Deputy Practice Manager

Job description

Job responsibilities

The following are the core responsibilities of the Deputy Practice Manager. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

The Deputy Practice Manager is responsible for:

a. Supporting the practice manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities.

b. Line managing all administrative staff, supporting staff development, providing guidance and direction, ensuring staff are up to date with mandatory training

c. Compiling administration staff and room rotas

d. Overseeing annual, study and sickness leave

e. Providing leadership and guidance to all staff ensuring that they adhere to policy and procedure at all times

f. Overseeing the administrative elements of QOF, other recalls and DESP by liaising with GPs, nursing staff and administrators

g. Implementing systems to ensure compliance with CQC regulations and standards

h. Reviewing and regularly updating job descriptions and person specifications ensuring all staff are legally and gainfully employed

i. Support the practice manager with all staff recruitment including pre-employment checks and DBS checks.

j. Evaluating, organising and overseeing the staff induction programme

k. Supporting the practice manager with Implementing and embedding an effective staff appraisal process

l. Implementing and embedding an effective practice and staff development plan for all staff (clinical and administrative) whilst maintaining a robust training record

m. Implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare

n. Leading the management of the clinical system, ensuring IT security and IG compliance at all times and responding to and resolving all local IT issues

o. Actively encouraging and promoting the use of patient online services

p. Updating and acting as the focal point for the practice website and social media sites

q. Guiding staff and developing searches and audits on the clinical system

r. Running searches such as Ardens in EMIS, to ensure correct coding used by the practice and alert the practice manager of issues

s. Reviewing and updating clinical templates ensuring they relate to current practice

t. Marketing the practice appropriately to ensure patient population is stable or increasing.

u. Managing contracts for and highlighting issues with services i.e., cleaning, gardening, window cleaning etc.

v. Leading the primary care team to reach QOF targets (supported by the Practice manager and Partners)

w. Overall responsibility of the management of the practice clinical appointment book.

x. Updating the appointment system to reflect leave and other approved absences

y. Overall responsibility of completing the monthly PPA claims to NHS business service authority

z. Support the practice manager with petty cash

In addition to the primary responsibilities, the Deputy Practice Manager may be requested to:

a. Deputise for the PM

b. Coordinate and produce meeting agendas and record the minutes of meetings

c. Champion continuous improvement, encouraging staff to participate and make suggestions forQI initiatives

d. Lead the management of the Patient Participation Group

e. Providing initial guidance and advice to patients who wish to verbally complain

f. Implement the complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalated to the next level

g. Managing all deliveries to the practice, ensuring adherence to the cold chain policy as necessary

h. Acting as building fire marshal, ensuring evacuation lists are current and that the visitors log is used appropriately

i. Ensure all staff are aware of the management of the premises, including health and safety aspects and undertake risk assessments and mandatory training as required

j. Monitor and disseminate information on safety alerts and other pertinent information

k. Support the overall practice clinical governance framework, submitting reports for OQF, enhanced services and other reporting requirements using CQRS/ Open Exeter etc.

l. Brief clinicians on performance levels, advising actions to ensure high achievement across all QOF areas

m. Maintain the significant event database, providing advice to staff and briefing the team at meetings as required

n. Identify trends and devise solutions to reduce risk and repeated occurrences of significant events

o. Develop, implement and embed the practice audit programme (in conjunction with the lead nurse)

p. Support the practice manager in the reviewing and updating of practice policies and procedure

q. Support the practice and management team with continuous improvement and change initiatives

r. Supporting medical students and trainees.

s. Any other adhoc duties required by the practice manager or partners.

Person Specification

Qualifications

Essential

• Good standard of education with excellent literacy and numeracy skills

Desirable

• Educated to A-level/equivalent or higher with relevant experience
• Leadership and/or management qualification
• AMSPAR qualification

Experience

Essential

• Experience of working with the general public
• Experience of working in a healthcare setting

Desirable

• Experience of managing multidisciplinary teams
• Experience of performance management, including appraisal writing, staff development and disciplinary procedures
• Experience of successfully developing and implementing projects
• NHS/ Primary Care general practice experience
• Relevant health and safety experience

Skills

Essential

• Ability to recognise opportunities to enhance service delivery
• Excellent communication skills (written, oral and presenting)
• Strong IT skills (generic)
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• Effective time management (planning and organising)
• Ability to network and build relationships
• Ability to implement and embed policy and procedure
• Ability to motivate and train staff

Desirable

• Excellent leadership skills
• Strategic thinker and negotiator
• EMIS
• Proven problem solving and analytical skills

Personal qualities & other requirements

Essential

• Polite and confident
• Flexible and cooperative
• Excellent interpersonal skills
• Motivated and proactive
• Ability to use initiative and judgement
• Forward thinker with a solution focused approach
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Confident, assertive and resilient
• Ability to drive and deliver change effectively
• Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
• Flexibility to work outside core office hours
• Disclosure Barring Service (DBS) check
• Maintain confidentiality at all times

Desirable

• Full UK driving licence

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

Lambgates Health Centre

Address

Lambgates Health Centre

Wesley Street

Hadfield

Glossop

Derbyshire

SK13 1DJ

Employer's website

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