Business Management Assistant

Job summary

As a Business Management Assistant, you will support thePractice Manager and Assistant Practice Manager with overseeing the day-to-dayoperations of the practice. You will have a broad understanding and have provenexperience in the smooth running of General Practice, as well as the ability towork independently where required, whilst observing confidentiality at alltimes. This role requires a good team player, with an eye for detail andaccuracy in order to support the excellent patient care provided to ourpatients.

Working hours will depend on the right candidate but willneed continuity during the working week to ensure the smooth running of thepractice.

Main duties of the job

The post-holder will need to quickly become familiar with allfunctions of the Practice.

The post holder will be aware of the various statutoryrequirements and will assist in implementation as directed by the PracticeManager and Partners. There will be a need to work closely with all staffcovering all departments in order to maintain all levels of local and nationalstandards and requirements.

The post holder will work within the management teamtherefore confidentiality is of utmost importance.

About us

Haresfield Surgery is situated within the Worcester Citylocality boundary and provides general medical services to approximately 18,000patients. The Practice has seven partners, seven Salaried GPs, Advanced NursePractitioners, Registrars, GP Clinical Pharmacist, dedicated Management and astrong Nursing Team, all of which are supported by skilled Receptionists and Administrators.It is ideally located with excellent road links to surrounding towns andvillages.

Haresfield Surgery prides itself with its team ethos,making it a great place to work. In its modern, purpose built building,Haresfield Surgery is able to offer its staff a working environment withcomfortable rest rooms, free on-site parking and an in-house gym. Staff welfareis of utmost importance, as well as a focus on professional development and jobsatisfaction.

Job description

Job responsibilities

General Information

Haresfield Surgery is situated within the Worcester City locality boundary and provides general medical services to approximately 18,000 patients. The Practice has seven partners, seven Salaried GPs, Advanced Nurse Practitioners, Registrars, GP Clinical Pharmacist, dedicated Management and a strong Nursing Team, all of which are supported by skilled Receptionists and Administrators. It is ideally located with excellent road links to surrounding towns and villages.

Haresfield Surgery prides itself with its team ethos, making it a great place to work. In its modern, purpose built building, Haresfield Surgery is able to offer its staff a working environment with comfortable rest rooms, free on-site parking and an in-house gym. Staff welfare is of utmost importance, as well as a focus on professional development and job satisfaction.

Job Summary

As a Business Management Assistant, you will support the Practice Manager and Assistant Practice Manager with overseeing the day-to-day operations of the practice. You will have a broad understanding and have proven experience in the smooth running of General Practice, as well as the ability to work independently where required, whilst observing confidentiality at all times. This role requires a good team player, with an eye for detail and accuracy in order to support the excellent patient care provided to our patients.

Working hours will depend on the right candidate but will need continuity during the working week to ensure the smooth running of the practice.

Main Purposes

The post-holder will need to quickly become familiar with all functions of the Practice.

The post holder will be aware of the various statutory requirements and will assist in implementation as directed by the Practice Manager and Partners. There will be a need to work closely with all staff covering all departments in order to maintain all levels of local and national standards and requirements.

The post holder will work within the management team therefore confidentiality is of utmost importance.

Training requirements will be monitored by yearly appraisal. Personal development will be encouraged and supported by the Practice. It is the individuals responsibility to remain up to date with recent developments.

Key Responsibilities

Practice Management Support

Support the Practice Manager and Assistant Practice Manager in the day to day running of the practice across both sites.

Provide first line administrative support to the Management Team across all multi-functional areas.

Human Resources:

Provide support to the Practice Manager with recruitment, onboarding and personnel administration.

Support management with new starter inductions.

Manage internal training records for all staff.

Booking external training courses and resources.

Update daily absence and sickness records, liaising with management where necessary.

Commissioning:

Assist with implementation of new and updated commissioning policies, liaising with other Team Members where necessary.

Update weekly and monthly workforce and practice capacity reporting to commissioners.

Premises:

Manage room bookings for practice, including external bookings of shared Boardroom.

Maintain register of premises issues reported by colleagues for both sites, whilst liaising with management to resolve reported problems.

Governance, Compliance and Quality:

Manage the Policies and Procedures register, support and administer updates and annual reviews, and help support the adoption and acceptance from the wider practice team.

Assist with the maintenance of all processes and compliance, in preparation for CQC inspections and ongoing governance.

Conduct internal audits, quality control checks, and participate in external inspections to maintain accreditation and certification standards.

Assist where directed with the investigation of any incidents, errors, or complaints related to practice activities, implementing corrective actions as necessary.

Support Management to investigate complaints and Significant Events, whilst maintaining an up-to-date register of events and outcomes.

Support planned meetings such as Clinical Governance and PPG Meetings, and provide minute taking support where needed.

Team Collaboration:

Support colleagues by monitoring generic email addresses when needed.

Collaborate with team members, wider practice colleagues, and other healthcare professionals to optimise a high standard of patient service and patient safety.

Promote effective communication and teamwork.

Qualifications and Skills:

Proven experience in a General Practice setting, with a broad range of skills and knowledge.

Willingness to develop leadership and supervisory skills.

Strong organisational skills, attention to detail, and ability to prioritise tasks in a fast-paced environment.

Trustworthy, with an ability to maintain business confidentiality at all times.

Excellent communication, interpersonal, and teamwork abilities.

Proficiency in General Practice clinical software and computer literate.

Commitment to patient-centred care, confidentiality, and ethical conduct.

Working Conditions:

Flexibility to accommodate operational needs when required

Place of Work:

The main place of work will be based at Haresfield Surgery, but there may be occasional times where travel is required to the practices branch Surgery in Kempsey.

Health & Safety:

Working within a healthcare environment, the post-holder must take responsibility for their own and others health, safety and security. This will include (but will not be limited to):

All staff within the department 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 an up to date knowledge of health and safety and infection control statutory and best practice guidelines and ensure implementation across the Practice.

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 Practice.

Making effective use of training to update knowledge and skills, and initiate and manage the training of others in these areas.

Using 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.

Actively identifying, reporting on and correcting health and safety hazards and infection hazards immediately when recognised.

Keeping 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 other staff.

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 healthcare 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 healthcare 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.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting 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. Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues. Behaving 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 program implemented by the Practice 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. Person Specification

Qualifications

Essential

GCSE grade A to C in English and Maths

Experience

Essential

Experience of working within General Practice preferred.

Desirable

Experience of working within a healthcare or NHS environment preferred. Understanding of basic Human Resources principles

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