Deputy Practice Manager North Cardiff Medical Centre

Job description

Job responsibilities

Job responsibility

Operational Management and Planning

• Support the Practice Manager, ANP Nurse Partner and Reception Manager with the operational management of the Practice across the two sites, thereby assisting with the smooth running of the practice.

• Support the Practice Manager to implement any new Welsh Assembly Government, GMS contract changes to patient services

• Support practice based initiatives, QI projects and implementing changes within the practice.

• Manage and develop the master rota and master appointment structure, reviewing capacity to ensure it meets demand. Highlighting any areas of concern in advance to Partners and Practice Manager in relation to rota management.

• Approve annual leave requests for Partners, clinicians and the admin hub, via Bright HR, ensuring that there are no conflicts in terms of leave and liaising with team members as necessary.

• Manage the rotas and induction plans for GP registrars, medical students and completed monthly pay returns and agreeing annual leave, study leave.

• Act as a role model to staff, mentor, motivating and promoting good staff relations.

• Assist in the management of recruitment, induction and training of all new administration team members, staff reviews and appraisal

• Deputising for the Practice Manager in their absence

Trainees

• Act as the key management point for trainees, develop their induction plan.

• Co ordinate placements, rotas, support for trainees which can include Medical Students, Foundation year doctors, GP Registrars, Pharmacists and Practice Nurse trainees.

• Liaise with Practice mentors, trainers and trainees on a regular basis to ensure the trainees are happy and fulfilled in their placement and are receiving the right level of support.

IT - Information Governance

• Coordinate with DHCW for any IT issues and act as a point of contact for any staff requiring IT support

• Oversee Subject access requests, GDPR responsibilities including the efficient production of medical and insurance reports, and private letters.

• Support the overall practice clinical and information governance framework assisting in completion of CGSAT and IG Toolkit.

• Ensure Health & Safety standards are maintained across the Practice and that any incidents are reported, and any estate maintenance issues are addressed effectively as appropriate.

• Reviewing and updating of practice policies and procedures in conjunction of the Practice Manager

• Support with business continuity systems and processes responding to any issues in the Practice Managers absence.

• Develop and implement an effective complaint management system together with the Practice Manager.

• Set up all new users with IT accounts - NADEX, e-mail, EMIS, WCCG and GPTR accounts.

• Create and run reports as requested, develop searches and audits on the clinical system.

• Ensure that all clinicians and staff are accurately read coding.

Service Improvement

• Project manage quality improvement and service change, development initiatives

• Support the Practice in terms of monitoring patient list size and managing patient demand and capacity. Present solutions, implement change and monitor impact.

• Support the development of the North Cardiff Cluster by attending and participating in meetings, training and the practical development and operational implementation of services across the GP Cluster E.g. Urgent Primary Care Hub, Physiotherapy and Mental Health.

Communication

• In the absence of the Practice Manager, act as one of the primary points of contact for the UHB, Cluster, contractors, community suppliers and other external stakeholders.

• Support co ordination of the Practice admin email ensuring that the administration hub responds to and co ordinate emails appropriately.

• Provide a focal point of communication between patients, doctors and other practice staff. Ensure the administration team is aware of any Practice developments which impact on them and understand why.

• Liaise with patients in terms of feedback and concerns with a view to de escalating situations, including complaints

• Support effective communication across Practice sites with regular team meetings and updates.

• Attend, present and participate in Partners and Practice meetings and training events.

• Support the Practice Manager with website development and effective use of social media for patient education campaigns.

General

• Offer flexibilityto cover annual leave or sickness of colleagues in the Management and Administration functions.

• Project a positive, confident and friendly image to patients and visitors at all times.

• Respond well to work pressures and use your own initiative.

• Support the ongoing development of the Practice.

• Undertake any other duties as requested by the Partners or Practice Manager

Personal - Professional Development:

The post holder will participate in training programs implemented by the Practice as part of this employment, such training to include

Mandatory elearning.

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.

We will facilitate future training and mentorship to allow for future progression to Practice Manager.

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 recognise the importance of effective communication within the team and will strive to

• Communicate respectfully and effectively with all patients, carers, staff and Partners.

• Recognise peoples needs for alternative methods of communication and respond accordingly.

This job description is a basic guide to the scope of the role and the responsibilities of the Deputy Practice Manager. It is not exhaustive and may be amended following consultation with the post holder.

In the performance of the duties outlined in this job description, the post holder will have access to confidential information relating to patients, staff and the business of the Practice. All such information from any source is regarded as strictly confidential.

Person Specification

Experience

Essential

• Demonstrable experience in general management within a healthcare setting or comparable organisation.
• Experience of team management including practical application and knowledge of all aspects of HR and employment law.
• Self motivated able to use own judgement and common sense
• Ability to prioritise, delegate, plan and organise workload to tight deadlines
• Excellent generic IT skills
• A flexible and adaptable management style
• Able to work independently and as part of a team Solution focused.

Desirable

• Leadership skills and experience within multidisciplinary organisation.
• Experience at this level within Primary Care setting
• Strategic thinker

Qualifications

Essential

• Educated to degree level standard or equivalent experience

Desirable

• Postgraduate qualification in management or evidence of equivalent professional development
• Professional qualification in HR,finance,IT or other relevant qualification

ADDITIONAL CRITERIA

Essential

• General Data Protection Act, Patient Confidentiality & Clinical Governance
• Experience of Microsoft Office software
• Experience of clinical operating systems

Desirable

• Knowledge of NHS, Primary and Secondary Care Services

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

GP Practice in Wales

Address

North Cardiff Medical Centre

Excalibur Drive

Thornhill

Cardiff

CF14 9BB

Employer's website

https://gpwales.co.uk (Opens in a new tab)