Job summary
The Marshside Surgery is looking to recruit a part-time Deputy Practice Manager, 20-24 hours per week.
The main duties of this role are to support the Practice Manager in the day to day running of the practice and deputise in their abscence.
Main duties of the job
To support the practice manager in all aspects of practice functionality, motivating and
managing staff, optimising efficiency and overall performance, ensuring the practice
achieves its long-term strategic objectives in a safe and effective working environment.
The Deputy Practice Manager will focus on the day-to-day operability of the practice,
championing Equality, Diversity & Inclusion, Safety, Health, Environment and Fire, Quality & Continuous Improvement, Confidentiality, Collaborative Working, Service
Delivery, Learning and Development and promoting a positive working environment.
About us
The Marshside surgery is a small practice located in the north of Southport, on the Marshside industrial estate.
The practice is a single-handed GP practice, Dr Rob Caudwell leads the clinical
team, comprising of a salaried and regular GP, an Advanced Nurse Practitioner, a
Practice Nurse, HCA, GP Assistant and a team of reception/administration staff. Our practice list is made up of approximately
3,100 patients. We are a member practice of Southport and Formby primary care network and Southport and Formby GP federation.
The surgery is on a local bus
route, and there is plenty of on-site parking.
Job description
Job responsibilities
The following are the core responsibilities of the deputy practice manager. There may be
on occasion, a requirement to carry out other tasks; this will be dependent upon factors
such as workload and staffing levels.
The deputy practice manager is responsible for:
- Supporting the practice manager in the day-to-day operations of the practice,
ensuring staff achieve their primary responsibilities
- Providing leadership and guidance for the following staff: Administration and
Reception Staff.
- Ensuring staff adhere to policy and procedure at all times
- Monitoring compliance with health and safety legislation and infection prevention and control, providing leadership and
direction for staff.
- Maintain an up to date mandatory training record for all staff.
- Manage all staff rotas and assist with the recruitment of staff. Book and mange locums for all clinical staff absence, ensuring HR checks and records are up to date and complete.
- Support and resolve practice IT issues where appropriate.
- Monitor group mailboxes, ensuring information is disseminated appropriately.
- Ensuring the clinical session structure is effective, meets the needs of the patients
and clinicians have access to suitable rooms and stock.
- Support staff with the effective use of all practice IT programmes and act as the practice digital champion.
- Monitoring and disseminating information on safety alerts and other pertinent
information to the team.
- Support the management team to maintain an incident reporting system, providing advice to staff and briefing
the team at meetings as required.
- Guiding the team to reach QOF and LQC targets (supported by the practice manager and
clinical leads).
- Assist the practice manager with CQC Compliance.
- Deputise for the practice manager on site when they are off site.
- Work closely with reception to enable oversight of the operational
running of reception and be able to implement change and manage staff.
- Assist with liaising with the landlord and contractors, dealing with premises defects and maintenance issues.
- Coordinate all staff absences, maintaining an effective absence register.
- Manage staff absence/lateness/performance capability, in conjunction with the practice policy.
- Act as the communication link between the management team and staff.
- Plan and lead monthly administrative meetings and assist with planning the monthly clinical meetings..
- Ensure annual appraisal has been completed with all
reception/administrative staff.
- Assist in the planning and implementation of annual flu/vaccination and immunisation clinics in conjunction with the practice
nurse and practice manager.
- Manage and respond to verbal and written patient complaints.
- Be responsible for managing tasks in workflow/emis clinical system.
- Manage the new patient process of GP2GP in registration and ensure the administration team summarise medical records within 8 weeks of receipt.
- Assist in the management of GP Teamnet (intranet) and MS Teams to provide effective usage and communication.
Job description
Job responsibilities
The following are the core responsibilities of the deputy practice manager. There may be
on occasion, a requirement to carry out other tasks; this will be dependent upon factors
such as workload and staffing levels.
The deputy practice manager is responsible for:
- Supporting the practice manager in the day-to-day operations of the practice,
ensuring staff achieve their primary responsibilities
- Providing leadership and guidance for the following staff: Administration and
Reception Staff.
- Ensuring staff adhere to policy and procedure at all times
- Monitoring compliance with health and safety legislation and infection prevention and control, providing leadership and
direction for staff.
- Maintain an up to date mandatory training record for all staff.
- Manage all staff rotas and assist with the recruitment of staff. Book and mange locums for all clinical staff absence, ensuring HR checks and records are up to date and complete.
- Support and resolve practice IT issues where appropriate.
- Monitor group mailboxes, ensuring information is disseminated appropriately.
- Ensuring the clinical session structure is effective, meets the needs of the patients
and clinicians have access to suitable rooms and stock.
- Support staff with the effective use of all practice IT programmes and act as the practice digital champion.
- Monitoring and disseminating information on safety alerts and other pertinent
information to the team.
- Support the management team to maintain an incident reporting system, providing advice to staff and briefing
the team at meetings as required.
- Guiding the team to reach QOF and LQC targets (supported by the practice manager and
clinical leads).
- Assist the practice manager with CQC Compliance.
- Deputise for the practice manager on site when they are off site.
- Work closely with reception to enable oversight of the operational
running of reception and be able to implement change and manage staff.
- Assist with liaising with the landlord and contractors, dealing with premises defects and maintenance issues.
- Coordinate all staff absences, maintaining an effective absence register.
- Manage staff absence/lateness/performance capability, in conjunction with the practice policy.
- Act as the communication link between the management team and staff.
- Plan and lead monthly administrative meetings and assist with planning the monthly clinical meetings..
- Ensure annual appraisal has been completed with all
reception/administrative staff.
- Assist in the planning and implementation of annual flu/vaccination and immunisation clinics in conjunction with the practice
nurse and practice manager.
- Manage and respond to verbal and written patient complaints.
- Be responsible for managing tasks in workflow/emis clinical system.
- Manage the new patient process of GP2GP in registration and ensure the administration team summarise medical records within 8 weeks of receipt.
- Assist in the management of GP Teamnet (intranet) and MS Teams to provide effective usage and communication.
Person Specification
Other requirements
Essential
- Flexibility to change working hours to suit the needs of the business.
- Disclosure Barring Service (DBS) check.
- Maintains confidentiality at all times.
Experience
Essential
- Experience of working with the general public
- Experience of working in a health care setting
- Experience of workforce planning
Desirable
- Experience of leading multidisciplinary teams .
- Experience of performance management, including appraisal, staff development and disciplinary procedures.
- NHS / Primary Care General Practice experience.
- Relevant health and safety experience.
- Experience of producing agendas and minutes for meetings.
Personal Qualities
Essential
- Polite and confident.
- Flexible and cooperative.
- Excellent interpersonal skills.
- Motivated and proactive.
- Ability to use initiative and judgement.
- Forward thinker with a solutions focused approach.
- High levels of integrity and loyalty.
- Sensitive and empathetic in distressing situations.
- Ability to work under pressure.
- Confident, assertive and resilient.
- Ability to drive and deliver change effectively.
- Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions.
Skills
Essential
- Excellent communication skills (written, oral and presenting).
- Strong IT skills (generic).
- Excellent leadership skills.
- Strategic thinker.
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment.
- Effective time management (Planning & Organising)
- Ability to develop, implement and embed policy and procedure.
- Ability to motivate and train staff.
Desirable
- EMIS user skills.
- Proven problem solving & analytical skills.
Qualifications
Essential
- Good standard of education with excellent literacy and numeracy skills.
Desirable
- Leadership and / or Management Qualification.
- AMSPAR Qualification/Degree/Diploma level qualification .
Person Specification
Other requirements
Essential
- Flexibility to change working hours to suit the needs of the business.
- Disclosure Barring Service (DBS) check.
- Maintains confidentiality at all times.
Experience
Essential
- Experience of working with the general public
- Experience of working in a health care setting
- Experience of workforce planning
Desirable
- Experience of leading multidisciplinary teams .
- Experience of performance management, including appraisal, staff development and disciplinary procedures.
- NHS / Primary Care General Practice experience.
- Relevant health and safety experience.
- Experience of producing agendas and minutes for meetings.
Personal Qualities
Essential
- Polite and confident.
- Flexible and cooperative.
- Excellent interpersonal skills.
- Motivated and proactive.
- Ability to use initiative and judgement.
- Forward thinker with a solutions focused approach.
- High levels of integrity and loyalty.
- Sensitive and empathetic in distressing situations.
- Ability to work under pressure.
- Confident, assertive and resilient.
- Ability to drive and deliver change effectively.
- Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions.
Skills
Essential
- Excellent communication skills (written, oral and presenting).
- Strong IT skills (generic).
- Excellent leadership skills.
- Strategic thinker.
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment.
- Effective time management (Planning & Organising)
- Ability to develop, implement and embed policy and procedure.
- Ability to motivate and train staff.
Desirable
- EMIS user skills.
- Proven problem solving & analytical skills.
Qualifications
Essential
- Good standard of education with excellent literacy and numeracy skills.
Desirable
- Leadership and / or Management Qualification.
- AMSPAR Qualification/Degree/Diploma level qualification .
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.