Job responsibilities
Main Duties/Key Tasks:
Operational and Facilities Management
- Ensure practice facilities and services are adequately and properly maintained for both Market Deeping and Glinton sites.
- Responsible for Health and Safety matters liaising with the Practices expert advisors on all such matters. Raising any issues and areas of concern with the Practice Manager.
- To ensure that there is adequate fire prevent and security systems in place and that these are maintained and replaced as required by Health and Safety standards.
- Liaise with all external contractors as necessary for timely visits for servicing and contract renewal.
- To oversee the cleaning contract and liaise with the cleaning team to ensure all infection control guidelines and audits are met in line with Practice policies.
Staff Management
To direct, lead and motivate the teams to ensure a high standard of performance and team working:
o Overview of the electronic referral system used to refer patients into secondary care used by the medical secretary team.
o To ensure cover in the team at all times
- Medical Records Admin Team
o Overview of the Practice workflow protocol to ensure accurate patient records are maintained.
o To ensure cover in the team at all times
- Patient Experience Administrator
o Work with the PEA to ensure all complaints are responded to in a timely manner.
o Work with the PEA to ensure the SEAs are reviewed and completed in a timely manner
o Working with the PEA on all media to ensure our patients are fully up to date.
Practice Management
- To undertake all Practice Manager duties in the event of annual leave/sickness of Practice Manager or as required
- Support the Practice Manager in matters relating to staff management.
- Attend, and contribute to, any ad hoc meetings as and when required.
- Ensure daily smooth running of the practice dealing with day to day enquiries from doctors, staff and patients.
- Bring matters of concern, or that require action, to the Practice Managers attention.
- To be involved in the liaison between practice and the local Primary Care Network as required.
- To be involved in all matters relating to CQC compliance, liaison, preparatory work required for CQC inspections and ongoing monitoring to ensure Practice compliance at all times.
- To attend any meetings relating to practice matters as required.
IT/HR/Training
- Involvement with new staff recruitment and mandatory induction program.
- Support the Practice Manager and HR Team in monitoring staff performance, including training issues and disciplinary procedures. Carry out staff appraisals as required.
- Support, develop and mentor staff, both as individuals and as team members.
- Encourage team working and development.
- Ensure the sharing of information of Practice services on the practice website, practice leaflet and other social media sites as required.
Compliance/Organisational
- Develop, review and oversee Practice policies and procedures, review and update as required.
- Work with the Practice Quality and Review Lead to set agenda and overview processes and protocols as needed following any recordings of significant events.
- Responsible for general audits and audits within the practice being uploaded to Team net and coordinate when reviews are due.
Patient Services
- Working with the Patient Experience Administrator, for the administration of Practices in house complaints system. This includes ensuring the system conforms to required standards, monitoring and investigation of complaints, liaising with patients or their families and the recommendation or implementation of any corrective actions required.
- Ensure that the complaints received are discussed at the relevant forum; log and maintain the information on TeamNet.
- Involved in the development and maintain systems for collecting patient views and feedback in order to inform the Practices future service developments and commissioning decisions.
- Practice representative on the Patient Participation Group (PPG)
- Ensuring the practice leaflet is reviewed and updated at regular intervals. Regularly contribute information about the practice and local resources onto the practice website and social media forums.
- Patient Newsletter responsible for getting information out to patients via newsletter or other avenues in a timely manner.
Health and Safety Management:
The post-holder will implement and lead on the full range of promotion and management of their own and others health, safety and security as defined in the practice Health and Safety policy, the practice Health and Safety Manual, and the practice Infection Control policy and published procedures. This will include (but will not be limited to):
- Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
- Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
- Maintaining an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines and ensuring implementation across the business.
- 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 across the business.
- Making effective use of training to update knowledge and skills and initiate and manage the training of others.
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial/corrective action where needed.
- Actively identifying, reporting and correcting health and safety hazards and infection hazards immediately when recognised.
- Keeping own work areas and general/patient areas generally clean, identifying issues and hazards/risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers.
- Undertaking periodic infection control training (minimum annually).
- Routine management of own teams/team areas, and maintenance of workspace standards.
- Demonstrate due regard for safeguarding and promoting the welfare of children.
- Create and update as necessary any required training for staff and overall management of the fire wardens.
- Create and update as necessary fire safety standards to both Market Deeping and Glinton sites.
