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 Duties
  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.
About Us

We are a relatively small practice, and due to this, we are a very close team, who have a 'family doctor' culture and philosophy rather than a corporate one.

We currently have 3 partners, all of whom are dedicated to continuous improvement.

We have 4 'salaried' GPs, a strong nursing team, and have a variety of 'ARRs' staff who are part of our team too.

Our reception and admin team range from brand new to many years of loyal service, are supportive of each other and the wider team, and we encourage input on how to improve from all of them.

We are a teaching practice, currently hosting an ST3 and an ST1.

All of the above results in us all being extremely hands-on and supportive to all staff, and allows us to be very responsive to people's needs, and in itself is very rewarding.

Job Responsibilities
  1. Ensure compliance with CQC regulations and standards.
  2. Support the practice manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities.
  3. Direct line management of the following staff: Medical secretaries & Admin team.
  4. Duty Manager for a minimum 3 sessions a week, and pre-triaging triage/train &/or coach staff in the same.
  5. Establishing, reviewing, and regularly updating Job Descriptions and Person Specifications, for own team ensuring all staff are legally and gainfully employed.
  6. Developing, implementing, and embedding an effective staff appraisal process with own team.
  7. Coordinating statutory and mandatory training for the team, liaising with PM, Reception Manager & Senior Nurse where applicable.
  8. Managing certain financial elements of the practice, such as, petty cash, patient income, PPA claim. Support PM in maximising income and reduce expenditure.
  9. Managing contracts for services cleaning, gardening, window cleaning etc.
  10. Developing, implementing, and embedding an efficient business resilience plan (BRP).
  11. Coordinating the reviewing and updating of all practice policies and procedures.
  12. Leading change and continuous improvement initiatives; coordinating specific projects within the practice.
  13. Managing the procurement of practice equipment, supplies, and services.
  14. Developing, implementing, and embedding an effective communication strategy (internal and external).
  15. Actively encouraging and promoting the use of patient online services.
  16. Liaising at external meetings as required.
  17. Marketing the practice appropriately.
  18. Acting as the deputy complaints manager, ensuring complaints are dealt with in a timely manner and where necessary escalated to the next level.
  19. The management of the premises, including health and safety aspects such as risk assessments and mandatory training.
  20. Managing facilities & maintenance of Pat testing, calibration, fire extinguishers, alarm systems, & reviewing effectiveness of contracts.
  21. Managing equipment owned by the surgery (maintaining up to date asset registers etc).
  22. Responding and resolving all local IT issues where appropriate.
  23. Anything else the PM asks.
  24. Ensuring all own team have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively.

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