Job summary
To support the Clinical Business manager in all aspects of practice functionality,
motivating and managing staff, optimising efficiency and overall performance,
and ensuring the practice achieves is long-term strategic objectives in a safe
and effective working environment
The Assistant Practice Manager will focus on the day-to-day operations of the practice, motivating and managing staff, patient services, premises and health and safety management. Through innovative ways of working, support the Clinical Business Manager leading the team in promoting Equality, Diversity and Inclusion (ED&I), Safety, health, Environment and Fire (SHEF), Quality & Continuous Improvement, Confidentiality, Collaborative Working, Service Delivery, Learning & Development and ensuring the practice complies with CQC regulations. You will be responsible for setting and maintaining a positive, collaborative culture within the team and ensuring the team embraces change and continuous learning and development and carry out other duties as directed by the practice management team.
You will be responsible for the efficient management and direction of the reception team, ensuring all reception duties are performed effectively and to the required standard, meeting the objectives of the practice.
You will deliver the duties and responsibilities identified in this job description, with the support of the reception team, Deputy Reception Team Leaders and practice administration and management team members.
Main duties of the job
- Oversee
the day-to-day operations of the practice, ensuring staff achieve their primary
responsibilities, providing leadership and guidance as appropriate.
- Ensure
effectiveness of clinical session structure meets the needs of the patients.
- Implement
systems to ensure compliance with CQC regulations and standards.
- Oversee the administrative elements of QOF
- Lead
the management of the clinical system, ensuring IT security and IG compliance
at all times and responding to and resolving all local IT issues.
- Line
manage all reception staff, supporting staff development, providing guidance
and direction, ensuring staff are up to date with mandatory training.
- Support
the practice management team with the booking and logistics for clinical locums
(GPs, nurses, HCAs and Allied Health Professionals (AHPs), including creating
and managing clinical sessions on EMIS
- Support
the practice management team with monitoring clinical appointment availability
and utilisation.
- Deputise for the Clinical Business Manager at
meetings in their absence.
- Support the Clinical
Business Manager with Continuous Improvement and change initiatives.
- Maintain
the significant event database, providing advice to staff / briefing the team
at meetings as required. To identify trends and devise solutions to reduce risk
and repeated occurrences.
Please note this is not a comprehensive list of all responsibilities, please refer to the Job Description attached for a full list.
About us
We are Surrey Heath Community Providers Limited, which is a federation of 7 GP practices across 10 sites, covering a population of over 104,000 patients across Surrey Heath. We began in 2016 and now employ around 200 members of staff across our clinical and corporate support teams. Our services include Surrey Heath Primary Care Network, Primacy workflow management and Upper Gordon Road Surgery.
As a GP Federation and Primary Care Network, we are proud to represent our member practices and to champion primary care by working with local general practice and system partners, in the provision of community based healthcare services. We are dedicated to providing safe and compassionate care to our patients across our range of primary care services in Surrey Heath and believe in continuous commitment to quality service delivery and positive patient outcomes.
Patients are at the heart of everything we do, and we pride ourselves in ensuring our patients feel safe, supported, communicated with and respected, at a time when they may be feeling vulnerable.
Our vision is to provide high quality, seamless health care that enables people to lead healthier lives, whilst feeling supported and cared for.
Job description
Job responsibilities
Please see Supporting Documents for the full Job Description, list of responsibilities and Person Specification.
Job description
Job responsibilities
Please see Supporting Documents for the full Job Description, list of responsibilities and Person Specification.
Person Specification
Knowledge
Essential
- Knowledge of Microsoft Office packages e.g. PowerPoint, Word, Excel and other IT skills acquired through training and practical experience.
- Detailed working knowledge of EMIS Web or SystemOne
Desirable
- Knowledge of NHS structures and organisational relationships.
- Experience using clinical systems, EMIS Web, DOCMAN, Rapid Health.
Skills
Essential
- Excellent verbal and written communication skills
- Good listening, organisational and time management skills
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Clear, polite telephone manner
- Experience of working with the public
- Ability to work both as a team member and autonomously
- Ability to get along with people from all backgrounds and communities, respecting lifestyles and diversity
- Ability to work within clear policy of confidentiality
- Excellent customer care skills
- Strong organisational and leadership skills.
- Disciplined and organised, with the ability to work under pressure and manage own time
- Able to work as part of a team, co-operating to work together and willing to help and assist wherever possible and appropriate
- Able to collect and collate data
- Ability to network and build relationships
- Confident, assertive and resilient
- Ability to drive and deliver change effectively
- Flexible, cooperative and motivated
- Punctual and committed to supporting the team effort
- High levels of integrity and loyalty
- Demonstrate personal accountability, emotional resilience, and the ability to work well under pressure
- Understanding of safeguarding adults and children
- Ability to motivate teams, enhance morale and maintain a positive working environment, including team-building sessions
Qualifications
Essential
- 4 GCSEs (C and above) including English and Maths or equivalent.
Desirable
- Educated to A-level / equivalent or higher, with relevant experience.
- NVQ Level 2 in Health and Social Care. Leadership or management qualification.
- Association Member of IPGM in view of becoming a full member (MIGPM)
- AMSPAR qualification (level 5 in Primary Care and Health Management)
Experience
Essential
- Experience of working with the general public.
- Experience of working within general practice
- Experience of leading and managing others.
- Experience of performance management, including appraisal writing, staff development and disciplinary procedures
- Experience of undertaking administrative duties and management tasks
- Experience of chairing meetings, producing agendas and minutes
- Understanding of Health and Safety requirements
- Experience of leading appraisals
Desirable
- Experience of quality improvement or change management
Other
Essential
- Happy undertaking a Disclosure Barring Service (DBS) check.
- Flexibility to work outside of core office hours
Person Specification
Knowledge
Essential
- Knowledge of Microsoft Office packages e.g. PowerPoint, Word, Excel and other IT skills acquired through training and practical experience.
- Detailed working knowledge of EMIS Web or SystemOne
Desirable
- Knowledge of NHS structures and organisational relationships.
- Experience using clinical systems, EMIS Web, DOCMAN, Rapid Health.
Skills
Essential
- Excellent verbal and written communication skills
- Good listening, organisational and time management skills
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Clear, polite telephone manner
- Experience of working with the public
- Ability to work both as a team member and autonomously
- Ability to get along with people from all backgrounds and communities, respecting lifestyles and diversity
- Ability to work within clear policy of confidentiality
- Excellent customer care skills
- Strong organisational and leadership skills.
- Disciplined and organised, with the ability to work under pressure and manage own time
- Able to work as part of a team, co-operating to work together and willing to help and assist wherever possible and appropriate
- Able to collect and collate data
- Ability to network and build relationships
- Confident, assertive and resilient
- Ability to drive and deliver change effectively
- Flexible, cooperative and motivated
- Punctual and committed to supporting the team effort
- High levels of integrity and loyalty
- Demonstrate personal accountability, emotional resilience, and the ability to work well under pressure
- Understanding of safeguarding adults and children
- Ability to motivate teams, enhance morale and maintain a positive working environment, including team-building sessions
Qualifications
Essential
- 4 GCSEs (C and above) including English and Maths or equivalent.
Desirable
- Educated to A-level / equivalent or higher, with relevant experience.
- NVQ Level 2 in Health and Social Care. Leadership or management qualification.
- Association Member of IPGM in view of becoming a full member (MIGPM)
- AMSPAR qualification (level 5 in Primary Care and Health Management)
Experience
Essential
- Experience of working with the general public.
- Experience of working within general practice
- Experience of leading and managing others.
- Experience of performance management, including appraisal writing, staff development and disciplinary procedures
- Experience of undertaking administrative duties and management tasks
- Experience of chairing meetings, producing agendas and minutes
- Understanding of Health and Safety requirements
- Experience of leading appraisals
Desirable
- Experience of quality improvement or change management
Other
Essential
- Happy undertaking a Disclosure Barring Service (DBS) check.
- Flexibility to work outside of core office hours
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.
