Job responsibilities
KEY RESPONSIBILITIES
1. To be responsible for the day-to day management of all staff and team leads.
2. Staff performance management and monitoring and optimising contractual performance. Induct training and manage HR in relation to staff.
3. To support IT in the administration of the Clinical System and other software and ensure the optimal and advanced use of technology to maximise productivity and efficient processes. Maintain practice website and communications with patients and external agencies.
4. To provide help for all premises issues, costing works and reporting to the Partners.
5. To support the Partners with CQC standards.
6. To support the Partners for Health and Safety and Infection Control within the surgery and ensure compliance with all health and safety, employment, data protection and other relevant legislation.
7. To support the PBM in the execution of their role and especially in the absence of the PBM
CORE PRINCIPLES
To ensure confidentiality of information (written, oral and electronic) is always preserved whether at or away from work.
To follow practice procedures to ensure that Caldicott Guardian and Security requirements are always met.
To follow procedures to ensure compliance with the Data Protection Act 1998 & GDPR.
To follow all practice protocols concerned with the maintenance of ethical practice.
To be responsible for the day-to-day supervision and management of all reception and admin staff, manage the reception/admin areas and associated functions in accordance with agreed procedures, protocols and time scales, reporting to the PBM as necessary.
To respect, support, contribute for implementing commitment to Diversity and Equality of Opportunity
To deal with complaints promptly and according to organisational protocol when required.
To demonstrate commitment to Continuing Professional Development.
MANAGEMENT SUPPORT
During Practice and Staff meetings, taking minutes, typing them, and actioning any points thought necessary by the Partners or the PBM.
Maintain the Petty Cash: monitored and recorded appropriately.
HUMAN RESOURCES, RECORDS AND TRAINING
To aid with the recruitment, induction, and training of new staff.
Keep accurate records of all staff annual and sickness leave and to provide information for payroll purposes each month. (payroll in the absence of the PBM)
Organise staff rotas to ensure adequate staffing levels: In conjunction with the practice co-ordinator, the forward planning of staffing levels e.g. Staff rotas, holiday rotas and ensure that there is adequate staffing to meet the anticipated workload to cover sickness, time in lieu, training days and holidays for staff and ensuring all duties and workload is covered. Periodically with the Manager, review the staff rota and allocation of duties to ensure the organisation is effectively meeting the practice and patient needs.
Be responsible for recording and maintaining the vaccination status including Hepatitis B, Influenza, Covid Vaccination status of all staff.
Maintain an accurate log of resuscitation training of all clinical and non-clinical staff and arrange training every year. Maintain an accurate log of e-learning training of all clinical and non-clinical staff and arrange training every year.
IT SUPPORT AND DATA QUALITY.
To provide support, advice, and training for current and new practice staff in the use of the Clinical System.
PREMISES AND EQUIPMENT
To be responsible for the general upkeep of the premises, costing reparations and presenting these to the PBM & Partners as requested and within the requested timeframe.
To annually review maintenance contracts held with outside organisations two months before renewal dates, to include quotes from other providers and preparing comparison information for the PBM in time to make changes if appropriate, when required.
To ensure that the practice refrigeration is maintained to the required standard for immunisations/vaccinations and the regular maintenance of this. Auditing that daily temperature monitoring is adhered to.
To undertake premises Risk Assessments as laid down in Standard Operating Procedures and to bring to the attention of the PM any matters arising from them and then to implement any changes required, according to timescales given to them.
PERFORMANCE AND QUALITY INDICATORS
To ensure staff are aware of the importance of maintaining disease registers and assist in the validation process.
To take part in significant event auditing meetings and ensuring that learning outcomes are addressed and followed through with the appropriate staff.
SUPPORT FOR THE PARTNERS
The post holder will support the Partners with any duties they are requested of consummate to their grade.
HEALTH AND SAFETY
Be responsible for ensuring the H&S manual is up to date and compliant with current legislation and implementing any changes within one month of notification.
Ensure staff are trained in their responsibilities in H&S.
GENERAL DUTIES
Dealing with all telephone calls professionally (with care, civility, and efficiency)
Ensuring that the system is operational at the beginning and end of each day in accordance with practice protocol. This includes changing the answer phone message to reflect services, for example, emergency only or out of hours services, training purposes.
CONFIDENTIALITY GENERAL DUTIES
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. This duty of care extends beyond the term of any position within the Practice.
EQUALITY AND DIVERSITY
The post-holder will support the equality, diversity, dignity, privacy and rights of patients, carers and colleagues.
PERSONAL/PROFESSIONAL DEVELOPMENT
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
QUALITY
The post-holder will strive to maintain quality within the practice, and will:
Alert other team members to issues of quality and risk.
Effectively manage own time, workload, and resources.
COMMUNICATION
The post-holder should recognise the importance of effective communication within the team with patients and carers.
CONTRIBUTION TO THE IMPLEMENTATION OF SERVICES
The post-holder will apply practice policies, standards, and guidance.
OTHER
To carry out other duties that are required within the role as it evolves within the development of the organisation.
FLEXIBILITY
This Job Description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder. The post holder is required to carry out any duties that may reasonably be requested by the Partners or management team.