Assistant Practice Manager

Job description

Job responsibilities

ASSISTANT PRACTICE MANAGER JOB DESCRIPTION

MAIN DUTIES OF THE ROLE

To assist the Practice Manager in providing leadership and management

• Main tasks completion and monitoring
• Performance Management
• Data Validation
• Internal/External KPI Monitoring
• BQC monitoring
• Audits schedules
• Assistance with staff recruitment
• Staff annual leave overview
• Contract Monitoring/Meetings
• Enhanced Service Monitoring
• List Size Monitoring/Marketing
• PPA
• Prevalence
• Workflow staff rota
• Meeting minutes for PM/ Clinical and practice meeting
• Management Reporting
• PPG Participation meetings and feedback
• PCN engagement
• Staff monitoring and compliance
• HR and recruitment of staff

Job Responsibilities:

The post holder will:

• Monitor and assist in the evaluation of performance of the practice team against objectives whilst managing change
• Develop and maintain effective communication both within the practice and with relevant outside agencies including the practice website and NHS Choices
• Management of Patient Services & Patient Information
• IT & Premises Management, H & S (Infrastructure)
• KPI/ES/Performance Management/Contract Management
• Increase Practice feedback
• Monitor patient facing reviews
• Assist with audits
• Creating good relationships with GP clinical lead and PCN clinical lead

Financial Management

• Drive the practice staff recalls to maximise income through Enhanced Services/PPA/Prevalence/QoF
• Manage appropriate systems for handling and recording of cash and cheques and petty cash
• Qof recalls and searches
• BQC recalls and searches

Human Resources

• Assist were relevant the recruitment and retention of staff and provide a general personnel management service
• Oversee rota for staff,
• Work in collaboration with multisite and lead on team initiatives
• Work in conjunction the onsite and offsite teams to monitor skill-mix and manage staffing levels
• Oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role,
• Team net completion and mandatory training compliance of all staff,
• Schedule staff appraisal and monitoring systems
• Support and mentor staff, both as individuals and as team members

Organisational

• Lead meetings, Clinical meetings, prepare agendas and ensure distribution of minutes as necessary/use of SSP Health, Teamnet for repository purposes.
• Ensure actions are completed and report back to relevant requestor
• Ensure adherence to protocols and procedures
• Ensure that practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place, report issues to maintenance
• Log all areas of compliance on Teamnet
• Arrange appropriate maintenance for practice equipment via maintenance

Patient Services

• Development and management of patient services including PPG group
• Maintain registration policies and monitor patient turnover and capitation
• Oversee repeat prescribing systems
• Oversee and manage an effective appointments systems
• Oversee and/or organise surgery timetables, duty rotas and holiday cover
• Routinely monitor and assess practice performance against patient access and demand management targets
• Adhere to SSP Healths patient policies and effectively manage patient complaints
• Liaise with patient groups, initiate complaint responses

Information Management and Technology

• Motivate, support and monitor staff in the use of IT
• Monitor data entry and data collection
• Ensure that the practice has effective IT data security, back-up, maintenance and disaster recovery plans in place
• Maintain the practices page on the companys website and keep NHS Choices, Google and any patient facing sites are completely up to date & ensure staff adhere to the use of the companys extranet

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.

Equality and Diversity:

The post-holder will support the equality, 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 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.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

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.

Communication:

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

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Communicate effectively with all departments within SSP Health

Person Specification

Qualifications

Essential

• Supervisory / Managerial experience is essential

Desirable

• Experience of Working in a General Health Care Setting

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

SSP Health

Address

Eastfield Medical Centre

14 High Street

Eastfield

Scarborough

North Yorkshire

YO11 3LJ

Employer's website

https://www.ssphealth.com/ (Opens in a new tab)