Job responsibilities
JOB TITLE: Assistant Practice
Manager
REPORTS
TO: Practice Manager
HOURS: 37.50 Per Week
Job summary:
The
posit holder will support the Practice Manager in their operational day-to-day
duties across the DHU main and branch sites providing a reliable source of
cover in their absence.
The
post-holder will work closely with, and under the direction of the Practice
Manager to improve standards across a wide range of clinical and administrative
activity. Maintain overall
responsibility for the maintenance of the building, management of premises,
contracts, services, Health & Safety & Infection Prevention Control.
Lead
on a day to day basis and propose resolution for any problems if and when they
arise.
Job responsibilities:
Staff
organisation:
Maintain
adequate cover for all staff during surgery hours, including sickness and
holidays
Allocate
specified tasks requested by doctors and other members of the primary health
care team
Deal
with staff issues, which directly affect the working environment e.g. booking
of locum GPs
Oversee the preparation of all staff rotas weekly, 6
weeks ahead
Authorise
staff holiday dates and arrange cover as necessary
Instigate
and organise annual mandatory staff training and maintain the training matrix
Practice
development and clinical governance
Contribute
to production and review of practice development plans and reports
Contribute
to identifying gaps and/or needs in current activities and act proactively
Contribute
to analysis and review of strategy within the practice
Contribute
and support the Practice Manager in preparation for any Care Quality Commission
inspection or meetings
Be
aware of issues related to professional development and be committed to
participate in training and education
Ensure
recall systems are adhered to for target payments regarding the Quality and
Outcomes Framework (QOF)
Able
to carry out basic book keeping income and expenses
Contribute
to the monitoring and audit of data and professional practice regarding
governance requirements
Organisational
tasks
Oversee
the claims process for work undertaken as part of enhanced national or local
services
Implement
and monitor GP and nurse rotas and identify potential problems including
efficient use of time
Support
locums/sessional /salaried GPs working in the practice
Convene
meetings, generate minutes of practice meetings as appropriate and implement
action.
To
provide support to clinical sub groups in correctly identifying and targeting
patients for assessment and treatment and in the production of information for
clinical audit
Oversee
the security and validation processes for the clinical system.
Patient
and community services
Co-ordinate
the practice-based complaints procedure and acknowledge receipt of complaints
Be
the first point of contact for patient liaison and step in when needed in front
line at the practice
Work
within the GP contract and its
commissioner - the CCG on delivery of the contract
Maintain
practice process / performance to high CQC standards
Work
to increase the income and newer service delivery at the practice.
Human
resources
Instigate,
participate and contribute to staff meetings; co-ordinate the agenda and
implement action from these meetings
Participate
in the recruitment and selection process for appointing new staff by
interviewing as part of selection panel
Identify
needs for own training and that of others; induction for new staff; draw up and
co-ordinate induction and training programmes for new reception and
administration staff
Be
aware of the importance of good employment practice and how this relates to the
reception and administration teams; monitor policies and procedures against
practice and/or external guidelines and report and suggest resolution for any
problems
Contribute
to practice procedures for performance review, appraisal or mentoring and
promote value of schemes to reception and administration staff
Premises
and equipment
Monitor
equipment and report operating problems; monitor maintenance schedules, to
include organisation of repairs and replacement when appropriate in
consultation with the group practice director
Maintain
premises security systems
Contribute
to the establishment and implementation of reviews in shared services and
premises
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 health care 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 health care 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
and safety:
The
post-holder will work with DHU colleagues to implement the management of their
own and others health, safety and security as defined in the practice health
and safety policy and infection prevention control policy (IPC) and procedures.
Ensure
job holders across the practice adhere to their individual responsibilities for
infection control and health and safety (H&S), using a system of
observation, audit and check, hazard identification, questioning, reporting and
risk management
Maintain
an up to date knowledge of H&S and IPC statutory and best practice
guidelines, ensuring implementation across the practices
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 across the practices
Making
effective use of training to update knowledge and skill and initiate and manage
the training of others
Actively
identify, report and correct H&S and
IPC hazards immediately with DHU colleagues
Ensure
own work areas and general / patient areas are clean, identifying issues and
hazards/risks and assuming responsibility for the maintenance of general
standards of cleanliness across the practices in consultation (where
appropriate) with DHU colleagues
Routine
management of own team/team areas and maintenance of work space standards
Equality
and diversity:
The post-holder will support
the equality, diversity and rights of patients, carers and colleagues, to
include:
Act
in a way that recognises the importance of peoples rights, interpreting them
in a way that is consistent with practice procedures and policies, and current
legislation
Respect
the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behave
in a manner that is welcoming to 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 DHU 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
Weekly
review of dashboard data adjusting workforce to meet needs
Work
effectively with individuals and 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
effectively with other team members
Communicate
effectively with patients and carers
Recognise
peoples needs for alternative methods of communication and respond accordingly
DHU
has a policy of dealing with todays emails the day they are received.
Please see attachment for full job description
