensure that the income and expenditure is recorded on the financial ledger system and that a full reconciliation takes place.
- To liaise with the Practice Accountants on all accounting and financial matters
Human Resources
- To assist the Practice Manager with the recruitment and selection processes for any roles when we are advertising a vacancy.
- To assist with the induction processes of all new staff members.
- To support the Practice Manager with the reporting of sickness absences and dealing with all absences in line with our Practice policies.
- To support staff members in the absence of the Practice Manager for any wellbeing or support issues that may arise.
- To maintain the training matrix to ensure that all team members keep up to date with all mandatory training and to assist the Practice Manager in ensuring that we are using the most appropriate training provider.
- To keep the Practice Handbook up to date and ensure that all amendments are communicated with all team members.
Organisational
- To be responsible for the maintenance of the holiday register for all clinical and nonclinical staff and to authorise annual leave in line with Practice policies and requirements.
- Manage the day-to-day petty cash.
- Manage incoming electronic payments in relation to medical reports completion and to liaise with the reception team regarding this.
- Liaising with the cleaners to ensure a high standard of cleaning for the premises.
- Arrange for contactors to carry out any urgent repairs needed to the building and to assist with the general maintenance of the building.
- To ensure along with the Reception Supervisor(s) that regular checks and maintenance care is carried out on the fire alarm system.
- To take full responsibility for the ordering of all supplies for use by all members and functions, to ensure organisation effectiveness in a timely and efficient manner.
- To ensure that all medical equipment is maintained and inspected in line with current regulatory requirements.
- To ensure that PAT testing and calibration of all equipment is undertaken in line with the regulatory processes.
- To assist the Practice Manager with all issues relating to CQC inspections.
- To assist with the requirements for hosting medical students from UCLAN and Manchester Universities.
- To assist with the management functions associated with the hosting of FY2, ST2 and ST3 Doctors and ensuring that the management systems associated with these placements are maintained.
- To assist team members with the use of our Practice based intranet and to support with all training functions associated with it. At present this system is Agilio Teamnet (formerly Clarity Teamnet)
- To support the Practice Manager in the investigation of any complaints received in line with the Practice complaints procedures.
- To participate in and support the planning of patient group meetings and to maintain a register of all members.
- To assist with the development of the PETS scheme and to set up training events as required
Data Management and IM&T
- To assist with the provision of support, advice, and training for current and new Practice staff in the use of the Clinical System and other IT support systems
- To assist the IT Manager and to provide technical support for IM&T issues when required.
- To liaise with IT or clinical system suppliers support department to resolve other hardware and software issues.
- To assist the Practice Manager with all information Governance requirements as required
Working Relationships:
- To work as a flexible member of the team to ensure the smooth running of the practice, providing support to other team members when necessary.
- 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 & Safety:
The post-holder will implement and lead on the full range of promotion and management of their own and others health, safety and security as defined in the practice Health & Safety policy, the Practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include (but will not be limited to):
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.
- Maintain an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines and ensure implementation across the business.
- 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 across the business.
- Making effective use of training to update knowledge and skills and initiate and manage the training of others.
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed
- Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised
- Keeping 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 in consultation (where appropriate) with other sector managers
- Undertaking periodic infection control training (minimum annually)
- Routine management of own team / team areas, and maintenance of work space standards
- Equality and Diversity:
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.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
A full Job Description is available upon request
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
Desirable
- Educated to A level or equivalent
Experience
Essential
- Experience of working within a NHS organisation or with the general public in a health care arena
Desirable
- Working within a financial establishment
- Experience in general practice (applicants with no direct general practice experience but with relevant management/customer care or NHS experience will be considered where potential for management development is clear)
Skills and Knowledge
Essential
- Strong supervisory skills
- Strong organisational and team-building skills
- Skills in the management of staff development or clear potential to develop these skills
- Excellent interpersonal skills and friendly and efficient manner
- Good written communication skills
- Able to respond calmly and professionally to patient complaints or concerns
- Computer literacy with knowledge of Microsoft Office including Word and Outlook
- Supportive of patient-focussed care
- Punctual, honest and reliable
- Able to work flexibly
- Calm under pressure with ability to multi-task when required
- Quick to learn and adapt to change
- Team player with demonstrable leadership skills and commitment to professional development
- Interest in health care
Desirable
- Knowledge of primary care and the wider NHS
- Knowledge of Emis clinical system (full training can be provided where required)
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
Desirable
- Educated to A level or equivalent
Experience
Essential
- Experience of working within a NHS organisation or with the general public in a health care arena
Desirable
- Working within a financial establishment
- Experience in general practice (applicants with no direct general practice experience but with relevant management/customer care or NHS experience will be considered where potential for management development is clear)
Skills and Knowledge
Essential
- Strong supervisory skills
- Strong organisational and team-building skills
- Skills in the management of staff development or clear potential to develop these skills
- Excellent interpersonal skills and friendly and efficient manner
- Good written communication skills
- Able to respond calmly and professionally to patient complaints or concerns
- Computer literacy with knowledge of Microsoft Office including Word and Outlook
- Supportive of patient-focussed care
- Punctual, honest and reliable
- Able to work flexibly
- Calm under pressure with ability to multi-task when required
- Quick to learn and adapt to change
- Team player with demonstrable leadership skills and commitment to professional development
- Interest in health care
Desirable
- Knowledge of primary care and the wider NHS
- Knowledge of Emis clinical system (full training can be provided where required)
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
Berry Lane Medical Centre
Address
Berry Lane
Longridge
Preston
Lancashire
PR3 3JJ
Employer's website
https://www.berrylanemedicalcentre.co.uk/ (Opens in a new tab)
Employer details
Employer name
Berry Lane Medical Centre
Address
Berry Lane
Longridge
Preston
Lancashire
PR3 3JJ
Employer's website
https://www.berrylanemedicalcentre.co.uk/ (Opens in a new tab)
Employer contact details
For questions about the job, contact:
Details
Date posted
12 September 2023
Pay scheme
Other
Salary
£25,147 to £27,596 a year In line with AFC pay rates
Contract
Permanent
Working pattern
Part-time, Flexible working
Reference number
A1003-23-0001
Job locations
Berry Lane
Longridge
Preston
Lancashire
PR3 3JJ
Supporting documents
Privacy notice
Berry Lane Medical Centre's privacy notice (opens in a new tab)