Job summary
An opportunity has arisen to employ a well-organised, hard-working, and
self-motivated Assistant Practice Manager.
The successful candidate will not only assist
the Practice Manager in the smooth day-to-day running of the Practice but will
also be an essential part of the Management Team and have their own key
responsibilities relating to the Practice's areas of business.
Main duties of the job
Includes,
but not limited to:
- Maintain
the Practice's accounts by recording all income and expenditure on our accounts
software system.
- Raise
and pay invoices, maintain petty cash, and oversee all patient fee income.
- Organise
and oversee all new staff pre-employment checks (DBS), inductions, medical
protection insurance, and all staff HR folders.
- Training
Lead for all non-clinical staff training, and organise a programme of staff
training sessions for all staff.
- Manage
and approve annual leave requests and update SystmOne rotas as necessary.
- Manage
the Practice's website and social media content.
- Oversee
the Reception Team rota to ensure sufficient cover during opening hours.
- Schedule
Practice meetings for the year (April-March) and attend/minute/contribute to
meetings as and when necessary.
- Wellbeing
Champion.
- Undertake
Legionella checks.
- Cover
Practice Manager tasks during their absence (eg. annual leave cover).
About us
Killamarsh Medical Practice is a forward thinking, dynamic, Practice
located within the North-East Derbyshire Primary Care Network (PCN). We have one main site and cover 2 Care Homes
within the local community.
We have a
list size of approximately 8,500 patients, and have a friendly and supportive
Practice team with a real commitment to high quality patient care.
Job description
Job responsibilities
Finance
- Raise
invoices when required and process the payment of all invoices.
- Accounts
Manager including the recording of all income and expenditure within the
Practice.
- Maintain
petty cash and oversee all patient fee income, including visits to the bank.
- Contribute
to improving financial performance for the Practice and meet with external
suppliers.
- Manage
and process all non-clinical ordering for the Practice (for example, kitchen
supplies, stationery, cleaning equipment).
Human Resources
- In
the absence of the Practice Manager, provide first line contact and management
for all staff and ensure they adhere to all Practice policies and procedures.
- In
the absence of the Practice Manager, deal with the recording and investigation
of patient complaints.
- Organise
and oversee all new staff pre-employment checks (DBS), inductions, and medical
protection (MPS).
- Training
Lead for all non-clinical staff training (QUEST planning and TeamNet) to meet
NHS requirements, QUEST planning, TeamNet training (logs and certification),
external courses (booking and payment), and updating SystmOne rotas for
clinical staff.
- Manage
and oversee staff HR folders (online and hard copies).
- Submit
monthly National Workforce reports to the Strategic Data Collections Service
(SDCS).
Operational
- To
manage the SystmOne rolling rotas to ensure all clinical staff appointment
rotas are rolled over a minimum 8 weeks in advance, and include Practice
meetings, Extended Access cover, and external healthcare visitors (eg. DSN
clinics).
- To
update Cleaning/Clinical/Reception Team rotas with annual leave, Practice and
external meetings, training, and external work commitments.
- Manage
and approve annual leave requests for all staff, liaising with the Practice
Manager and Partners when necessary.
- Organise
non-clinical staff cover, when necessary, due to annual leave or sick leave,
including helping cover Reception (front desk and/or telephones) and Medical
Secretary.
- Manage
the Practice's website and social media content.
- Manage
the Reception Team rota to ensure there is sufficient cover during opening
hours including Extended Access.
- Manage
external contractors and highlight estate issues to the Practice Manager (eg.
window cleaning, gardening, drains).
Organisational
- Schedule
Practice meetings for the year (April-March), update Microsoft Calendar/rotas,
and email all meeting attendees.
- Attend,
minute, contribute to regular Practice team meetings (Clinical, Data and Admin,
PPG, Reception) ensuring all action points are completed.
- Support
the Practice Manager in the reviewing and updating of Practice policies and
procedures, and with the continuous improvement and change initiatives.
- Manage
all staff leave including the calculation of annual leave yearly entitlements,
updating TeamNet and rotas, recording sick leave and maternity leave.
Welfare
- Manage
the ordering of lunch for any meetings requiring refreshments.
- Organise
flowers, gifts etc, for staff leaving.
- Manage
staff social events (eg. Christmas party).
- Wellbeing
Champion for the Practice.
Job description
Job responsibilities
Finance
- Raise
invoices when required and process the payment of all invoices.
- Accounts
Manager including the recording of all income and expenditure within the
Practice.
- Maintain
petty cash and oversee all patient fee income, including visits to the bank.
- Contribute
to improving financial performance for the Practice and meet with external
suppliers.
- Manage
and process all non-clinical ordering for the Practice (for example, kitchen
supplies, stationery, cleaning equipment).
Human Resources
- In
the absence of the Practice Manager, provide first line contact and management
for all staff and ensure they adhere to all Practice policies and procedures.
- In
the absence of the Practice Manager, deal with the recording and investigation
of patient complaints.
- Organise
and oversee all new staff pre-employment checks (DBS), inductions, and medical
protection (MPS).
- Training
Lead for all non-clinical staff training (QUEST planning and TeamNet) to meet
NHS requirements, QUEST planning, TeamNet training (logs and certification),
external courses (booking and payment), and updating SystmOne rotas for
clinical staff.
- Manage
and oversee staff HR folders (online and hard copies).
- Submit
monthly National Workforce reports to the Strategic Data Collections Service
(SDCS).
Operational
- To
manage the SystmOne rolling rotas to ensure all clinical staff appointment
rotas are rolled over a minimum 8 weeks in advance, and include Practice
meetings, Extended Access cover, and external healthcare visitors (eg. DSN
clinics).
- To
update Cleaning/Clinical/Reception Team rotas with annual leave, Practice and
external meetings, training, and external work commitments.
- Manage
and approve annual leave requests for all staff, liaising with the Practice
Manager and Partners when necessary.
- Organise
non-clinical staff cover, when necessary, due to annual leave or sick leave,
including helping cover Reception (front desk and/or telephones) and Medical
Secretary.
- Manage
the Practice's website and social media content.
- Manage
the Reception Team rota to ensure there is sufficient cover during opening
hours including Extended Access.
- Manage
external contractors and highlight estate issues to the Practice Manager (eg.
window cleaning, gardening, drains).
Organisational
- Schedule
Practice meetings for the year (April-March), update Microsoft Calendar/rotas,
and email all meeting attendees.
- Attend,
minute, contribute to regular Practice team meetings (Clinical, Data and Admin,
PPG, Reception) ensuring all action points are completed.
- Support
the Practice Manager in the reviewing and updating of Practice policies and
procedures, and with the continuous improvement and change initiatives.
- Manage
all staff leave including the calculation of annual leave yearly entitlements,
updating TeamNet and rotas, recording sick leave and maternity leave.
Welfare
- Manage
the ordering of lunch for any meetings requiring refreshments.
- Organise
flowers, gifts etc, for staff leaving.
- Manage
staff social events (eg. Christmas party).
- Wellbeing
Champion for the Practice.
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
- Fluent in written and spoken English.
Desirable
- Qualified in Management or Human Resources
- Qualified in Accountancy
Experience
Essential
- At least 2 years HR / staff management experience.
- At least 2 years financial accountancy experience.
- Ability to on one's own initiative as well as work as a team and be able to lead a team.
- Have problem solving and analytical skills.
- Ability to work in a busy environment and prioritise work effectively, working on own initiative.
- Ability to work to deadlines and have flexibility to meet the Practice's needs.
- Good level of IT experience and knowledge.
Desirable
- Experience of working in a Primary Care or other Healthcare setting.
- Have a current full UK driving licence.
- Experience and knowledge of Sage Accounts, SystmOne, Microsoft Office systems.
- Experience and knowledge of General Data Protection Regulation (GDPR).
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
- Fluent in written and spoken English.
Desirable
- Qualified in Management or Human Resources
- Qualified in Accountancy
Experience
Essential
- At least 2 years HR / staff management experience.
- At least 2 years financial accountancy experience.
- Ability to on one's own initiative as well as work as a team and be able to lead a team.
- Have problem solving and analytical skills.
- Ability to work in a busy environment and prioritise work effectively, working on own initiative.
- Ability to work to deadlines and have flexibility to meet the Practice's needs.
- Good level of IT experience and knowledge.
Desirable
- Experience of working in a Primary Care or other Healthcare setting.
- Have a current full UK driving licence.
- Experience and knowledge of Sage Accounts, SystmOne, Microsoft Office systems.
- Experience and knowledge of General Data Protection Regulation (GDPR).
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.
