Office Manager/Assistant Practice Manager

Charing Practice & Pharmacy

Information:

This job is now closed

Job summary

PREVIOUS APPLICANTS NEED NOT APPLY:

A fabulous opportunity for someone with experience who wants to progress in General practice:

A manageable workload ! supportive colleagues! A chance to apply for the Blue light card! 5 weeks Annual leave and after one years service, Private healthcare, what more could you want?

Charing is a CQC rated 'Outstanding Practice' where we strive to make a difference to the lives of our patients. You will work alongside a supportive Practice Manager and GP Partners, as well as working with a fantastic team of colleagues.

We thrive on laughs, team building, team work and delivering exceptional patient care.

This is an exciting opportunity for someone who knows QOF, has a working knowledge of IT and has worked in General Practice but would like to take the next step in their career. You will work in a friendly office, with colleagues who support each other, making Charing a wonderful place to work.

Main duties of the job

QOF/IIF

  • QOF admin lead for the Practice, to include all patient recall
  • Liaising with GPs and Nurses to ensure the Practice remains on track to achieve maximum QOF points
  • Taking the lead on ensuring new patients records are coded to pick up optimum QOF points. (currently covered by another staff member so will be a gradual move over)
  • Liaising with GPs and Nurses to ensure the Practice remains on track to achieve maximum QOF points

Patient Services

  • Palliative register management.
  • Child immunisation management/recalls.
  • Liaising with the registrar/funeral homes re death certificates
  • Using APEX, along with the Practice Manager, to calculate capacity and demand

Operations

  • Facilitate a robust induction process for all new Office staff.
  • Line Management for the office team.
  • Ensure the smooth running of the office, to include approving annual leave, annual appraisals and day to day running of the office.
  • Providing leadership and guidance to all office/admin staff ensuring that they adhere to policy and procedure at all times.
  • Ensure the smooth running of the Practice in the absence of the Practice Manager

About us

We are a forward thinking training practice, supportive of continued education, personal development and focussed on providing high quality patient care to approx. c.11,000 patients. This is a permanent role, offering a minimum of 37.5 hours per week, to include a competitive salary (Dependent on experience) NHS Pension and Private Health Care after one years service.

You will be joining an enthusiastic, well led and innovative practice team comprising:

  • 9 GPs and 4 Nurse Practitioners
  • Training practice
  • Excellent nursing, practice management and administration support staff
  • EMIS Clinical System
  • Modern purpose built premises
  • In house pharmacy, integrated into the practice offering multiple services to patients
  • In house Minor Surgery, Ultrasound, Hearing Services, Dermatology clinic, Urology Clinic
  • Full range of enhanced services and outstanding QOF achievement
  • Part of a progressive and well established PCN
  • Recognised by CQC as Outstanding in many areas

Date posted

06 February 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time

Reference number

A2922-25-0001

Job locations

1 Surgery Close

Charing

Ashford

Kent

TN27 0AW


Job description

Job responsibilities

The Office Manager/Assistant Practice Manager will work closely with the Practice Manager and Partners to ensure the safe and effective running of the practice. Key areas of responsibility will include IT and digital transformation, line management of the administrative team, QOF and to manage the practice in the absence of the Practice Manager

Responsibilities:

QOF/IIF/IT

- QOF admin lead for the Practice.

- All QOF Patient recalls

- Liaising with GPs and Nurses to ensure the Practice remains on track to achieve maximum QOF points

- Taking the lead on ensuring new patients records are coded to pick up optimum QOF points. (currently covered by another staff member so will be a gradual move over)

Patient Services

- Child immunisation management/recalls.

- Using APEX, along with the Practice Manager, to calculate capacity and demand

Operations

- Facilitate a robust induction process for all new Office staff.

- Line Management for the office team.

- Ensure the smooth running of the office, to include approving annual leave, annual appraisals and day to day running of the office.

- Providing leadership and guidance to all office/admin staff ensuring that they adhere to policy and procedure at all times.

- Ensure the smooth running of the Practice in the absence of the Practice Manager.

IT/IG

- Implementation and maintenance of all associated requirements, upgrades, security and services supporting the practices IT systems and all physical equipment

- Audit and maintain confidentiality of information

- Oversee IT to ensure current effective and up to date

- Set up of new users for EMIS/DOCMAN, ensuring governance in regard to leavers

Job description

Job responsibilities

The Office Manager/Assistant Practice Manager will work closely with the Practice Manager and Partners to ensure the safe and effective running of the practice. Key areas of responsibility will include IT and digital transformation, line management of the administrative team, QOF and to manage the practice in the absence of the Practice Manager

Responsibilities:

QOF/IIF/IT

- QOF admin lead for the Practice.

- All QOF Patient recalls

- Liaising with GPs and Nurses to ensure the Practice remains on track to achieve maximum QOF points

- Taking the lead on ensuring new patients records are coded to pick up optimum QOF points. (currently covered by another staff member so will be a gradual move over)

Patient Services

- Child immunisation management/recalls.

- Using APEX, along with the Practice Manager, to calculate capacity and demand

Operations

- Facilitate a robust induction process for all new Office staff.

- Line Management for the office team.

- Ensure the smooth running of the office, to include approving annual leave, annual appraisals and day to day running of the office.

- Providing leadership and guidance to all office/admin staff ensuring that they adhere to policy and procedure at all times.

- Ensure the smooth running of the Practice in the absence of the Practice Manager.

IT/IG

- Implementation and maintenance of all associated requirements, upgrades, security and services supporting the practices IT systems and all physical equipment

- Audit and maintain confidentiality of information

- Oversee IT to ensure current effective and up to date

- Set up of new users for EMIS/DOCMAN, ensuring governance in regard to leavers

Person Specification

Qualifications

Essential

  • A good all round education is essential for this role. You should understand EMIS and Docman clinical systems as well as other programmes such as word and excel.

Desirable

  • AMSPAR or equivalent would be desirable but experience in the role is just as important.

Experience

Essential

  • A minimum of 2 years experience in General Practice is required, with an understanding of QOF and IT systems used. You must be able to run reports in EMIS, have a working knowledge of Docman , as you will be expected to take the lead on this. You will have to make the monthly claims and understand APEX/CQRS

Desirable

  • You should be experienced in leadership and appraisals as this will be part of your role in a team of 7, however training and support will be given to help you achieve this.
Person Specification

Qualifications

Essential

  • A good all round education is essential for this role. You should understand EMIS and Docman clinical systems as well as other programmes such as word and excel.

Desirable

  • AMSPAR or equivalent would be desirable but experience in the role is just as important.

Experience

Essential

  • A minimum of 2 years experience in General Practice is required, with an understanding of QOF and IT systems used. You must be able to run reports in EMIS, have a working knowledge of Docman , as you will be expected to take the lead on this. You will have to make the monthly claims and understand APEX/CQRS

Desirable

  • You should be experienced in leadership and appraisals as this will be part of your role in a team of 7, however training and support will be given to help you achieve this.

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

Charing Practice & Pharmacy

Address

1 Surgery Close

Charing

Ashford

Kent

TN27 0AW


Employer's website

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

Employer details

Employer name

Charing Practice & Pharmacy

Address

1 Surgery Close

Charing

Ashford

Kent

TN27 0AW


Employer's website

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

For questions about the job, contact:

Practice Manager

Angela Black

angelablack1@nhs.net

01233552976

Date posted

06 February 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time

Reference number

A2922-25-0001

Job locations

1 Surgery Close

Charing

Ashford

Kent

TN27 0AW


Privacy notice

Charing Practice & Pharmacy's privacy notice (opens in a new tab)