Job summary
We are a friendly, supportive and thriving practice looking for a deputy practice manager to support the practice manager in the day to day running of the surgery. The practice serves 8500+ patients from Surbiton Health Centre, a modern purpose built premises, and is a five minute walk from Surbiton train station.
The right candidate will need to demonstrate previous experience and key skills in a supervisory or management role at a NHS GP Practice. Experience using GP software such as EMIS Web, SystemOne or Vision essential, understanding QOF and National/Local Enhanced Services and people management experience required.
Excellent interpersonal skills and the ability to work flexibly when required are essential.
Please send enquiries via email to Suzanne.poole@nhs.net with a CV and covering note as to how you meet the job specification.
Closing date for applications will be Thursday 9th November with a potential start date of February 2024
Main duties of the job
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:
- Providing leadership and guidance to all staff, and
take direct day to day leadership of the administrative and reception team, ensuring that they adhere to policy and
procedure at all time
- Overseeing the administrative elements of QOF, national
and local contracts, liaising with GPs, nursing staff and administrators
including PCN staff to reach targets
- Developing and running searches and audits on the
clinical system for the purposes of improving clinical care, capturing
clinical and performance data to support the PM with finance reporting.
- Implementing systems to ensure compliance with CQC
regulations and standards
- Reviewing and regularly updating job descriptions and
person specifications ensuring all staff are legally and gainfully employed
- Assist with recruitment including pre-employment checks
and DBS
- Evaluating, organising and overseeing the staff
induction programme
- Supporting the practice manager
Implementing and embedding an effective staff appraisal process which
will include staff development plans for all staff (clinical and
administrative) whilst maintaining a robust training record
About us
Kingston GP Chambers is a Federation of all NHS General Practices within the Royal Borough of Kingston upon Thames. It was founded in 2008 as a limited company whose shareholders are all 20 GP Practices within Kingston. The company is led by a Board of Directors who are also GP Partners in their own Practices within Kingston.
Kingston GP Chambers has worked collaboratively with both secondary care and the private sector. At present we provide community clinics for Dermatology, Urology, Neurology, Dementia and Diabetes.
In addition, Kingston GP Chambers are at the forefront of improving patient access to primary care. We deliver a comprehensive extended hours service offering GP appointments across three hubs in the evenings Monday to Friday, over the weekend and on Bank Holidays.Kingston GP Chambers has the ability to respond rapidly, and we have continued to demonstrate the capability to provide high-quality, innovative and timely solutions to improving patient care and experience. We work closely alongside the other GP Federations in Southwest London to continue the government's five-year forward plan and deliver patient services in the community. We aim to continue to grow as we are increasingly recognised as the provider of choice for extended, enhanced and urgent GP services. We also expect an increasing role as we support, reinforce and develop the position of general practice as the core building block for an increasing range of jointly-provided services.
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:
- Providing
leadership and guidance to all staff, and take direct day to day leadership of
the administrative and reception team, ensuring
that they adhere to policy and procedure at all times
- Overseeing
the administrative elements of QOF, national and local contracts, liaising with
GPs, nursing staff and administrators including PCN staff to reach targets
- Developing
and running searches and audits on the clinical system for the purposes of
improving clinical care, capturing clinical and performance data to support the
PM with finance reporting.
- Implementing
systems to ensure compliance with CQC regulations and standards
- Reviewing
and regularly updating job descriptions and person specifications ensuring all
staff are legally and gainfully employed
- Assist
with recruitment including pre-employment checks and DBS
- Evaluating,
organising and overseeing the staff induction programme
- Supporting
the practice manager Implementing and
embedding an effective staff appraisal process which will include staff development
plans for all staff (clinical and administrative) whilst maintaining a robust
training record
- Supporting
the leadership team in the resolution of
disciplinary and grievance issues, maintaining an overview of staff welfare
- Setting
up the appointments diary (EMIS) working with the practice manager and partners
for template guidance.
- Ensuring
IT security and IG compliance at all times and responding to and resolving all
local IT issues utilising the available telephone/ online helpdesks
- Running
searches such as Ardens in EMIS, to ensure correct coding used by the practice
and alert the practice manager of issues
- Attend IT courses relating to all database programmes
the practice uses to become a super
user and trainer such as ARDENs and Q
- Reviewing
and update referral templates in EMIS as required / champion and train the team
on any other referral template programme
- Actively
encouraging and promoting the use of patient online services
- Updating
and acting as the focal point for the practice website (and if future social
media sites required
- Marketing
the practice appropriately to ensure patient population is stable or increasing
- Managing
contracts for and highlighting issues with building services i.e., cleaning,
gardening, window cleaning etc.
- Ensuring
the staff implement the practice wide approach to the management of all patient
services matter
- Managing
DNAs, providing data and planning tools coupled with liaison with referred
repeat offender
- Deputise for the PM
In addition
to the primary responsibilities, the Deputy Practice Manager may be requested
to:
- Lead the management of the Patient Participation Group
- Take minutes for practice meetings
- Implement the complaints process, ensuring complaints are dealt with
in a timely manner and, where necessary, escalated to the next level
- 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
- Support the overall practice clinical governance framework, submitting
reports for QOF, enhanced services and other reporting requirements using CQRS/
Open Exeter etc.
- Brief clinicians on performance levels, advising actions to ensure
high achievement across all QOF areas
- Maintain the significant event database, providing advice to staff and
briefing the team at meetings as required
- Identify trends and devise solutions to reduce risk and repeated
occurrences of significant events
- 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
Unfortunately we are unable to accept applications from candidates who require sponsorship. Please only apply for this position if you are eligible to work within the UK without the requirement of sponsorship.
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:
- Providing
leadership and guidance to all staff, and take direct day to day leadership of
the administrative and reception team, ensuring
that they adhere to policy and procedure at all times
- Overseeing
the administrative elements of QOF, national and local contracts, liaising with
GPs, nursing staff and administrators including PCN staff to reach targets
- Developing
and running searches and audits on the clinical system for the purposes of
improving clinical care, capturing clinical and performance data to support the
PM with finance reporting.
- Implementing
systems to ensure compliance with CQC regulations and standards
- Reviewing
and regularly updating job descriptions and person specifications ensuring all
staff are legally and gainfully employed
- Assist
with recruitment including pre-employment checks and DBS
- Evaluating,
organising and overseeing the staff induction programme
- Supporting
the practice manager Implementing and
embedding an effective staff appraisal process which will include staff development
plans for all staff (clinical and administrative) whilst maintaining a robust
training record
- Supporting
the leadership team in the resolution of
disciplinary and grievance issues, maintaining an overview of staff welfare
- Setting
up the appointments diary (EMIS) working with the practice manager and partners
for template guidance.
- Ensuring
IT security and IG compliance at all times and responding to and resolving all
local IT issues utilising the available telephone/ online helpdesks
- Running
searches such as Ardens in EMIS, to ensure correct coding used by the practice
and alert the practice manager of issues
- Attend IT courses relating to all database programmes
the practice uses to become a super
user and trainer such as ARDENs and Q
- Reviewing
and update referral templates in EMIS as required / champion and train the team
on any other referral template programme
- Actively
encouraging and promoting the use of patient online services
- Updating
and acting as the focal point for the practice website (and if future social
media sites required
- Marketing
the practice appropriately to ensure patient population is stable or increasing
- Managing
contracts for and highlighting issues with building services i.e., cleaning,
gardening, window cleaning etc.
- Ensuring
the staff implement the practice wide approach to the management of all patient
services matter
- Managing
DNAs, providing data and planning tools coupled with liaison with referred
repeat offender
- Deputise for the PM
In addition
to the primary responsibilities, the Deputy Practice Manager may be requested
to:
- Lead the management of the Patient Participation Group
- Take minutes for practice meetings
- Implement the complaints process, ensuring complaints are dealt with
in a timely manner and, where necessary, escalated to the next level
- 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
- Support the overall practice clinical governance framework, submitting
reports for QOF, enhanced services and other reporting requirements using CQRS/
Open Exeter etc.
- Brief clinicians on performance levels, advising actions to ensure
high achievement across all QOF areas
- Maintain the significant event database, providing advice to staff and
briefing the team at meetings as required
- Identify trends and devise solutions to reduce risk and repeated
occurrences of significant events
- 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
Unfortunately we are unable to accept applications from candidates who require sponsorship. Please only apply for this position if you are eligible to work within the UK without the requirement of sponsorship.
Person Specification
Qualifications
Essential
- Good standard of education with excellent literacy and numeracy skills
- Educated to A-level/equivalent or higher with relevant experience
- Leadership and/or management
Desirable
- Educated to A-level/equivalent or higher with relevant experience
- Leadership and/or management
- AMSPAR qualification
Experience
Essential
- Experience of working with the general public
- Experience of working in a NHS GP practice
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
- Experience using other software systems such as Ardens Searches & Templates, Accurx and Docman
- Relevant health and safety experience
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
- EMIS, SystmOne or Vision user skills
- 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
- Proven problem solving and analytical skills
Person Specification
Qualifications
Essential
- Good standard of education with excellent literacy and numeracy skills
- Educated to A-level/equivalent or higher with relevant experience
- Leadership and/or management
Desirable
- Educated to A-level/equivalent or higher with relevant experience
- Leadership and/or management
- AMSPAR qualification
Experience
Essential
- Experience of working with the general public
- Experience of working in a NHS GP practice
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
- Experience using other software systems such as Ardens Searches & Templates, Accurx and Docman
- Relevant health and safety experience
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
- EMIS, SystmOne or Vision user skills
- 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
- Proven problem solving and analytical skills
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.
