Assistant Practice Manager

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).

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

Killamarsh Medical Practice

Address

209 Sheffield Road

Killamarsh

Sheffield

S21 1DX

Employer's website

http://www.killamarshmedicalpractice.co.uk/ (Opens in a new tab)