Deputy Practice Manager

Job description

Job responsibilities

Staffing and People Management

To support staff members in the absence of the Practice Manager for any wellbeing or support issues that may arise.

Support the Practice Management Team in planning and coordinating the recruitment induction and oversee the training of new staff.

Ensure all Practice staff are aware of the need for confidentiality, both of the patient and Practice Information.

Support the Practice Management Team in planning and coordinating the recruitment, induction and training of new staff.

Support the Practice Manager in ensuring that all staff are legally and gainfully employed. Monitor the skill matrix and deployment of new staff.

To assist in monitoring staff annual leave, sickness and absence and mitigate any impact to practice staffing rotas.

To assist in keeping the Practice Handbook up to date and ensure that all amendments are communicated with all team members.

To assist the Management Team in the appraisal and one to one process of the non clinical staff.

In the absence of the Practice Manager - You would attend meetings on their behalf - which may include PCN and Practice Meetings.

GMS Regulations and NHS Contracts

To have a knowledge of the GMS Regulations , QOF framework, local and national Enhanced Services and the Network DES.

To ensure compliance of all requirements associated with GMS regulations.

To ensure that all claims processes are effective to enable the accurate receipt of all associated claims made.

To assist in ensuring clinical and non-clinical staff are aware of the importance of maintaining disease registers and assist in the validation process.

To assist in the production of information for clinical audit as required.

To assist in ensuring that all training requirements for staff are completed to ensure compliance with all NHS associated contracts.

To assist in monitoring and evaluating performance of the Practice Team against objectives, identify and manage change.

Organisational

To oversee that the Fire Alarm checks and drills are logged.

To be responsible along with the Office Manager for the maintenance of the holiday register for all clinical and non-clinical staff and to authorize annual leave in line with practice policies and requirements.

Liase with the Building Manager to ensure a high standard of cleaning for the premises.

Liase with the Building Manager to carry out any urgent repairs needed to the Practice.

To assist in the ordering of non clinical supplies for use by all members and functions to ensure organization and effectiveness in a timely and efficient manner.

To oversee that medical equipment - Defib, Emergency Drug Bag, is maintained and inspected in line with current regulatory requirements.

To oversee the PAT Testing and calibration of all equipment is undertaken in line with the regulatory processes.

To assist the Practice Manager with all issues relating to CQC inspections.

To assist with the processes for hosting medical students and trainee doctors.

To assist with the management functions associated with the hosting of FY2, ST2, ST3 doctors and ensuring that the management systems associated with these placements are maintained.

To assist team members with the use of our practice-based intranet and to support with all the training functions with it. At present this is Agilio Teamsnet.

To assist the Practice Management Team with in the investigation of any complaints received in line with the Practice Complaints Procedure and submit the annual Complaints return KO41B

To participate in and support the patient group meetings.

To assist with the development of the Primary Care Standards,

Assist in the development of practice protocols and procedures , review and update as required.

To submit patient feedback on Service User Experience portal.

Manage patient surveys -Friends and Family,as directed by Practice Manager

To assist in maintaining the Significant Event database and brief the team at meetings as required.

Oversee Data Protection and complete Toolkit on a yearly basis.

Information Management and Technology

To assist with the provision of support , advice and training for current and new practice staff in the use of the clinical system and other IT support.

To assist the Practice Manager and to provide technical support when required.

To liase with IT support to resolve other hardware and software issues.

To assist the Practice Manager with all Information Governance requirements as required.

To assist in ensuring that the practice has an effective IT data security, back up maintenance and disaster recovery plans in place.

Update Assett Register on a monthly basis.

Health and Safety

The Postholder will assist in promoting and maintaining their own and others health , safety and security as defined in the Practice Health and Safety Policy.

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 and safety policies and procedures and risk assessments and keep abreast of current legislation

Overseeing COSH ensure up to date and perform the yearly audit.

Equality and Diversity

The post holder will support the equality and diversity and rights of patients, carers and colleagues to include:

Acting in a way that recognizes the importance of peoples rights , interpreting them in a way that is consistent with the Practice procedures and policies and current legislation

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.

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

In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

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.

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognize peoples needs for alternative methods of communication and respond accordingly

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 teams performance

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload and resources.

This job description is not exhaustive and is indicative of the role of The Deputy Practice Manager. There may be other duties that you will be expected to undertake in line with the responsibility of this position.

Person Specification

Skills and Knowledge

Essential

• Experience of management of people.
• Supervisory skills.
• Strong organisational skills and team building skills.
• Skills in the management of staff development or clear potential to develop these skills.
• Excellent interpersonal skills and friendly and efficient manner.
• Good Written communication skills.
• Able to respond calmly and professionally to patient complaints or concerns.
• Computer literacy with knowledge of Microsoft Office including Word and Outlook.
• Supportive of patient focused care.
• Punctual, honest and reliable.
• Good listener and empathizer with a professional and personable approach.
• Able to work flexibly.
• Calm under pressure with ability to multi task when required.
• Quick to learn and adapt to change.
• Team player with demonstrable skills and commitment to professional development.
• Interest in health care.

Desirable

• Financial business knowledge.
• Knowledge of primary care and the wider NHS
• Knowledge of EMIS clinical system ( full training can be provided )

Experience

Essential

• Experience of working within a NHS organisation or with the general public in a health care arena.

Desirable

• Experience in general practice ( applicants with no general practice experience but with relevant management/customer care or NHS experience will be considered.

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 Dicconson Group Practice

Address

Boston House

Frog Lane

Wigan

WN6 7LP

Employer's website

https://www.thedicconsongrouppracticewigan.nhs.uk/ (Opens in a new tab)