Practice Manager Assistant

1 month ago

Solihull, Solihull, United Kingdom Dorridge Surgery Full time
Job Summary

To oversee and coordinate all aspects of practice functionality, motivating and managing staff, patient services, premises, and health and safety management. Through innovative approaches, support the practice manager in leading the team in promoting ED&I, SHEF, Quality & CI, Confidentiality, Collaborative Working, Service Delivery, Learning and Development, and ensuring the practice complies with CQC regulations.

Main Responsibilities
  1. Support the Practice Manager in delivering a consistently excellent experience to our patients.
  2. Work closely with key members of our team to uphold the highest standards in our non-clinical operations.
  3. Actively be involved in continually improving how we do things (for both staff & patients).
  4. Lead and motivate a team of people to drive their own performance, quality, and pride in their work.
  5. Develop, implement, and embed an effective staff appraisal process with own team.
  6. Co-ordinate statutory and mandatory training for the team, liaising with PM, Reception Manager, and Senior Nurse where applicable.
  7. Manage certain financial elements of the practice, such as petty cash, patient income, PPA claim. Support PM in maximising income and reducing expenditure.
  8. Manage contracts for services, cleaning, gardening, window cleaning, etc.
  9. Develop, implement, and embed an efficient business resilience plan (BRP).
  10. Co-ordinate the reviewing and updating of all practice policies and procedures.
  11. Lead change and continuous improvement initiatives; co-ordinate specific projects within the practice.
  12. Manage the procurement of practice equipment, supplies, and services.
  13. Develop, implement, and embed an effective communication strategy (internal and external).
  14. Actively encourage and promote the use of patient online services.
  15. Liaise at external meetings as required.
  16. Market the practice appropriately.
  17. Act as the deputy complaints manager, ensuring complaints are dealt with in a timely manner and where necessary escalated to the next level.
  18. Manage the premises, including health and safety aspects such as risk assessments and mandatory training.
  19. Manage facilities and maintenance of PAT testing, calibration, fire extinguishers, alarm systems, and reviewing effectiveness of contracts.
  20. Manage equipment owned by the surgery (maintaining up to date asset registers, etc).
  21. Respond and resolve all local IT issues where appropriate.
  22. Anything else the PM asks.
  23. Ensure all own team have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively.
Person Specification

Experience

  • Experience of working with the general public.
  • Experience of managing teams.
  • Experience of performance management, including appraisal writing, staff development, and disciplinary procedures.
  • Experience of chairing meetings, producing agendas, and minutes.
  • Ability to exploit and negotiate opportunities to enhance service delivery.
  • Excellent communication skills (written, oral, and presenting).
  • Strong IT skills (generic).
  • Excellent leadership skills.
  • Ability to prioritise, delegate, and work to tight deadlines in a fast-paced environment.
  • Effective time management (Planning & Organising).
  • Ability to network and build relationships.
  • Proven problem-solving & analytical skills.
  • Ability to develop, implement, and embed policy and procedure.
  • Ability to motivate and train staff.
  • Polite and confident.
  • Flexible and cooperative.
  • Excellent interpersonal skills.
  • Motivated and proactive.
  • Ability to use initiative and judgement.
  • Forward thinker with a solutions-focused approach.
  • High levels of integrity and loyalty.
  • Sensitive and empathetic in distressing situations.
  • Ability to work under pressure.
  • Confident, assertive, and resilient.
  • Ability to drive and deliver change effectively.
  • Ability to motivate teams, enhance morale, and maintain a positive working environment, including team-building sessions.

Desirable

  • Experience of working in primary care.
  • Experience of working in a GP practice.
  • Experience of SystmOne.

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