Deputy Practice Manager

Job description

Job responsibilities

Specific duties will include: overseeing the day-to-day administrative operations of the practice, ensuring this supports the clinical and non-clinical team to achieve their primary responsibilities; working with the Practice Manager and DHC HR Manager to manage recruitment, training, supervision, welfare, health and safety and delegation of workloads for all administrative members of employed practice staff. The Deputy Practice Manager will also organise and oversee the design and delivery of the staff induction programme and other line management responsibilities. In addition, the postholder will manage rotas for clinical staff, ensuring appropriate levels for patient care, including booking locums. The person will also be responsible for quality assurance and CQC compliance in order to achieve at least a good or outstanding rating on inspection, and for Health and Safety and Risk Management within the practice.

JOB SUMMARY

The Deputy Practice Manager will play a crucial role in the smooth running of the practice by line managing staff, meeting compliance requirements and managing rotas and room allocation.

The Deputy Practice Manager will work closely with the Practice Manager, the practices Clinical Lead GPs and DHC managers (finance, HR, governance).

Pond Tail Surgery has an enthusiastic team committed to developing the practice and providing first-class services for our patients. The Deputy Practice Manager will play a key role in leading the team through those developments.

DUTIES AND RESPONSIBILITIES OF THE POST

The main duties and responsibilities will include:

1. Line management of administration and reception staff

2. Managing rotas for clinical staff, ensuring appropriate levels for patient care

3. Managing room allocations

4. Managing governance and compliance processes to ensure good governance and meeting CQC requirements

The following are the core responsibilities of the Deputy Practice Manager. There may be, on occasion, a requirement to carry out other tasks appropriate to the role.

Line management of administration and reception staff

• Overseeing the day-to-day administrative operations of the practice, ensuring this supports the clinical and non-clinical team in achieving their primary responsibilities
• Work with the Practice Manager and DHC HR Manager to manage recruitment, training, supervision, welfare, health & safety and delegation of workloads for all administrative members of employed practice staff
• Organising and overseeing the staff induction programme
• Undertake appraisals following the DHC staff appraisal process
• Manage annual leave requests and maintain holiday charts
• Oversee team rota to allow for adequate staff cover at all times as well as maintaining the flexibility required at short notice to cover for illness
• Manage staff absenteeism
• Promote good staff relations and motivation
• Organise meetings as necessary
• Attendance at weekly Practice Leadership Meeting
• Maintenance of own standards of management, including attending regular training sessions and local meetings.
• Work with PPG and attend meetings.
• Submit monthly Personally Administered Claims

Managing rotas for clinical staff, ensuring appropriate levels for patient care

• Maintenance and development of efficient systems for staff and doctors rotas, ensuring appropriate cover
• Manage the appointment system on SystmOne, ensuring clinicians clinics are accurately entered and used efficiently
• Book locums as necessary to ensure appropriate clinician availability in line with agreed levels

Managing room allocations

• Maintenance and development of efficient systems for allocating clinical rooms throughout the week, ensuring clarity for the whole team over rooms allocated to each individual
• Manage the use of desks for the administrative team, ensuring clarity over desks allocated to each individual

Quality Assurance and CQC Compliance

• Ensure compliance with CQC registration and work with DHC Governance Manager to achieve at least a good or outstanding rating on inspection
• Carrying out risk assessments as appropriate to ensure CQC compliance
• Promote quality achievement and performance within the practice.
• Ensure compliance with national standards and legislation.
• Bring together staff of all levels to plan, formulate and develop quality procedures.
• Liaise with the practice team to ensure that good practice is shared

Health & Safety and Risk Management

• Ensure compliance relating to health and safety and occupational health issues
• Ensure DHC health & safety policies and procedures are implemented and followed. Organise training and ensure fire drills are held at appropriate intervals
• Ensure all accidents or dangerous incidents are investigated, recorded, reported and followed up when necessary
• Ensure staff, both attached and employed, are aware of security arrangements and that they are complied with
• Co-ordinate the reporting and audit of significant events and manage the implementation of remedial action where appropriate.
• Ensure staff are trained to maintain safety, security and fire prevention

WORK SETTING AND REVIEW

To be sufficiently confident in skills and knowledge to manage own workload efficiently and effectively on a daily basis. Be focused on solutions and a can-do proactive approach.

Attend regular meetings with the Practice Manager and DHC managers to agree on priorities and overall approach.

CONFIDENTIALITY

The post holder must maintain the confidentiality and security of information about patients, staff and DHC business in accordance with the Data Protection Act 2018, GDPR and Caldicott principles.

This job description represents an outline of the responsibilities of the post and is not intended to be an exhaustive list of duties or tasks. It will change and develop in line with organisational needs and may be amended following consultation with the postholder.

Person Specification

Experience

Essential

• Previous successful experience in a similar role.

Desirable

• Employment in a similar industry/sector.

Knowledge

Essential

• Well-versed in use of Microsoft Office (Excel, PowerPoint and Outlook).
• Commitment to Continuing Professional Development.

Qualifications

Essential

• Good standard of general education (English and Maths at GCSE or equivalent level).
• Education to A-level or equivalent.

Skills and Aptitudes

Essential

• Able to work independently and be solutions-focused.
• Very organised, working calmly and efficiently.
• Willing to be flexible and multi-task whilst not losing sight of priorities.
• Ability to work with a diverse group of people at all levels.
• Ability to maintain confidentiality at all times.
• Excellent verbal and written communication skills.
• Ability/willingness to commute to other DHC sites regularly to attend meetings, training courses etc.
• Ability to present at meetings.

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.

Employer details

Employer name

Dorking Healthcare Ltd.

Address

Pond Tail Surgery

Pond Tail, Godstone Green

Godstone

Surrey

RH9 8DY

Employer's website

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