Job summary
Abercromby Family Practice is looking to recruit an Assistant Practice Manager for our friendly general practice close to Liverpool city centre. The role will support the Partners and Practice Manager to continue to meet the fast changing requirements of a modern general practice.
We serve a diverse population of circa 7000, are a training practice, have a CQC rating of "Good" and are part of Central Liverpool Primary Care Network.
Our multi-disciplinary team comprises GPs, nursing and healthcare assistant staff, pharmacists, GPs in training, Physicians Associate, Social Prescribers and Health and Wellbeing Coaches, Physiotherapists and a supportive managerial, supervisory and administrative team.
Applications are welcomed from those with either general practice or other relevant experience. Salary dependent upon experience.
Main duties of the job
To support the Practice Manager in ensuring the smooth, effective and efficient running of the Practice, complying with all statutory, contractual and regulatory requirements.
To be responsible for the generation, analysis and management of clinical and non-clinical information to ensure the Practice meets the performance and quality standards set by the Practice and by the wider NHS. To manage data quality issues, providing advice and guidance to all staff in the use of the clinical and other IT systems.
To work closely with all clinicians, the Practice Manager and other members of the team to develop and implement systems needed to meet the fast changing requirements of a modern general practice.
To deputise for the Practice Manager as appropriate.
About us
We serve a diverse population of circa 7000, are a training practice, have a CQC rating of "Good" and are part of Central Liverpool Primary Care Network.
Our multi-disciplinary team comprises GPs, nursing and healthcare assistant staff, pharmacists, GPs in training, Physicians Associate, Social Prescribers and Health and Wellbeing Coaches, Physiotherapists and a supportive managerial, supervisory and administrative team.
Date posted
20 January 2025
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Full-time
Reference number
A1582-25-0000
Job locations
Grove Street
Edge Hill
Liverpool
L7 7HG
Job description
Job responsibilities
Job Description Assistant Practice Manager
Job Title:
Assistant Practice Manager
Reporting to:
Practice Manager
Accountable to:
Partners
Position Type:
Permanent, full time (37.50 hours per week)
Role Summary:
To support the Practice Manager in ensuring the smooth, effective and efficient running of the Practice, complying with all statutory, contractual and regulatory requirements.
To be responsible for the generation, analysis and management of clinical and non-clinical information to ensure the Practice meets the performance and quality standards set by the Practice and by the wider NHS. To manage data quality issues, providing advice and guidance to all staff in the use of the clinical and other IT systems.
To work closely with all clinicians, the Practice Manager and other members of the team to develop and implement systems needed to meet the fast changing requirements of a modern general practice.
To deputise for the Practice Manager as appropriate.
Duties and Responsibilities
Management Duties
Management of the clerical team; including appraisals, performance management, absence management, training, disciplinary and grievance, overseeing leave requests and cover arrangements.
To provide support to the Practice Manager for specific project work; eg GPTeamnet, Blinx, i-Plato, eMR, AccuRx, Digitisation of MREs, Rightfax, X-on Telephony.
To support the change and development agenda in the practice.
Support the Practice Manager in the development of and maintenance of CQC readiness.
Support the recruitment processes for all staff disciplines in line with Practice policy.
Induction and training of new staff (including Employees, Trainees and Students), clinical and non-clinical, in line with practice policies and procedures.
Carry out training needs analyses and devise training plans for individuals and teams. Work with iMerseyside and other training providers to facilitate staff training as appropriate. Succession planning.
Supporting the planning and implementation of the staff rota, the GP and Practice Nurse rotas, including Students, Trainees and Registrars.
To ensure that all staff are fully aware and formally briefed on any changes to procedures, or any other working practices, as communicated by the Practice Manager.
Actively promote positive communications across the whole practice team, extended primary and secondary healthcare colleagues, external agencies, patients and carers. Recognise peoples needs for alternative methods of communication and respond accordingly.
Regularly review operating and working practices, policies and procedures. Document and evidence reviews.
Represent the Practice externally and with Patient Participation Group meetings and events.
Promote teamwork and co-operation to engender motivation and commitment to meeting Practice objectives.
Ensure team is aware of Practice goals/objectives and understand their role in achieving them.
In conjunction with the Reception Supervisor deal with complaints in the initial stages in line with the Practice policy.
Ensure a safe working environment, observing health and safety, legislative, regulatory and Practice Policy guidelines at all times.
Ensure a smooth running, efficient and effective reception and administration operation.
Lead regular team meetings and participate in monthly closed for training sessions. Convene ad-hoc meetings. Prepare agendas, take minutes as appropriate.
Oversee appointment system; extension of books, staff adherence to current appointment system booking arrangements, liaison with clinicians and usage data collection, collation, interpretation and presentation.
Lead health campaigns; ie flu season.
Manage processes that ensure accurate and timely patient registrations and deductions.
Support the Practice Manager in the organisation of Closed for Training Sessions; including ideas for subjects, producing agendas, inviting guests, taking and distributing minutes.
Management/editorship of practice website and NHS website.
Management of Friends and Family requirements; including advertisements, data collection, data submission and follow up actions.
Information, Management and Technology
To be responsible for the promotion, monitoring and documentation of performance and quality standards using IT and manual solutions under the direction of Partners and Practice Manager.
Data Quality work with CCG/Network or others to validate patient information, performing regular checks and quality audits.
Provide support, advice and training for all staff in the use of the clinical system and other IT solutions.
To provide support to the Practice Manager for specific project work.
To oversee the administration of the clinical system and other IT solutions, ensuring clinical integrity.
To provide first line technical support for IM&T issues and to liaise with IMerseyside and or system suppliers to resolve other hardware and/or software issues.
Searches and Audit set up, run and advise on clinical searches, to include monthly, quarterly, and annual returns; eg CQRS, NHSE, CCG. Interrogate data for audit purposes. Present information to Practice Manager, Partners, staff as appropriate making relevant recommendations.
User management Emis and other IT solutions. Maintain current users, add and remove personnel appropriately and timely. Smartcard management.
Information Governance/Data Security and Protection/GDPR/Confidentiality/Caldicott lead on requirements, including the completion of the annual DSPToolkit, policies and procedures and staff training. Ensure security of data at all times.
Provide in-house support in the use of clinical IT system regularly testing, recording and reporting on staff and organisational performance.
Participate in the use of Aristotle(and/or other local or national data systems) to track and report on organisational performance against KPIs.
Lead practice requirements to maintain paper light status and data re-accreditation.
QOF/Enhanced Services/LCCG LQUIS/Network - to be aware of national, local and practice quality standards for chronic disease management. Provide support to the clinical team and lead GPs in correctly identifying and targeting patients for assessment and treatment. Ensure all aware of the importance of maintaining disease registers and assist in the validation process. Provide advice and guidance on the correct use of coding to maximise activity and therefore funding. Provide regular progress reports towards achievement of targets.
Call and Recall oversee the clerical processes with partners, PM and Care Co-ordinator. To include all chronic disease areas, other agreed QOF or GP Specification areas (and other subsequent national or local areas), seasonal campaigns, cancer screening.
To assist in the production of information for clinical audits as requested by practice clinicians.
Buildings and Estates
Provide a point of contact/reference for issues including telephone systems, maintenance schedules and works and reporting of issues.
Health and Safety
Ensure all accidents and dangerous incidents are investigated, recorded, reported and where necessary any follow up action taken.
In line with Practice policies ensure teams adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
Ensure all health and safety mandatory training is up to date.
General
Participate in any training programmes implemented by the practice. Participate in annual individual performance review, taking responsibility for maintaining a record of own personal and professional development.
Work as a flexible member of the team to ensure the smooth running of the practice, providing support to other team members when necessary.
Support and respect the equality, diversity, privacy, dignity, needs, beliefs and rights of patients, carers and colleagues in line with Practice policies and current legislation.
Support the confidentiality and Data Security and Protection agenda in line with Practice policies and current legislation.
This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties which may be requested from time-to-time
Prepared by: Linda Foster
Title: Practice Manager
Date: 14th January 2025
Job description
Job responsibilities
Job Description Assistant Practice Manager
Job Title:
Assistant Practice Manager
Reporting to:
Practice Manager
Accountable to:
Partners
Position Type:
Permanent, full time (37.50 hours per week)
Role Summary:
To support the Practice Manager in ensuring the smooth, effective and efficient running of the Practice, complying with all statutory, contractual and regulatory requirements.
To be responsible for the generation, analysis and management of clinical and non-clinical information to ensure the Practice meets the performance and quality standards set by the Practice and by the wider NHS. To manage data quality issues, providing advice and guidance to all staff in the use of the clinical and other IT systems.
To work closely with all clinicians, the Practice Manager and other members of the team to develop and implement systems needed to meet the fast changing requirements of a modern general practice.
To deputise for the Practice Manager as appropriate.
Duties and Responsibilities
Management Duties
Management of the clerical team; including appraisals, performance management, absence management, training, disciplinary and grievance, overseeing leave requests and cover arrangements.
To provide support to the Practice Manager for specific project work; eg GPTeamnet, Blinx, i-Plato, eMR, AccuRx, Digitisation of MREs, Rightfax, X-on Telephony.
To support the change and development agenda in the practice.
Support the Practice Manager in the development of and maintenance of CQC readiness.
Support the recruitment processes for all staff disciplines in line with Practice policy.
Induction and training of new staff (including Employees, Trainees and Students), clinical and non-clinical, in line with practice policies and procedures.
Carry out training needs analyses and devise training plans for individuals and teams. Work with iMerseyside and other training providers to facilitate staff training as appropriate. Succession planning.
Supporting the planning and implementation of the staff rota, the GP and Practice Nurse rotas, including Students, Trainees and Registrars.
To ensure that all staff are fully aware and formally briefed on any changes to procedures, or any other working practices, as communicated by the Practice Manager.
Actively promote positive communications across the whole practice team, extended primary and secondary healthcare colleagues, external agencies, patients and carers. Recognise peoples needs for alternative methods of communication and respond accordingly.
Regularly review operating and working practices, policies and procedures. Document and evidence reviews.
Represent the Practice externally and with Patient Participation Group meetings and events.
Promote teamwork and co-operation to engender motivation and commitment to meeting Practice objectives.
Ensure team is aware of Practice goals/objectives and understand their role in achieving them.
In conjunction with the Reception Supervisor deal with complaints in the initial stages in line with the Practice policy.
Ensure a safe working environment, observing health and safety, legislative, regulatory and Practice Policy guidelines at all times.
Ensure a smooth running, efficient and effective reception and administration operation.
Lead regular team meetings and participate in monthly closed for training sessions. Convene ad-hoc meetings. Prepare agendas, take minutes as appropriate.
Oversee appointment system; extension of books, staff adherence to current appointment system booking arrangements, liaison with clinicians and usage data collection, collation, interpretation and presentation.
Lead health campaigns; ie flu season.
Manage processes that ensure accurate and timely patient registrations and deductions.
Support the Practice Manager in the organisation of Closed for Training Sessions; including ideas for subjects, producing agendas, inviting guests, taking and distributing minutes.
Management/editorship of practice website and NHS website.
Management of Friends and Family requirements; including advertisements, data collection, data submission and follow up actions.
Information, Management and Technology
To be responsible for the promotion, monitoring and documentation of performance and quality standards using IT and manual solutions under the direction of Partners and Practice Manager.
Data Quality work with CCG/Network or others to validate patient information, performing regular checks and quality audits.
Provide support, advice and training for all staff in the use of the clinical system and other IT solutions.
To provide support to the Practice Manager for specific project work.
To oversee the administration of the clinical system and other IT solutions, ensuring clinical integrity.
To provide first line technical support for IM&T issues and to liaise with IMerseyside and or system suppliers to resolve other hardware and/or software issues.
Searches and Audit set up, run and advise on clinical searches, to include monthly, quarterly, and annual returns; eg CQRS, NHSE, CCG. Interrogate data for audit purposes. Present information to Practice Manager, Partners, staff as appropriate making relevant recommendations.
User management Emis and other IT solutions. Maintain current users, add and remove personnel appropriately and timely. Smartcard management.
Information Governance/Data Security and Protection/GDPR/Confidentiality/Caldicott lead on requirements, including the completion of the annual DSPToolkit, policies and procedures and staff training. Ensure security of data at all times.
Provide in-house support in the use of clinical IT system regularly testing, recording and reporting on staff and organisational performance.
Participate in the use of Aristotle(and/or other local or national data systems) to track and report on organisational performance against KPIs.
Lead practice requirements to maintain paper light status and data re-accreditation.
QOF/Enhanced Services/LCCG LQUIS/Network - to be aware of national, local and practice quality standards for chronic disease management. Provide support to the clinical team and lead GPs in correctly identifying and targeting patients for assessment and treatment. Ensure all aware of the importance of maintaining disease registers and assist in the validation process. Provide advice and guidance on the correct use of coding to maximise activity and therefore funding. Provide regular progress reports towards achievement of targets.
Call and Recall oversee the clerical processes with partners, PM and Care Co-ordinator. To include all chronic disease areas, other agreed QOF or GP Specification areas (and other subsequent national or local areas), seasonal campaigns, cancer screening.
To assist in the production of information for clinical audits as requested by practice clinicians.
Buildings and Estates
Provide a point of contact/reference for issues including telephone systems, maintenance schedules and works and reporting of issues.
Health and Safety
Ensure all accidents and dangerous incidents are investigated, recorded, reported and where necessary any follow up action taken.
In line with Practice policies ensure teams adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
Ensure all health and safety mandatory training is up to date.
General
Participate in any training programmes implemented by the practice. Participate in annual individual performance review, taking responsibility for maintaining a record of own personal and professional development.
Work as a flexible member of the team to ensure the smooth running of the practice, providing support to other team members when necessary.
Support and respect the equality, diversity, privacy, dignity, needs, beliefs and rights of patients, carers and colleagues in line with Practice policies and current legislation.
Support the confidentiality and Data Security and Protection agenda in line with Practice policies and current legislation.
This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties which may be requested from time-to-time
Prepared by: Linda Foster
Title: Practice Manager
Date: 14th January 2025
Person Specification
Skills, Knowledge and Behaviours
Essential
- Excellent communication skills (Written and Oral)
- IT skills
- Negotiation and conflict management
- Time Management and the ability to work to deadlines
- Problem solving skills
- Interpersonal skills
- Knowledge of Windows and MS Office
- Knowledge of data security requirements
- Smart, polite and confident
- Planning and organising
- Performing under pressure
- Adaptability
- Using initiative
- Team working
- Self-motivated
- Flexibility
- Confidentiality
- Interested in training others
Desirable
- Knowledge of Emis Web Clinical IT System
- Knowledge of clinical read coding
Experience
Essential
- Practical experience of working with others
- Experience of using own initiative
- Experience of customer service
- Practical Experience of computerised recording systems, including Microsoft
Desirable
- Experience of using clinical IT software (EMIS Web)
- Experience of working within General Practice
Qualifications
Essential
- GCSE Mathematics and English C or above or equivalent
- Supervisory/management qualification or relevant workplace experience
- Audit skills qualification or relevant workplace experience
Person Specification
Skills, Knowledge and Behaviours
Essential
- Excellent communication skills (Written and Oral)
- IT skills
- Negotiation and conflict management
- Time Management and the ability to work to deadlines
- Problem solving skills
- Interpersonal skills
- Knowledge of Windows and MS Office
- Knowledge of data security requirements
- Smart, polite and confident
- Planning and organising
- Performing under pressure
- Adaptability
- Using initiative
- Team working
- Self-motivated
- Flexibility
- Confidentiality
- Interested in training others
Desirable
- Knowledge of Emis Web Clinical IT System
- Knowledge of clinical read coding
Experience
Essential
- Practical experience of working with others
- Experience of using own initiative
- Experience of customer service
- Practical Experience of computerised recording systems, including Microsoft
Desirable
- Experience of using clinical IT software (EMIS Web)
- Experience of working within General Practice
Qualifications
Essential
- GCSE Mathematics and English C or above or equivalent
- Supervisory/management qualification or relevant workplace experience
- Audit skills qualification or relevant workplace experience
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.
Employer details
Employer name
Abercromby Family Practice
Address
Grove Street
Edge Hill
Liverpool
L7 7HG
Employer's website
Employer details
Employer name
Abercromby Family Practice
Address
Grove Street
Edge Hill
Liverpool
L7 7HG
Employer's website
For questions about the job, contact:
Date posted
20 January 2025
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Full-time
Reference number
A1582-25-0000
Job locations
Grove Street
Edge Hill
Liverpool
L7 7HG
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