Assistant Practice Manager

Job description

Job responsibilities

General

To support the Partners and the Reception Manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities.

Monitor group mailboxes, ensuring information is disseminated appropriately.

Convene team meetings, prepare agendas and ensure distribution of minutes as necessary.

Liaise at external meetings as required.

Maintain clinical rotas and liaise with locums.

Ensure the clinical sessions structure is effective, meets the needs of the patients and clinicians have access to suitable rooms.

Assist the Partners with responding to complaints, ensuring complaints are dealt with in a timely manner and where necessary escalated to the next level.

Assist the clinical team with administrative elements of medical students and GP trainee placements, organising timetables, and induction.

Be the first port of call for operational issues.

Deputise for the Partners in their absence.

Attend management meetings and external meetings as appropriate.

HR

Provide leadership and guidance for Admin & Reception and completing appraisals as required.

Coordinate all staff absences to minimise impact on the running of the practice.

Act as the communication link between the Partnership and staff.

Support the Partners in reviewing and updating practice policies and procedures.

Manage compliance registers, ensuring all checks including DBS checks are conducted.

Arrange paperwork, logins, inductions and smart cards for new members of staff.

Oversee the recruitment and retention of staff and provide a general personnel management service.

Support the Partners to manage staffing levels within target budgets.

Keep abreast of changes in employment legislation.

Implement effective systems for the resolution of disciplinary, grievance issues, maintaining an overview of staff welfare

Contracts, Financial & IT

Support the overall practice clinical governance framework, submitting reports for QOF, enhanced services and other reporting requirements using CQRS/other portals as required.

Monitor and disseminate information on safety alerts and other pertinent information.

Practice administrator for clinical system.

Investigate and resolve problems in the day-to-day use of computers, printers and other IT related equipment in the absence of the IT lead.

Annual DSP toolkit submission in liaison with the Data Protection Officer.

Maintain a working knowledge of ICB/ PCN initiatives.

Organisational and estates

Ensure that the practice premises are properly maintained and cleaned, and that adequate fire prevention and security systems are in place.

Manage the procurement of practice equipment, supplies and services within target budgets.

Develop and review the Health & Safety policies and procures and keep abreast of current legislation.

Ensure that the practice has adequate disaster recovery producers in place.

Coordinate portable appliance and calibration testing.

Manage CQC compliance registers, supporting the CQC registered manager.

Health & Safety and Clinical Governance

The post-holder will lead on the management of their own and others health, safety and security as defined in the practice Health & Safety policy, and the practice Infection Control policy and published procedures. This will include (but will not be limited to):

Ensure employees across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.

Maintain and up to date knowledge of health and safety and infection control statutory and best practice guidelines and ensure implementation across the business.

Use personal security systems within the workplace according to practice guidelines

Identify the risks involved in work activities and undertaking such activities in a way that manages those risks across the business.

Make effective use of training to update knowledge and skills and initiate and manage the training of others.

Use appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed

Keep own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with others

Undertake periodic infection control training (minimum annually)

Routinely manage own team / team areas, and maintain of workspace standards

Demonstrate due regard for safeguarding and promoting the welfare of children.

Alert other team members to issues of quality and risk.

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.

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 which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Skills and Development

The post-holder should recognize the importance of effective communication within the team and will participate in any training programme implemented by the practice as part of this employment to develop their professional skills. They should:

-Communicate effectively with other team members. and external stakeholders.

-Communicate effectively with patients and carers.

-Recognize peoples needs for alternative methods of communication and respond accordingly

-Work effectively with individuals in other agencies to meet patients needs.

-Participate in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.

-Take responsibility for their own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

-Assess own performance and take accountability for own actions, either directly or under supervision

-Effectively manage own time, workload and resources

Person Specification

Qualifications

• Literacy and numeracy skills sufficient to manage a medium-sized business.
• Computer literacy, including word processing /spreadsheet/ database
• Strong IT skills
• Excellent communication skills, both written and verbal

• Leadership and/or management qualification
• Educated to degree level in healthcare or business
• Qualifications in Management/Practice Management
• Knowledge of Health and Safety legislation
• Knowledge of Employment law

Experience

• Previous general practice experience
• Strong organisational skills
• Ability to build strong teams
• Ability to cope with change and manage change for the Practice
• Ability to manage own workload with initiative and flexibility
• Positive about the NHS and Primary Care
• High standards of professionalism and honesty
• Understanding of the importance of confidentiality
• A commitment to the aims of Equal Opportunities

• Experience of accounting procedures
• Relevant Health and Safety experience
• Teaching/training staff members
• Carrying out audits

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

Killick Street Health Centre

Address

75 Killick Street

London

N1 9RH

https://www.killickstreet.co.uk/