Deputy Practice Manager

Job responsibilities

37.5 HOURS PER WEEK – SALARIED ROLE

Job Summary:

To support the Practice Manager in the delivery of high-quality primary care services to all patients and stakeholders to ensure the smooth running of the Practice. Where required, develop efficient systems of management to include personnel, finances, IT, clinical rotas, and premises and to delegate tasks appropriately. To provide leadership and management skills to enable to Practice to meet its aims and objectives within a profitable, efficient, safe and effective working environment. The post provides an opportunity for the post holder to expand the role as the position develops.

Job Responsibilities:

Management of staff

· Point of contact for staff.

· Provide managerial support to Team Leaders.

· Assisting with appraisals/performance reviews

· Monitor sickness, staff changes, staff annual leave.

· Assist in a full range of HR management services, including recruitment, selection, supervision, training, appraisal, health & safety, discipline and grievance.

· Maintain and update staff personnel files and records.

· Keep up to date on all aspects of employment legislation.

Business Performance

· Assisting the Practice Manager with the administration, organisation, achievement and mailing of all submissions in the following areas:

o QOF

o PPA

o National and Local Enhanced Service Schemes

o KPIs

o CQC.

o Any other business revenue streams.

Information Technology

· Understand, implement and problem-solve IT software and hardware issues.

Patient Services

· Ensure compliance with patient confidentiality at all times.

· Maintain an accurate and efficient appointment system – taking account of national and local requirements on access and patient surveys.

· Ensure efficient and appropriate use of the telephone system to maximise efficiency. 

· Assist the Practice Manager with the development of new patient services.

· Produce a monthly Practice newsletter.

· Ensure that the Practices websites and NHS Choices are kept up to date and reflect accurately Practice services provided. Respond to comments and forms submitted. 

· Deputise for the Practice Manager, responding to complaints in their absence.

· Attend PPG meetings to ensure that the services provided are responsive to patients’ needs and support the provision of the PPG in their endeavours.

Administration

· Assist the Practice Manager in ensuring that all requirements for registration under the Care Quality Commission (CQC) are kept up to date.

· Participate in audits.

· Arrange monthly Team meetings, prepare agendas and chair the meeting.

· Attend regular Partnership meetings when required to do so.

· Assist in the development of protocols, reviews and updates.

· Assist the Practice Manager in the implementation of all local and /or national enhanced services where the Practice is participating. Assist the Practice Manager in any financial claims in line with these.

· Assist the Practice Manager in any PCN led work and attend PCN meetings in their absence.

Premises, Health & Safety, Equipment & Purchasing

· Ensure adequate standards of cleanliness are maintained in the surgery premises.

· Conduct risk assessments. 

· Making effective use of training to update knowledge and skills and keep Practice team informed and up to date.

· Using appropriate infection control procedures.

· Reporting potential risks identified.

· Assist in promoting  the Practice Health & Safety Policy.

· Contribute to the development and maintenance of sound clinical governance and risk management within the Practice.

· Be responsible for arranging and overseeing the annual Medical Equipment Checks.

· Dealing with building maintenance issues as they arise and liaising with maintenance companies to resolve such issues.

· Arrange and oversee annual PAT testing for all electrical equipment.

· Ensure that all fire and general risk assessments are carried out and COSHH assessments are completed and up to date.

Ensure confidentiality is adhered to at all times. 

Ensure Equality and Diversity is promoted and encouraged. 

Personal/Professional Development

· Manage their own time effectively, plan/meet personal and practice targets.

· Participate in any training programmes.

· Participate in an annual individual performance review.

· Take responsibility for own training and development.

Quality

· Strive to maintain quality within the Practice.

· 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 team’s performance.

· Work effectively with individuals in other agencies to meet patients’ needs.

· Effectively manage own time workload and resources.

Communication

· Maintain effective communication both within the Practice and within all relevant agencies.

· Recognise people’s needs for alternative methods of communication and respond accordingly.

General Deputy Manager duties:

· Deputise in the absence of the Practice Manager

· Liaise with the Practice Manager regarding annual leave requests.

· Apply Practice policies, standards and guidance.

These descriptions are not intended to be an exhaustive list of duties but an indication of the main areas of work.

It is intended for this to be a developing role. The Job Description will therefore be flexible as these roles may alter in the light of future developments.

June 2022

Qualifications

Essential

• Numerate and IT literate including use of Microsoft Office.
• O-Level / GCSE / CSE level qualification in English and Maths or equivalent.
• A demonstrable commitment to professional development.

Desirable

• Qualification in Leadership and Management (minimum level 3).

Knowledge and skills

Essential

• Experience of complex administration and record keeping in an office environment.
• Excellent communication skills.
• Ability to understand, implement and learn new software and administrative procedures.
• Familiar with emailing and use of the Internet.

Desirable

• Experience of audit procedures.
• An understanding of the Quality and Outcomes Framework.
• Knowledge of clinical systems.

Experience

Essential

• Proven experience within a customer experience environment.
• Proven experience of administration systems.
• Experience of dealing with external organisations at management or supervisory level.
• Experience of dealing with members of the public.
• Previous management or supervisory experience.

Desirable

• Previous experience within a GP Practice / NHS
• Experience of Patient Participation Groups / patient forums.
• Experience of NHS finances.
• Experience of Xero accounting packages.

Personal Attributes

Essential

• Ability to work autonomously and initiate / self-direct own workload in a fast paced environment.
• An understanding, acceptance and adherence to the need for strict confidentiality.
• Demonstrate initiative, working without direct supervision.
• Resourcefulness and common sense.
• Ability to work as part of a multi-skilled team.
• Organised and reliable.
• Able to work under pressure and remain calm.
• Able to work in a challenging environment.
• Flexible and adaptable.

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).