Job summary
To support the Business Manager in all aspects of practice functionality, motivating
and managing staff, optimising efficiency and overall performance, ensuring the
practice achieves its long-term strategic objectives in a safe and effective working
environment.
To manage and coordinate all aspects of practice functionality, motivating and
managing staff, patient services, premises and health and safety management.
Through innovative ways of working, support the Business Manager leading the
team in promoting ED&I, SHEF, quality and continuous improvement,
confidentiality, collaborative working, service delivery, learning and development
and ensuring the practice complies with CQC regulations.
Main duties of the job
Supporting the Business 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
Implementing systems to ensure compliance with CQC regulations and
standards
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
Leading the management of the clinical system, ensuring IT security 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 for the practice website and social
media sites
n. Guiding staff and developing searches and audits on the clinical system
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
Managing DNAs, providing data and planning tools coupled with liaison with
referred repeat offenders
About us
We have an exciting opportunity
for a Assistant Practice Manager to join our supportive, friendly and
hardworking team!
This is a full time position
with salary dependant on experience
General Practice experience
essential
The Croft Medical Centre is a
high achieving practice with strong links to the ICB and LMC.
Our team consists of:
-
3 GP Partners and 4 Salaried GPs
-
2 Practice Nurses, 2 HCAs, 1 Pharmacy Technician
& PCN Support
-
Full compliment of highly efficient
administrative staff.
Job description
Job 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:
a. Supporting the Business Manager in the day-to-day operations of the
practice, ensuring staff achieve their primary responsibilities
b. Providing leadership and guidance to all staff ensuring that they adhere to
policy and procedure at all times
c. Overseeing the administrative elements of QOF, liaising with GPs, nursing
staff and administrators
d. Implementing systems to ensure compliance with CQC regulations and
standards
e. Reviewing and regularly updating job descriptions and person specifications
ensuring all staff are legally and gainfully employed
f. Acting as the lead for recruitment including pre-employment checks and DBS
g. Evaluating, organising and overseeing the staff induction programme
h. Implementing and embedding an effective staff appraisal process
i. Implementing and embedding an effective practice and staff development
plan for all staff (clinical and administrative) whilst maintaining a robust
training record
j. Implementing effective systems for the resolution of disciplinary and
grievance issues, maintaining an overview of staff welfare
k. 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
l. Actively encouraging and promoting the use of patient online services
m. Updating and acting as the focal point for the practice website and social
media sites
n. Guiding staff and developing searches and audits on the clinical system
o. Reviewing and updating clinical templates ensuring they relate to current
practice
p. Marketing the practice appropriately to ensure patient population is stable or
increasing
q. Managing contracts for and highlighting issues with services i.e., cleaning,
gardening, window cleaning etc.
r. Guiding the team to reach QOF targets (supported by the nursing and
administrative leads)
s. Ensuring the staff implement the practice wide approach to the management
of all patient services matters
t. Managing DNAs, providing data and planning tools coupled with liaison with
referred repeat offenders
In addition to the primary responsibilities, the Assistant Practice Manager may be
requested to:
a. Deputise for the Business Manager
b. Lead the management of the Patient Participation Group
c. Implement the complaints process, ensuring complaints are dealt with in a
timely manner and, where necessary, escalated to the next level
d. 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
e. Monitor and disseminate information on safety alerts and other pertinent
information
f. Support the overall practice clinical governance framework, submitting
reports for OQF, enhanced services and other reporting requirements
g. Guide the team to reach QOF targets (supported by the nursing and
administrative leads)
h. Brief clinicians on performance levels, advising actions to ensure high
achievement across all QOF areas
i. Maintain the significant event database, providing advice to staff and
briefing the team at meetings as required
j. Identify trends and devise solutions to reduce risk and repeated
occurrences of significant events
k. Develop, implement and embed the practice audit programme (in
conjunction with the lead nurse)
l. Support the Business Manager in the reviewing and updating of practice
policies and procedures
m. Support the practice and management team with continuous improvement
and change initiatives
Job description
Job 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:
a. Supporting the Business Manager in the day-to-day operations of the
practice, ensuring staff achieve their primary responsibilities
b. Providing leadership and guidance to all staff ensuring that they adhere to
policy and procedure at all times
c. Overseeing the administrative elements of QOF, liaising with GPs, nursing
staff and administrators
d. Implementing systems to ensure compliance with CQC regulations and
standards
e. Reviewing and regularly updating job descriptions and person specifications
ensuring all staff are legally and gainfully employed
f. Acting as the lead for recruitment including pre-employment checks and DBS
g. Evaluating, organising and overseeing the staff induction programme
h. Implementing and embedding an effective staff appraisal process
i. Implementing and embedding an effective practice and staff development
plan for all staff (clinical and administrative) whilst maintaining a robust
training record
j. Implementing effective systems for the resolution of disciplinary and
grievance issues, maintaining an overview of staff welfare
k. 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
l. Actively encouraging and promoting the use of patient online services
m. Updating and acting as the focal point for the practice website and social
media sites
n. Guiding staff and developing searches and audits on the clinical system
o. Reviewing and updating clinical templates ensuring they relate to current
practice
p. Marketing the practice appropriately to ensure patient population is stable or
increasing
q. Managing contracts for and highlighting issues with services i.e., cleaning,
gardening, window cleaning etc.
r. Guiding the team to reach QOF targets (supported by the nursing and
administrative leads)
s. Ensuring the staff implement the practice wide approach to the management
of all patient services matters
t. Managing DNAs, providing data and planning tools coupled with liaison with
referred repeat offenders
In addition to the primary responsibilities, the Assistant Practice Manager may be
requested to:
a. Deputise for the Business Manager
b. Lead the management of the Patient Participation Group
c. Implement the complaints process, ensuring complaints are dealt with in a
timely manner and, where necessary, escalated to the next level
d. 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
e. Monitor and disseminate information on safety alerts and other pertinent
information
f. Support the overall practice clinical governance framework, submitting
reports for OQF, enhanced services and other reporting requirements
g. Guide the team to reach QOF targets (supported by the nursing and
administrative leads)
h. Brief clinicians on performance levels, advising actions to ensure high
achievement across all QOF areas
i. Maintain the significant event database, providing advice to staff and
briefing the team at meetings as required
j. Identify trends and devise solutions to reduce risk and repeated
occurrences of significant events
k. Develop, implement and embed the practice audit programme (in
conjunction with the lead nurse)
l. Support the Business Manager in the reviewing and updating of practice
policies and procedures
m. Support the practice and management team with continuous improvement
and change initiatives
Person Specification
Skills
Essential
- 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
- Ability to recognise opportunities to enhance service delivery
- Excellent leadership skills
- Strategic thinker and negotiator
- SystmOne skills
- Proven problem solving and analytical skills
Personal Qualities
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
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
Qualifications
Essential
- Good standard of education with excellent literacy and numeracy skills
Desirable
- AMSPAR qualification
- Educated to A-level/equivalent or higher with relevant experience
- Leadership and/or management qualification
Other Requirements
Essential
- Flexibility to work outside core office hours
- Disclosure Barring Service (DBS) check
- Maintain confidentiality at all times
- Full UK driving licence
Person Specification
Skills
Essential
- 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
- Ability to recognise opportunities to enhance service delivery
- Excellent leadership skills
- Strategic thinker and negotiator
- SystmOne skills
- Proven problem solving and analytical skills
Personal Qualities
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
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
Qualifications
Essential
- Good standard of education with excellent literacy and numeracy skills
Desirable
- AMSPAR qualification
- Educated to A-level/equivalent or higher with relevant experience
- Leadership and/or management qualification
Other Requirements
Essential
- Flexibility to work outside core office hours
- Disclosure Barring Service (DBS) check
- Maintain confidentiality at all times
- 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.