Job summary
We are looking for an Assistant Practice Manager who is a
self-motivated, disciplined individual to assist in the efficient day
to day running of the practice, supporting the Practice Manager and working as
a key member of the Management Team.
The postholder will ideally have worked in general practice and offer strong leadership and people skills to continue to drive the practice forward
by identifying, and acting on, practice and business opportunities.
Main duties of the job
- Supporting the
Practice Manager in the day-to-day operations of the practice, ensuring staff achieve
their primary responsibilities.
-
To provide
support to the Practice Manager in project work, and in the running of key
systems and procedures.
-
The post-holder
will need to become familiar with all functions of the clinical system and
their applications, national & local quality standards for primary care.
-
To provide
leadership, support & training for current & new staff ensuring that data
quality guidelines are understood & adhered to.
- Ensuring staff
adhere to policy/procedure at all times.
-
The post holder
will be aware of the various statutory requirements and will assist in
implementation as directed by the Practice Manager.
-
Convene meetings,
prepare agendas and paperwork, take minutes.
-
Monitoring
compliance with health and safety legislation, providing leadership and
direction for staff.
-
Maintain
and update appointments system for leave/duty changes
-
Assist
with production and upkeep of practice procedures manuals and toolkit
-
Deal
with more complex enquiries and requests from patients
-
Act
as the primary point of contact for NHS(E), CCG, community services, suppliers
and other external stakeholders in the absence of the Practice Manager
-
Deputise
and liaise with Systems Manager in the absence of the Practice Manager
About us
Park Lane Surgery is located in Waters Green Medical Centre, close to Macclesfield train station and bus station; which is purpose built building accommodating the six GP practices that service the Macclesfield patient population. We are a caring, passionate, innovative and forward thinking practice, with both the patients and our employees at the heart of the practices focus. The practice has 4 GP partners and employ a clinical team of 4 salaried GPs, 2 advanced nurse practitioners, 2 nurse prescribers, 1 healthcare assistant. Working within the practice with the clinical team is a first contact practitioner, 2 clinical pharmacists a pharmacy technician and a nursing associate. We have 6 care navigators, 3 medical secretaries, 3 workflow co-ordinators, 2 administrators, a IT Lead, a Practice Manager and Assistant Practice Manager.
What are the benefits of working at Park Lane Surgery?
- 5 weeks annual leave plus bank holidays (pro rata) increase to 6 weeks after 5 years service.
- Sick leave
- NHS Pension
- NHS Discount scheme
- Employee assistant programme
- Monthly training afternoons
- Free tea & coffee
- Complimentary annual flu vaccination
Job description
Job responsibilities
Staffing and People Management
- Assist with the evaluation, organisation and overseeing of staff induction and training and ensure that all staff are adequately trained to fulfil their role
- Support Practice Manager in planning and co-ordinating the recruitment, induction and training of new staff.
- Prepare/assist in the preparation of weekly/monthly shift planning for Practice Staff, arranging cover (including locum cover) when necessary.
- Identify training and development needs for Practice staff.
- Ensure that all staff are legally and gainfully employed. Monitor skill-mix and deployment of staff
- Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies)
- To monitor staff annual leave, sickness and absence and mitigate any impact to practice staffing rotas.
- Ensure all Practice staff are aware of the need for confidentiality, both of patient and Practice information.
Monitoring Practice Performance and Targets
- To read and be aware of all the primary Care KPIs and relevant targets and contractual obligations, including;
- Enhanced Services
- Locally Commissioned Services
- QOF (Quality Outcomes Framework)
- GP Contract
- Medicines Management and additional Services.
- Monitor and evaluate performance of the Practice team against objectives; identify and manage change
- To plan and implement processes to achieve targets with GPs, Partners and Practice Manager
- Support and work with Partners, GPs, Nurses and administrative staff to achieve targets.
Strategic Management and Planning
- Keep abreast of current affairs and identify potential threats and opportunities
- Contribute to Practice strategy; formulate objectives and research and develop ideas for future Practice development
- Work with Partners and Practice Manager in planning and setting strategic targets
- To undertake required tasks to meet the agreed aims and be wholly responsible for them
- Develop and maintain effective communication both within the Practice and with relevant outside agencies
Financial Management
- Understand and report on the financial implications of contract and legislation changes
- Assist with managing appropriate systems for handling and recording of cash and cheques and petty cash
Organisational
- Convene meetings, prepare agendas, write minutes and ensure distribution of minutes/actions as necessary.
- Assist in the development of Practice protocols and procedures, review and update as required.
- Ensure that Practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place.
- Ensure the procurement of Practice equipment, supplies and services within target budgets.
- Ensure that equipment servicing schedules are adhered to
Patient Services
- Ensure that the Practice complies with NHS contractual obligations in relation to patient care
- Maintain registration policies and monitor patient turnover and capitation
- Assist in working with the patient group
- Manage patient surveys as directed by the Practice Manager
Information Management and Technology
- Evaluate and plan Practice IT implementation and modernisation
- Keep abreast of the latest development in primary care IT including DoH initiatives such EPRs and disease coding, and regularly update the Practice management team
- With the support of the IT lead, motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training
- Audit and monitoring standards for data entry and data collection
- Ensure that the Practice has effective IT data security, back-up, maintenance and disaster recovery plans in place
- Assist in the maintenance of the Practices website.
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
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include:
- 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 & Safety policies and procedures and keep abreast of current legislation
- Arrange appropriate insurance cover
- Ensure that the Practice has adequate disaster recovery procedures in place
- Arrange appropriate maintenance for Practice equipment
Job description
Job responsibilities
Staffing and People Management
- Assist with the evaluation, organisation and overseeing of staff induction and training and ensure that all staff are adequately trained to fulfil their role
- Support Practice Manager in planning and co-ordinating the recruitment, induction and training of new staff.
- Prepare/assist in the preparation of weekly/monthly shift planning for Practice Staff, arranging cover (including locum cover) when necessary.
- Identify training and development needs for Practice staff.
- Ensure that all staff are legally and gainfully employed. Monitor skill-mix and deployment of staff
- Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies)
- To monitor staff annual leave, sickness and absence and mitigate any impact to practice staffing rotas.
- Ensure all Practice staff are aware of the need for confidentiality, both of patient and Practice information.
Monitoring Practice Performance and Targets
- To read and be aware of all the primary Care KPIs and relevant targets and contractual obligations, including;
- Enhanced Services
- Locally Commissioned Services
- QOF (Quality Outcomes Framework)
- GP Contract
- Medicines Management and additional Services.
- Monitor and evaluate performance of the Practice team against objectives; identify and manage change
- To plan and implement processes to achieve targets with GPs, Partners and Practice Manager
- Support and work with Partners, GPs, Nurses and administrative staff to achieve targets.
Strategic Management and Planning
- Keep abreast of current affairs and identify potential threats and opportunities
- Contribute to Practice strategy; formulate objectives and research and develop ideas for future Practice development
- Work with Partners and Practice Manager in planning and setting strategic targets
- To undertake required tasks to meet the agreed aims and be wholly responsible for them
- Develop and maintain effective communication both within the Practice and with relevant outside agencies
Financial Management
- Understand and report on the financial implications of contract and legislation changes
- Assist with managing appropriate systems for handling and recording of cash and cheques and petty cash
Organisational
- Convene meetings, prepare agendas, write minutes and ensure distribution of minutes/actions as necessary.
- Assist in the development of Practice protocols and procedures, review and update as required.
- Ensure that Practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place.
- Ensure the procurement of Practice equipment, supplies and services within target budgets.
- Ensure that equipment servicing schedules are adhered to
Patient Services
- Ensure that the Practice complies with NHS contractual obligations in relation to patient care
- Maintain registration policies and monitor patient turnover and capitation
- Assist in working with the patient group
- Manage patient surveys as directed by the Practice Manager
Information Management and Technology
- Evaluate and plan Practice IT implementation and modernisation
- Keep abreast of the latest development in primary care IT including DoH initiatives such EPRs and disease coding, and regularly update the Practice management team
- With the support of the IT lead, motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training
- Audit and monitoring standards for data entry and data collection
- Ensure that the Practice has effective IT data security, back-up, maintenance and disaster recovery plans in place
- Assist in the maintenance of the Practices website.
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
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include:
- 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 & Safety policies and procedures and keep abreast of current legislation
- Arrange appropriate insurance cover
- Ensure that the Practice has adequate disaster recovery procedures in place
- Arrange appropriate maintenance for Practice equipment
Person Specification
Qualifications
Essential
- Good standard of education with excellent literacy and numeracy skills.
- GCSE grade A to C in English and Maths or equivalent.
Desirable
- Educated to degree level in healthcare or business
- Leadership and / or Management Qualification
Experience
Essential
- Experience of working with the general public
- Experience of working in a health care setting
- Experience of performance management, including appraisal writing, staff development and disciplinary procedures
- Experience of successfully developing and implementing projects
- Relevant health and safety experience
Desirable
- Experience of workforce planning, forecasting and development
- NHS / Primary Care General Practice experience
- Experience of chairing meetings, producing agendas and minutes
Person Specification
Qualifications
Essential
- Good standard of education with excellent literacy and numeracy skills.
- GCSE grade A to C in English and Maths or equivalent.
Desirable
- Educated to degree level in healthcare or business
- Leadership and / or Management Qualification
Experience
Essential
- Experience of working with the general public
- Experience of working in a health care setting
- Experience of performance management, including appraisal writing, staff development and disciplinary procedures
- Experience of successfully developing and implementing projects
- Relevant health and safety experience
Desirable
- Experience of workforce planning, forecasting and development
- NHS / Primary Care General Practice experience
- Experience of chairing meetings, producing agendas and minutes
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.