Job responsibilities
Managing
Support Functions
This is not an exhaustive list of
duties and a regular review will take place with the post holder as part of
their ongoing development and performance management.
The role has line responsibility for the following,
Notes
management function.
Medical
secretaries
Complaints
function.
The role will be expected to oversee
the performance and outputs of the teams against KPIs and provide reports to
the SLT Forum. The post holder will ensure speedy and professional handling of
workflow, the avoidance of backlogs and adherence to Practice policies.
Additionally the role will,
Ensure
annual appraisal and completion of Personal Development Plans for staff members
are in place.
Support
the implementation of PDPs and support peers in the implementation of PDPs in
other teams.
Specifically,
use complaints information to create action plans to reduce patient concerns
and implement improvements.
Be the central point of
management or co-ordination for corporate functions within the Practice,
broadly,
Responsibility
for IT, external communications and associated logistic requirements of the
Practice.
Co-ordination
of and delivery, as required, of external contracts, reporting and
statutory/regulatory submissions.
Complaints.
Key Points
Offers
a key point of contact for the above.
Establishes
and oversees a new processes to address the I.T. support requirements of the
Practice; is the lead officer for I>T and I.G. security and compliance.
Provides
support in the design and execution of EMIS searches and audits as required.
The
post holder will have highly developed communication skills and will oversee
and lead on internal and external communication requirements for the Practice
Ensures
that reporting standards and processes are understood across the organisation
and that all are clear on matters of compliance with contractual, regulatory
and statutory requirements under the auspices of the Practice Manager and GP
Partners. For example, disseminates
key external information.
As part of the SLT, this post has a wider role in,
Supporting the day-to-day operations of the
practice, to ensure high quality delivery of care; this will include
cross-cover of peer roles when required.
Co-ordinating remedial plans where variance to
policy, procedure and/or key Practice outputs at all times
Monitoring compliance with health and safety
legislation, co-ordinating with peers on appropriate implementation of
requirements.
Manage CQC compliance registers, supporting the
practice manager and CQC registered manager
Leading in developing searches and audits on the
clinical system
Reviewing and updating clinical templates
ensuring they relate to current practice in collaboration with colleagues.
Monitor group mailboxes as required, ensuring
information is disseminated appropriately
Managing clinical rota and ensure that the
clinical session structure is aligned to clinical requirements
To ensure, in conjunction with peers, the
Practice SLT is submitting appropriate reports, bids, audits, data submission
and complying with contractual or regulatory reporting requirements; creation
of a monthly SLT report on these items will be co-ordinated by this post.
o
Ensures
safety alerts are disseminated and acted upon.
o
Monitors
themes in complaints or other significant events and works with SLT colleagues
to correct or mitigate these.
Able to
handle complex relationships and communication issues,
Draft the
agenda and co-ordinate for the SLT Forum
In
conjunction with the Practice Manager, coordinate the preparation of papers and
quality controlling them to ensure they meet the required standards in terms of
content, presentation, grammar and spelling.
Ensure
accurate and high-quality recording and minute taking of the SLT Forum and
other meetings as required.
Co-ordinate
and quality assure annual reports, ICB submissions and bids, external
information requests and contractual/regulatory reports.
Monitoring
compliance with health and safety legislation, providing support and direction
for staff
Co-ordinate
and compile for the lead GP Partner responses and submissions to the CQC
Act as
Project Manager for key events namely, develop and implement a process for
monitoring and preparing for visits by external bodies to ensure that
operational, clinical and corporate teams across the organisation are well
equipped and have a detailed understanding of what is required ahead of, during
and after the external visits.
Working
with the Practice Manager, ensure that the PPG membership is engagement and
appropriate recruitment and development is in place.
Support
peers in order that administrative activities that facilitate the smooth
running of the Practice, including overview and actioning of
allocation/reallocation of duties between non-clinical teams to meet immediate
priorities.
To create
clinical rotas that ensure o adequate
cover across all HCPs is in place
o
The
total triage function is properly manned by clinical staff ( non clinical
staff are the responsibility of the PA Manager)
o
The
Practices staffing obligations to the Hub are met.
To be the
guardian of communication and brand standards and the central point of advice
for campaigns, such as flu vaccinations, including the use of corporate
templates and multi-channel communication tools.
Requirement
to use a keyboard and VDU for long periods of intense concentration for report
writing, meeting paper preparation or creation of presentations
N.B. The post will be expected, in
rotation with peers in the SLT Forum, to act up for the Practice Manager as
required and at the discretion of the SLT Forum chair.
In addition to the primary
responsibilities, the logisticsmanager may be requested
to:
Coordinate portable appliance testing (PAT)
Maintain an equipment log
Manage asset registers as directed by the Practice
Manager
Maintain an effective absence record on behalf of SLT
colleagues.
Act as the communication link between the management
team and staff
