Assistant Practice Manager

Job description

Job responsibilities

Job Title

Assistant Practice Manager

Organisation

Ratby Medical Centre

Hours

30-35 hrs

Pay

Dependant on experience

Contract Type

Permanent

Responsible to

Practice Manager

Base

Ratby Medical Centre, 1A Desford Lane, Ratby, Leicestershire LE6 0LE. https://www.ratbysurgery.nhs.uk/

Job Summary

To support the Practice Manager with all aspects of practice functionality, motivating and managing staff, optimising efficiency and financial performance in a safe and effective working environment.

Through innovative ways of working, motivate the team in promoting Equality Diversity and Inclusion, Health, Environment and Fire safety, Quality and Continuous Improvement, Confidentiality, Collaborative Working, Service Delivery, Learning and Development and work in collaboration with the team to ensure the practice complies with CQC regulations.

Primary key responsibilities:

The following are the core responsibilities of the Assistant 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 Assistant Practice Manager is responsible for:

Supporting the Practice Manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities

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

Overseeing the administrative elements of QOF, liaising with GPs, nursing staff and administrators and guiding the team to reach QOF targets.

Implementing systems to ensure compliance with CQC regulations and standards.

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

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

Supporting the Practice Manager with petty cash and other financial aspects of the practice including payroll, NHS pension scheme arrangement and NEST pensions

Supporting the Practice Manager with GP Superannuation including the submission of annual statements on PCSE.

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

Acting as the lead for recruitment including pre-employment checks and DBS

Evaluating, organising and overseeing the staff induction programme

Implementing and embedding an effective staff appraisal process

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

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

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

Actively encouraging and promoting the use of patient online services

Updating and acting as the focal point of contact for the practice website, social media sites, practice information leaflets and health education material

Reviewing and updating clinical templates ensuring they relate to current practice

Running clinical searches and submitting enhanced service claims via CQRS, CQRS Local and the Federation claims process on a monthly and quarterly basis.

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

Ensuring the staff implement the practice wide approach to the management of all patient services matters

Lead the management of the Patient Participation Group

Secondary responsibilities:

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

Deputise for the Practice Manager

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

Monitor and disseminate information on safety alerts and other pertinent information

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

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

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

Support the Practice Manager in the reviewing and updating of practice policies and procedures

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

Person Specification

Others

Essential

• The person must be an excellent communicator both spoken and written
• Must have PC skills will be able to use basic Microsoft office
• Must be able to work within processes/procedures.
• Should be personable, polite and patient.
• Needs to maintain confidentiality and data security.
• Must be adaptable and comfortable dealing with changing priorities
• Must be flexible to work out of hours as required by practice needs
• Must be a team player.

Qualifications

Essential

• Good standard of education with excellent literacy and numeracy skills.

Experience

Essential

• Previous experience of managing a team/ Reception/customer care.
• Previous experience of working within the NHS.

Desirable

• Operations manager or Assistant Practice Manager experience is highly desirable.
• Previous working within General Practice is highly desirable.

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

Ratby Surgery

Address

Ratby Medical Centre

Desford Lane

Ratby

Leicester

LE6 0LE

Employer's website

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