Job summary
Adelaide Family Practice is looking for a suitably qualified, highly driven individual to join our innovative, well established and friendly practice. The successful applicant will join our management team, supporting the Practice Manager to lead and manage the team to maintain our high standards.
We are looking for a friendly, forward thinking, versatile leader who has experience of supporting, managing and motivating teams. The individual will need to have excellent communication and interpersonal skills and can form excellent working relationships.
To support the Practice Manager and the wider team in all aspects of practice processes and to look at ways to improve performance, comply with CQC regulations and to ensure continuous improvement along the way whilst supporting, motivating and managing team members. The role will be extremely varied and we require management support across the three sites. They will need to be able to produce work of a high standard, work effectively and efficiently under pressure whilst remaining calm at all times.
Overview of your organisation
Our well established and well respected practice is currently running across three sites with over 15,000 patients supported by a very experienced clinical and administrative team.
Main duties of the job
You must have the ability to innovate and show initiative and to be able to lead, motivate, and appraise the reception and admin team members along with managing clinical rotas for the appointments book on the clinical system (emis) You will support the day to day operations of the practice. Your would be expected to work both independently and within a team to achieve goals
About us
Our well established and respected practice is currently working across three sites as we await the build of our new state of the art medical centre. We pride ourselves on being a training practice supporting GP trainees and Medical students from across the North West.
We are a large practice with over 15,000 patients, supportive by a very experienced clinical and administrative team.
Job description
Job responsibilities
- To support and embrace digital innovation in the practice, including the promotion of patient online services.
- To undertake specific assigned task, support projects, audits and quality improvement within the practice.
- To become involved and provide support with certain aspects of the Practice Managers workload whilst managing the wider team.
- To provide supportive leadership and guidance to all staff.
- Coordinate patient education and communication initiatives to promote patient online services
- Identify opportunities for quality improvement initiatives, such as staff training programs efficiency and effectiveness.
- Oversee the implementation and utilisation of the patient online systems and other technologies to stream line processes and improve patient care.
- Collect and analyse data on key performance indicators, such as appointments wait times and patients outcomes, to enhance efficiency and effectiveness
- Liaise with external stakeholders, including healthcare professionals, suppliers, and regulatory bodies, to coordinate services and resolve issues
- Focus on providing excellent customer service and enhancing the patient experience
- To act as the practice administrator for the clinical systems and as practice coordinator for building maintenance and IT hardware issues, working closely with the Practice Manager
- Maintain policies and procedures
- Creating guides and protocols
- To liaise and work alongside other practices and organisations to support our patients, Practice and PCN.
- Excellent computer skills and knowledge to perform a number of IT requests.
- To lead on complaints received and support the administrative and reception managers to reply to complaints in a timely manner.
- To oversee the management of clinical systems, timetabling and team at all sites.
- To support in the logistical planning and preparation of the subsequent move to our new practice
- Provide operational support to the practice.
- To ensure compliance and regularly review CQC regulations and compliance.
- Supporting the team with searches and audits on the clinical systems.
- Coordinate processes and strategies around patient recalls
- Maintain compliance with GDPR, ICB requirements etc
- Support the nursing and administration leads to attain KPIs, QOF, LES, DES, IIF and other associated contracted targets.
- Ensure all HR processes are adhered to in the recruitment of staff.
- Ensure effective response and resolution to staff grievances and disciplinary issues.
- To organise and maintain health and safety regulation of each site.
- To review GP links alongside reception manager and oversee medicines management requests and queries alongside prescription admin lead to ensure outdated tasks are cleared.
- To oversee docman, EMIS tasks and lab reports to ensure they are processed in a timely manner.
- Reviewing and negotiating business contracts with suppliers and services required for the effective running of the business.
- To support the Practice Manager with PCN meetings and related workload.
- To support the Practice Manager with strategic business and workforce planning.
- To support the Practice Manager to produce reports for the Practice and PCN.
- To attend PCN meetings in the absence of the Practice Manager.
- To lead on apprenticeship schemes including apprenticeship recruitment and levy funding requests.
Quality:
The post-holder will strive to maintain quality within the Practice, and will:
- Alert other team members to issues of quality and risk.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
Job description
Job responsibilities
- To support and embrace digital innovation in the practice, including the promotion of patient online services.
- To undertake specific assigned task, support projects, audits and quality improvement within the practice.
- To become involved and provide support with certain aspects of the Practice Managers workload whilst managing the wider team.
- To provide supportive leadership and guidance to all staff.
- Coordinate patient education and communication initiatives to promote patient online services
- Identify opportunities for quality improvement initiatives, such as staff training programs efficiency and effectiveness.
- Oversee the implementation and utilisation of the patient online systems and other technologies to stream line processes and improve patient care.
- Collect and analyse data on key performance indicators, such as appointments wait times and patients outcomes, to enhance efficiency and effectiveness
- Liaise with external stakeholders, including healthcare professionals, suppliers, and regulatory bodies, to coordinate services and resolve issues
- Focus on providing excellent customer service and enhancing the patient experience
- To act as the practice administrator for the clinical systems and as practice coordinator for building maintenance and IT hardware issues, working closely with the Practice Manager
- Maintain policies and procedures
- Creating guides and protocols
- To liaise and work alongside other practices and organisations to support our patients, Practice and PCN.
- Excellent computer skills and knowledge to perform a number of IT requests.
- To lead on complaints received and support the administrative and reception managers to reply to complaints in a timely manner.
- To oversee the management of clinical systems, timetabling and team at all sites.
- To support in the logistical planning and preparation of the subsequent move to our new practice
- Provide operational support to the practice.
- To ensure compliance and regularly review CQC regulations and compliance.
- Supporting the team with searches and audits on the clinical systems.
- Coordinate processes and strategies around patient recalls
- Maintain compliance with GDPR, ICB requirements etc
- Support the nursing and administration leads to attain KPIs, QOF, LES, DES, IIF and other associated contracted targets.
- Ensure all HR processes are adhered to in the recruitment of staff.
- Ensure effective response and resolution to staff grievances and disciplinary issues.
- To organise and maintain health and safety regulation of each site.
- To review GP links alongside reception manager and oversee medicines management requests and queries alongside prescription admin lead to ensure outdated tasks are cleared.
- To oversee docman, EMIS tasks and lab reports to ensure they are processed in a timely manner.
- Reviewing and negotiating business contracts with suppliers and services required for the effective running of the business.
- To support the Practice Manager with PCN meetings and related workload.
- To support the Practice Manager with strategic business and workforce planning.
- To support the Practice Manager to produce reports for the Practice and PCN.
- To attend PCN meetings in the absence of the Practice Manager.
- To lead on apprenticeship schemes including apprenticeship recruitment and levy funding requests.
Quality:
The post-holder will strive to maintain quality within the Practice, and will:
- Alert other team members to issues of quality and risk.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
Person Specification
Experience
Essential
- Experience of managing teams
- Excellent interpersonal and communication skills
- IT literate, with experience in clinical systems (e.g EMIS) and Microsoft office
- Ability to remain calm under pressure and manage competing priorities
- Flexibility to work early early mornings and late finishes (Between 8:30am -6:30pm)
Desirable
- Knowledge of NHS contracts and the claims processes (e.g) QOF, DES, IIF etc
- Knowledge and understanding of CQC standards and practice compliance
Personal attributes
Essential
- Compassionate Caring Understanding Good listener Resilient Reliable Trustworthy Resourceful Self-Motivated and proactive Hard working and conscientious Innovative with enthusiasm and drive Flexible and cooperative Confident and assertive Professional and approachable at all times A team player who can motivate and maintain a positive working environment
Qualifications
Essential
- Good standard of education with excellent literacy and numeracy skills.
- Relevant leadership and management and/or financial qualifications
Desirable
- Qualified to degree level or above
- AMSPAR
- AAT
Knowledge and Skills
Essential
- Effective time management and ability to prioritise work in a fast paced environment Motivational, personable and approachable with a can do attitude Strong IT skills Ability to network and build working relationships. Ability to implement new policies and procedures Ability to plan and undertake quality improvement initiatives to improve service delivery and sustainability Strategic thinker and negotiator.
- Ability to plan and undertake quality improvement initiatives to improve service delivery and sustainability.
- Knowledge of EMIS web/ docman and teams
- Experience of working within the NHS/Primary Care General Practice
Person Specification
Experience
Essential
- Experience of managing teams
- Excellent interpersonal and communication skills
- IT literate, with experience in clinical systems (e.g EMIS) and Microsoft office
- Ability to remain calm under pressure and manage competing priorities
- Flexibility to work early early mornings and late finishes (Between 8:30am -6:30pm)
Desirable
- Knowledge of NHS contracts and the claims processes (e.g) QOF, DES, IIF etc
- Knowledge and understanding of CQC standards and practice compliance
Personal attributes
Essential
- Compassionate Caring Understanding Good listener Resilient Reliable Trustworthy Resourceful Self-Motivated and proactive Hard working and conscientious Innovative with enthusiasm and drive Flexible and cooperative Confident and assertive Professional and approachable at all times A team player who can motivate and maintain a positive working environment
Qualifications
Essential
- Good standard of education with excellent literacy and numeracy skills.
- Relevant leadership and management and/or financial qualifications
Desirable
- Qualified to degree level or above
- AMSPAR
- AAT
Knowledge and Skills
Essential
- Effective time management and ability to prioritise work in a fast paced environment Motivational, personable and approachable with a can do attitude Strong IT skills Ability to network and build working relationships. Ability to implement new policies and procedures Ability to plan and undertake quality improvement initiatives to improve service delivery and sustainability Strategic thinker and negotiator.
- Ability to plan and undertake quality improvement initiatives to improve service delivery and sustainability.
- Knowledge of EMIS web/ docman and teams
- Experience of working within the NHS/Primary Care General Practice
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.
