Job responsibilities
GENERAL
The post-holder will need to become
familiar with all functions of the Practice
clinical system and applications plus national and local quality standards for primary care/general practice. Training
can be given if the candidate is not experienced in these areas
Lead on the recording and
management of significant events ensuring
these are recorded
in a timely fashion using Teamnet and are discussed at
Operations and monthly quality meetings and learning is disseminated.
In conjunction with the
Management team, undertakes specified duties in relation to fire safety, Health
and Safety and risk management within the Practice including risk assessments
for various
areas within the practice where
operational control sits within the role.
To undertake regular delegated
tasks and special
projects as delegated by the Strategic Business Manager or Clinical
Services Manager
As necessary, to attend any
meetings as requested or on behalf of the Practice and undertake follow up action
To minute any meetings as
required including monthly Quality and Assurance meetings and staff meetings as
needed.
Assist the management team in compiling and updating policies and procedures in all
areas of the Practice
Ensure effective delegation where appropriate
Contribute to Practice
strategy, formulate objectives and research and develop ideas for future
Practice development and Confederation working
Assist the Strategic Business
Manager in the writing
of business plans,
where appropriate and any research required
The range of work undertaken in providing management support
will vary in detail
in the light of changing demands and priorities within the Practice
Support the Practice and the
management team in maintaining its CQC Good rating and strive towards an Outstanding rating
Liaise with the team in monitoring of the Quality and Outcomes
Framework, and support this work as required
to ensure all targets are
being met
Oversee the management of the
cleaning staff and cleaning within the practice, ensuring that all audits and
cleaning schedules are adhered to.
ESTATES MANAGEMENT AND HEALTH AND SAFETY
Ensure the Practice premises
are properly maintained and cleaned and that there are adequate security and
fire prevention systems are in place and policies are followed at all times
Oversee maintenance of the
building and equipment, arranging repairs/contractors, as required ensuring
best value for money at all times
Along with the practice
management team, implement health and safety and associated provisions,
ensuring that audits and inspections are undertaken in accordance with these
provisions and procedures
Identify the risks involved
in work activities and undertaking such activities in a way that manages those risks. Reports any potential
risks identified to the Strategic Business Manager or Clinical Services Manager,
as appropriate.
ORGANISATIONAL
Convene meetings, prepare agendas
and ensure distribution of minutes as necessary
Carry out audits and reports as
required
Review processes and guidelines as required
Provide holiday backfill for administrative functions
within the practice
PATIENT SERVICES
Maintain registration policies
and monitor patient turnover and capitation in collaboration with the Reception
Supervisor
Lead on the development and design, and assist
in the maintenance of the Practice
Patient Participation Group
attending meetings as required
With the Clinical Services
Manager oversee and manage effective appointments
Manage patient surveys and provide reporting to the management
team and GP Partners
Provide first point of contact for patient advice
and queries including the management of same day complaints or issues for
local resolution.
Assist the Clinical Services
Manager and responsible Clinical Partner Governance lead to provide an
effective complaints management system providing all administrative support for
responses and patient outcomes.
INFORMATION MANAGEMENT AND TECHNOLOGY
Work the Practice IT leads and PCN IT and Transformation lead for IT issues
within the practice.
Work with systems
suppliers to solve any
problems
Advanced user (super user)
of the Practice clinical system to enable
intricate data analysis
Work with the HR Administrator
in the management of Agilio TeamNet
(intranet) including ensuring
staff are using it correctly and the content is
reviewed regularly
Keep abreast of the latest
developments in primary care IT and where appropriate share learning and
information with the practice team
Arrange/manage annual
calibration/PAT testing
In conjunction with PCN
IT and Transformation lead and Clinical Services Manager, ensure
that the Practice
has effective IT data security
Organise, oversee,
and evaluate IT training as required for various teams.
Assist in the management, development and upkeep
of the Practice web site
HUMAN RESOURCE
Work in accordance with Practice policies
and procedures and current employment law, including:
Managing the training process
and schedule for
staff in collaboration with the HR Administrator
Full absence management for responsible staff
Appraisals for responsible staff
Keep abreast of changes
in employment legislation
Assist the Strategic
Business Manager or Clinical Services Manager with any major changes to the workforce, taking responsibility for implementation if required
Ensure quality standards are maintained
