Job summary
Clifton lane Medical Centreis recruiting for the position of full time Assistant Practice Manager. This is an exciting opportunity for a highly motivated and organised individual looking for a rewarding career in the NHS.
Whether you are an experienced Assistant Practice Manager seeking a fresh challenge or a Senior Administrator / Healthcare Professional ready to step up, we want to hear from you!
We are a family run Practice dedicated to the wellbeing of our patients and staff.
We are looking for someone who has a passion for innovation and collaboration to join our enthusiastic, dynamic and highly engaged team. With two of our GPs actively involved in working with our local Primary Care Networks and GP Federation, we are at the heart of shaping local primary care.
Main duties of the job
The post holder will support the Practice Manager with all aspects of running a General Practice.
To support the Practice Manager with all aspects of practice functionality, motivating and managing staff, optimising efficiency and financial performance in a safe and effective working environment.
Through innovative ways of working, motivate the team in promoting Equality Diversity and Inclusion, Health, Environment and Fire safety, Quality and Continuous Improvement, Confidentiality, Collaborative Working, Service Delivery, Learning and Development and work in collaboration with the team to ensure the practice complies with CQC regulations.
About us
Clifton Medical Centre's list size is 5500. We have three GP Partners, Salaried GP, Specialist nurse, practice nurse, Clinical Pharmacists along with other admin team. Clifton Medical Centre has a branch site Victoria Health Centre based in Smethwick.
Job description
Job responsibilities
To support the Practice Manager with all aspects of practice functionality, motivating and managing staff, optimising efficiency and financial performance in a safe and effective working environment.
Through innovative ways of working, motivate the team in promoting Equality Diversity and Inclusion, Health, Environment and Fire safety, Quality and Continuous Improvement, Confidentiality, Collaborative Working, Service Delivery, Learning and Development and work in collaboration with the team to ensure the practice complies with CQC regulations.
Primary key responsibilities
The following are the core responsibilities of the Assistant 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 Assistant 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 to all staff ensuring that they adhere to policy and procedure at all times
- Providing key performance information as requested
- Undertaking tasks as directed by the Practice Manager in areas of change management and continuous improvement
- In conjunction with the Practice Manager, setting and monitoring performance targets, identifying areas for improvement to enhance patient services
- Overseeing the administrative elements of QOF, liaising with GPs, nursing staff and administrators and guiding the team to reach QOF targets.
- Implementing systems to ensure compliance with CQC regulations and standards
- Leading the management of complaints, patient feedback, significant events and learning events.
- Evaluating, organising and overseeing the staff induction programme
- Implementing and embedding an effective staff appraisal process
- Implementing and embedding an effective practice and staff development plan for all staff (clinical and administrative) whilst maintaining a robust training record
- Implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare
- Leading the management of the clinical system, ensuring IT security and IG compliance at all times and responding to and resolving all local IT issues
- Actively encouraging and promoting the use of patient online services
- Updating and acting as the focal point of contact for the practice website, social media sites, practice information leaflets and health education material
- Reviewing and updating clinical templates ensuring they relate to current practice
- Running clinical searches and submitting enhanced service claims via CQRS, CQRS Local and the Federation claims process on a monthly and quarterly basis.
- Managing contracts for and highlighting issues with services i.e., cleaning, gardening, window cleaning etc.
- Ensuring the staff implement the practice wide approach to the management of all patient services matters
- Lead the management of the Patient Participation Group
- Coordinating the practice diary, ensuring meetings are scheduled appropriately
- Coordinating internal and external meeting arrangements, preparing agendas and producing minutes for meetings
- Effective monitoring of the Friends and Families Test
- Secondary responsibilities
- In addition to the primary responsibilities, the Assistant Practice Manager may be requested to:
- Deputise for the Practice Manager
- Ensure all staff are aware of the management of the premises, including health and safety aspects and undertake risk assessments and mandatory training as required
- Monitor and disseminate information on safety alerts and other pertinent information
- Implement the complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalated to the next level
- Brief clinicians on performance levels, advising actions to ensure high achievement across all QOF areas
- Maintain the significant event database, providing advice to staff and briefing the team at meetings as required
- Identify trends and devise solutions to reduce risk and repeated occurrences of significant events
- Develop, implement and embed the practice audit programme (in conjunction with the lead nurse)
- Support the Practice Manager in the reviewing and updating of practice policies and procedures
- Support the practice and management team with continuous improvement and change initiatives
Job description
Job responsibilities
To support the Practice Manager with all aspects of practice functionality, motivating and managing staff, optimising efficiency and financial performance in a safe and effective working environment.
Through innovative ways of working, motivate the team in promoting Equality Diversity and Inclusion, Health, Environment and Fire safety, Quality and Continuous Improvement, Confidentiality, Collaborative Working, Service Delivery, Learning and Development and work in collaboration with the team to ensure the practice complies with CQC regulations.
Primary key responsibilities
The following are the core responsibilities of the Assistant 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 Assistant 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 to all staff ensuring that they adhere to policy and procedure at all times
- Providing key performance information as requested
- Undertaking tasks as directed by the Practice Manager in areas of change management and continuous improvement
- In conjunction with the Practice Manager, setting and monitoring performance targets, identifying areas for improvement to enhance patient services
- Overseeing the administrative elements of QOF, liaising with GPs, nursing staff and administrators and guiding the team to reach QOF targets.
- Implementing systems to ensure compliance with CQC regulations and standards
- Leading the management of complaints, patient feedback, significant events and learning events.
- Evaluating, organising and overseeing the staff induction programme
- Implementing and embedding an effective staff appraisal process
- Implementing and embedding an effective practice and staff development plan for all staff (clinical and administrative) whilst maintaining a robust training record
- Implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare
- Leading the management of the clinical system, ensuring IT security and IG compliance at all times and responding to and resolving all local IT issues
- Actively encouraging and promoting the use of patient online services
- Updating and acting as the focal point of contact for the practice website, social media sites, practice information leaflets and health education material
- Reviewing and updating clinical templates ensuring they relate to current practice
- Running clinical searches and submitting enhanced service claims via CQRS, CQRS Local and the Federation claims process on a monthly and quarterly basis.
- Managing contracts for and highlighting issues with services i.e., cleaning, gardening, window cleaning etc.
- Ensuring the staff implement the practice wide approach to the management of all patient services matters
- Lead the management of the Patient Participation Group
- Coordinating the practice diary, ensuring meetings are scheduled appropriately
- Coordinating internal and external meeting arrangements, preparing agendas and producing minutes for meetings
- Effective monitoring of the Friends and Families Test
- Secondary responsibilities
- In addition to the primary responsibilities, the Assistant Practice Manager may be requested to:
- Deputise for the Practice Manager
- Ensure all staff are aware of the management of the premises, including health and safety aspects and undertake risk assessments and mandatory training as required
- Monitor and disseminate information on safety alerts and other pertinent information
- Implement the complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalated to the next level
- Brief clinicians on performance levels, advising actions to ensure high achievement across all QOF areas
- Maintain the significant event database, providing advice to staff and briefing the team at meetings as required
- Identify trends and devise solutions to reduce risk and repeated occurrences of significant events
- Develop, implement and embed the practice audit programme (in conjunction with the lead nurse)
- Support the Practice Manager in the reviewing and updating of practice policies and procedures
- Support the practice and management team with continuous improvement and change initiatives
Person Specification
Assistance Practice Manager
Essential
- Flexibility to work outside core office hours
- Disclosure Barring Service (DBS) check
- Maintain confidentiality at all times
- Full UK driving licence
Qualifications
Essential
- Excellent communication skills (written, oral and presenting)
- Strong IT skills (generic)
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management (planning and organising)
- Ability to network and build relationships
- Ability to implement and embed policy and procedure
- Ability to motivate and train staff
- Personal qualities
Desirable
- Ability to recognise opportunities to enhance service delivery
- Excellent leadership skills
- Strategic thinker and negotiator
- EMIS/SystmOne/Vision user skills
- Proven problem solving and analytical skills
Experience
Essential
- Experience of working with the general public
- Experience of working in an NHS or healthcare setting
Desirable
- Experience of managing multidisciplinary teams
- Experience of performance management, including appraisal writing, staff development and disciplinary procedures
- Experience of successfully developing and implementing projects
- Relevant health and safety experience
Person Specification
Assistance Practice Manager
Essential
- Flexibility to work outside core office hours
- Disclosure Barring Service (DBS) check
- Maintain confidentiality at all times
- Full UK driving licence
Qualifications
Essential
- Excellent communication skills (written, oral and presenting)
- Strong IT skills (generic)
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management (planning and organising)
- Ability to network and build relationships
- Ability to implement and embed policy and procedure
- Ability to motivate and train staff
- Personal qualities
Desirable
- Ability to recognise opportunities to enhance service delivery
- Excellent leadership skills
- Strategic thinker and negotiator
- EMIS/SystmOne/Vision user skills
- Proven problem solving and analytical skills
Experience
Essential
- Experience of working with the general public
- Experience of working in an NHS or healthcare setting
Desirable
- Experience of managing multidisciplinary teams
- Experience of performance management, including appraisal writing, staff development and disciplinary procedures
- Experience of successfully developing and implementing projects
- Relevant health and safety 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.