Assistant Practice Manager

Job description

Job responsibilities

ASSISTANT PRACTICE MANAGER

The role of Deputy Practice Manager requires a self-motivated, disciplined individual to take ownership of the efficient day to day running of the practice, supporting the Practice Manager and working as a key member of the Management Team.

The postholder will offer strong leadership with business, financial and people skills to continue to drive the practice forward by identifying, and acting on, practice and business opportunities.

Main responsibilities of the Deputy Practice Manager Role;

• To take responsibility for the management of the administration staff
• To ensure all financial claims are made in an effective and efficient manner
• To maintain Clinical Services and Appointments systems
• To ensure effective administration support
• To manage all aspects of patient information across all branches
• To provide appropriate assistance to the Practice Manager in all day-to-day activities and duties.

Job Responsibilities:

Staffing and People Management

• Evaluate, organise and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role
• Support Practice Manager in planning and co-ordinating the recruitment, induction and training of new administrative staff.
• Plan/assist in planning and recruitment of Locum cover.
• Prepare/assist in the preparation of weekly/monthly shift planning for Non-Clinical Practice Staff, arranging cover (including locum cover) when necessary.
• Identify training and development needs for Practice staff.
• Ensure that all staff are legally and gainfully employed. Monitor skill-mix and deployment of staff
• Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies)
• To monitor staff annual leave, sickness and absence and mitigate any impact to practice staffing rotas.
• Ensure all Practice staff are aware of the need for confidentiality, both of patient and Practice information.

Monitoring Practice Performance and Targets

• To read and be aware of all the primary Care KPIs and relevant targets and contractual obligations, including;
• Enhanced Services
• Locally Commissioned Services
• QOF (Quality Outcomes Framework)
• GP Contract
• Medicines Management and additional Services.
• To be updated with specifications on an annual and ad hoc basis of all requirements.
• Monitor and evaluate performance of the Practice team against objectives; identify and manage change
• To plan and implement processes to achieve targets with GPs, Partners and Practice Manager
• Support and work with Partners, GP’s, Nurses and administrative staff to achieve targets.

Strategic Management and Planning

• Keep abreast of current affairs and identify potential threats and opportunities
• Contribute to Practice strategy; formulate objectives and research and develop ideas for future Practice development
• Work with Partners and Practice Manager in planning and setting strategic targets
• To undertake required tasks to meet the agreed aims and be wholly responsible for them
• Develop and maintain effective communication both within the Practice and with relevant outside agencies
• Assess and evaluate accommodation requirements and manage development and expansion plans

Financial Management

• Understand and report on the financial implications of contract and legislation changes
• Manage Practice accounts; submit year-end figures promptly and liaise with the Practice accountant
• Monitor cash-flow, prepare regular forecasts and reports to the partners
• Manage and reconcile bank accounts; negotiate/liaise with the Practice bankers
• Monitor and reconcile income and expenditure statements and purchase/sales ledger transactions
• Manage and monitor PAYE for Practice staff and maintain appropriate records
• Manage contributions to the Practice pension scheme(s) and maintain appropriate records
• Manage appropriate systems for handling and recording of cash and cheques and petty cash.

Organisational

• Convene meetings, prepare agendas, write minutes and ensure distribution of minutes as necessary
• Develop Practice protocols and procedures, review and update as required
• Ensure that Practice premises are properly maintained and cleaned, and that adequate fire prevention and security systems are in place
• Ensure the procurement of Practice equipment, supplies and services within target budgets

Patient Services

• Adopt a strategic approach to the development and management of patient services
• Ensure service development and delivery is in accordance with local and national guidelines
• Ensure that the Practice complies with NHS contractual obligations in relation to patient care
• Maintain registration policies and monitor patient turnover and capitation
• Oversee and/or develop repeat prescribing systems
• Oversee and/or develop and manage an effective appointments systems
• Oversee and/or organise surgery timetables, duty rotas and holiday cover
• Routinely monitor and assess Practice performance against patient access and demand management targets
• Develop and implement an effective complaints management system
• Liaise with patient groups/PALS

Information Management and Technology

• Evaluate and plan Practice IT implementation and modernisation
• Keep abreast of the latest development in primary care IT including DoH initiatives such EPRs and disease coding, and regularly update the Practice management team
• Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training
• Set targets and monitoring standards for data entry and data collection
• Ensure that the Practice has effective IT data security, back-up, maintenance and disaster recovery plans in place
• Liaise with the CCG regarding systems procurement, IT funding and national IT development programmes.
• Maintain the Practice’s website.

Confidentiality:

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the Practice Health & Safety Policy, to include:

• Using personal security systems within the workplace according to Practice guidelines
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
• Reporting potential risks identified
• Develop/Review Health & Safety policies and procedures and keep abreast of current legislation
• Arrange appropriate insurance cover
• Ensure that the Practice has adequate disaster recovery procedures in place
• Arrange appropriate maintenance for Practice equipment

Quality:

The post-holder will strive to maintain quality within the Practice, and will:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
• Work effectively with individuals in other agencies to meet patients’ needs
• Effectively manage own time, workload and resources

Person Specification

Qualifications

Essential

• A levels or equivalent
• GCSE Grade C and above in English and Maths
• IT Literate

Desirable

• Degree in Business Management or equivalent
• Any other relevant qualification such as ILM or CMI etc.

Experience

Essential

• Experience working with the public
• Experience at dealing with complaints from customers/patients
• Experience dealing with Finance
• Some leadership experience eg worked in and managed a team
• Driving or delivering change within a business
• HR Experience
• Appraisal meetings
• Disciplinary and Grievance hearings
• Performance Management
• Sickness Management
• Staff Training
• Staff Development Planning

Desirable

• Experience working in a healthcare setting
• Experience of working in Primary Care
• Health and Safety Management
• Risk assessments
• Accident Reporting
• GDPR

Knowledge and Skills

Essential

• Strong IT Skills including the ability to write and complete reporting
• Understanding of how to work effectively in a fast-paced environment
• Delegations Skills
• Prioritisation and Planning
• Problem solving and analytical skills
• Ability and skill to lead and motivate a team, creating a positive
• environment
• Proven Leadership skills
• Excellent communications skills via Telephone, email and in person

Desirable

• SystmOne user

Qualities and Attributes

Essential

• Personable and Approachable
• Uses own initiative
• Self-Motivated and able to work with minimal direction
• Ability to work effectively under pressure
• Sensitive and empathetic
• Hardworking and Reliable
• Trustworthy
• Resourceful with the ability to think outside the box

Other

Essential

• Ability to work flexibly including weekends/ evenings when necessary
• Willingness to undertake assessment and complete further training or qualifications.

Desirable

• Full UK Driving license and own transport

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

The Surgery @ Wheatbridge

Address

30 Wheatbridge Road

Chesterfield

Derbyshire

S40 2AB

Employer's website

https://www.wheatbridge.co.uk (Opens in a new tab)