Assistant to Practice Manager

Job description

Job responsibilities

Allt Goch Medical Centre

Assistant Practice Manager

JOB Description

Assistant To Practice Manager

Background

The practice manager is part of the senior management team of the surgery. Their role is to manage the non-clinical side of the business enabling the practice to meet its agreed aims and objectives within a profitable, efficient, safe and effective working environment.

Areas which come under the practice manager remit are listed below

Finance

Building and maintenance

Equipment maintenance and calibration

Staff and HR including training, payroll, staffing

Health and Safety

Compliance

Technical infrastructure eg IT and telephone systems

Ensuring practice meets its clinical targets

Management of back office and support staff and systems

Management of specific projects eg flu and covid vaccination program

Internal and External Communication and PR

Complaints and Significant Events management

Policies and Protocols

Confidentiality/Information Governance

Ad hoc non-clinical issues, processes and responses

Assistant to Practice Manager

The practice manager is seeking an assistant to work approximately 24 hours a week over 4 days a week. Their role will be to support the practice manager and could include any of the above but initially expected to help with the following.

Searches and Reports

Chronic Disease Clinics with the use of searches within the clinical system (EMIS) send out sms/letter/email invites to patients on the Chronic Disease Registers.

Assist with the monthly reporting/claims with enhanced services and access.

Building

Building maintenance organising building repairs and maintenance, decorating projects, risk assessing rooms, making sure the surgery is kept tidy.

Fire Safety weekly fire alarm checks, making sure that the fire alarm system including emergency lighting is regularly maintained

Legionella Testing arranging regular testing of water

Waste management liaise with waste management companies

Health and Safety

Carry out risk assessments when appropriate.

Fire safety, care out fire alarm checks and fire drills when appropriate. Make sure fire safety policy is kept up to date and adhered to

Keep health and safety plan up to date

COSH Risk Assessment and Training

Organise PAT testing

IT/Telephones

First point of call with any IT, software or telephone problems.

Liaising with IT support in order to fix any problems

Resetting of staff passwords on IT systems

Setting up of new staff on systems

Possible help with clinical searches on our clinical system, EMIS

Back Office Functions

Although not part of main job function, it may be necessary for the assistant to practice manager to provide emergency cover in the following back office areas

o Scanning of internal post

o Processing of prescriptions

o Covering Reception

Policies and Protocols

Help PM with policies and protocols in particular those involved with building, equipment, IT and health and safety.

Complaints and Significant Events

Collate and file all complaints and significant events

Organise regular complaints and significant events review meetings.

Confidentiality

Make sure that the practice stays confidentiality compliant

Carry out annual confidentiality audit

Submit annual Confidentiality Data Toolkit

Ad Hoc

This is not an exhaustive list. Other tasks may be added which play to the applicants personal strengths and assist the practice manager with their workload.

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths
• Qualified to NVQ level 3 in Business Administration

Desirable

• Previous experience

Experience

Essential

• Experience in a supervisory role

Desirable

• Previous experience working in general practice

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

Allt Goch Medical Centre

Address

Lon Y Becws

Allt Goch

Flint

Flintshire

CH6 5UZ

Employer's website

http://www.wales.nhs.uk/sites3/home.cfm?orgid=695 (Opens in a new tab)