Job responsibilities
Job Summary
The Assistant Service Manager will support all aspects of the management
of the GP Extended Access service for Northampton at the direction of the
Service Manager. The Assistant Service
Manager will be involved in the planning and delivery of Extended Access
service and have responsibility for delivery of:
Service data capture and
reporting
Stock ordering
They
will also assist the Service Manager in delivery of the following aspects:
Operational management of all
elements of the service
Effective planning and
implementation of the service
Project management
Rota management
Undertake and assist with
audits
Administration duties creating
new standard operating procedures and guidance
This role will
involve some evening and weekend working requirements. The service operates
Monday to Friday 18.30-21.30 and on weekends from 09.00-17.00. There will be an element of the role working
within these hours as well as other hours to suit. The Assistant Service Manager will work in
close collaboration with the senior management team, to include the Service
Manager, GPA Operations Manager, and the service Clinical Leads. The candidate
must be very flexible with excellent word processing and IT skills and be able
to communicate with a range of professionals. The post will involve the
handling of patient and staff information. This post is working within a small
team where being a team player and willing to help where necessary is
essential.
Primary Duties and Areas of
Responsibility
a)
Operational
Ensure effective
stock control and ordering of consumables dressings and clinical equipment
Assist with SystmOne
ledger input and rota management
Ensure
sufficient stock of all forms are available and maintain reception information
Produce
timely and accurate statistics and reports on activity, to include practice
appointment allocation and utilisation, NHS 111 utilisation, Extended Hours Access
utilisation, patient feedback, and KPI data for contractual purposes
Form part of
on-call team, covering 2-3 sessions per week including some weekends on a rota
basis
Provide
support for team meetings, including the preparation and distribution of
agendas and taking, transcription and distribution of minutes/ action
notes. Follow up of action points
arising from meetings.
Train receptionists
on new systems where appropriate
Induct new
reception staff
Deal with late
notification of shift cancellations
Cover/
deputise for Service Manager in periods of absence
Deal with
Estates and Facilities issues as required
Respond to incidents where additional support is
required and to ensure that timely corrective measures are taken
To be responsible for any other duties commensurate
with the banding and in line with the requirements as required
b)
Financial
Reconcile invoices
Reconcile staff payments
c) Additional Requirements
Able to work on own initiative, prioritising work,
within defined policies and procedures to set timescales.
To create and maintain professional relationships
with all clinicians, staff from other agencies, clients and members of the
public
To adhere to all Policies and Procedures
Participate and ensure own on-going development
To maintain a high level of confidentiality and
comply with the GDPR. Be aware of the nature of information dealt with and work
in a manner which ensures confidentiality and security
d) General
This is not an exhaustive list of duties and
responsibilities and the post holder may be required to undertake other duties in
discussion with the Service Manager.
Corporate Responsibilities:
As a representative of General Practice Alliance, you will be expected
to:
Promote GPAs vision, and mission
and to uphold the organisations values in all day to day activities and
delivery of services;
Participate in the objective
setting process as part of the annual Organisational Development
Review/Appraisal process, to understand how own role and objectives are linked
to team, directorate and corporate objectives, to review what aspects of your
role are being done well, and to identify any areas for development.
Undertake relevant activities and
mandatory training to meet objectives identified in Personal Development Plan.
Adhere to all GPA policies and
guidelines, including HR, Information Governance, Risk Management and Health
& Safety policies.
Comply with relevant GPA and own
professional codes of conduct and accountability.
Maintain professional
registration if this is a requirement of the job.
Carry out your duties in a way
that supports equality and values diversity. This responsibility includes your
actions in relation to service users, carers, work colleagues, people in other
organisations and members of the public.
In
accordance with the Health and Safety at Work Act 1974 and subsequent
legislation, the post holder is required to undertake a proactive role in the
management of risks in all their actions. This includes:
Undertaking risk assessments in
line with the GPA risk assessment process;
Reporting all incidents, near
misses and hazards in line with the Partnerships reporting arrangements/system;
Undertaking a statutory duty of
care for your own personal safety and that of others;
Attending all statutory and
mandatory health and safety training, appropriate to the role; and
Maintaining the security and
confidentiality of information you come across in your role in the organisation
in line with GPA policies and protocols.
All
employees have a responsibility to protect and safeguard vulnerable people
(children and adults). They must be aware of child and adult protection
procedures and who to contact within the organisation for further advice. All employees are required to attend
safeguarding awareness training and to undertake additional training
appropriate to their role.
This list of duties and responsibilities is not
exhaustive and the post holder may be required to undertake other relevant and
appropriate duties as reasonably required.
The job description and person specification may be reviewed on an
on-going basis in accordance with the changing needs of the organisation.
