Assistant Practice Manager

Job summary

We are lookingfor a reliable, highly motivated, enthusiastic person to support the Practice Manager in the day-to-day operations of the practice. You will be required to have an understanding of health services.

Main duties of the job

The successful candidate will be working under the direction of the Practice Manager, providing support and management to the practice team.

Assisting with day-to-day activities and operational management of the practice.

Assisting with all aspects of HR, dealing with complaints, organising the appointment rota, assisting with CQC compliance, organising and minuting meetings, liaising with internal and external stakeholders.

Main responsibilities include:

Dealing with staff issues including those arising day to day, appraisals, annual leave, sickness, staff training

Managing the appointment rota, co-ordinating locums and medical students

Managing complaints

Arrange and minute meetings

CQC compliance - updating and maintaining policies in liaison with the Practice Manager

Assisting in other day-to-day activities and operational management of the practice

About us

We are a busy GP surgery in south east London with good transport links nearby and easy parking. We have a practice population of nearly 9,000 and are a friendly and supportive team. We are looking for a part time Assistant Practice Manager for between 16 - 25 hours.

NHS Pension Scheme available.

Job description

Job responsibilities

MAIN DUTIES AND RESPONSIBILITIES

Liaising with and supporting the Practice Manager

Staff management including managing annual leave, sick leave, HR issues, appraisals, advertising and interviewing for new roles, staff induction, monitoring staff training

Providing leadership, support and training for current and new staff ensuring that data quality guidelines ae understood and adhered to

Ensuring staff adhere to policy and procedure at all times

The post holder will be aware of the various statutory requirements and will assist in implementation as directed by the Practice Manager. There is a need to work closely with reception and clinical staff to ensure the smooth running of the practice, reporting any problems encountered to the relevant person

Managing appointments rota, arranging locum cover and organising rota for medical trainees

Managing the diary for all clinicians' leave, meetings etc and to make sure all the information is incorporated into the appointment schedules

Organise duty rotas, co-ordinate leave requests

Arranging and minuting meetings as required

CQC compliance - updating and maintaining policies

Acknowledging and responding to complaints, in liaison with the Practice Manager

To be the first line of contact for patients with respect to the complaints procedure and to take appropriate action as set out in the Practice's complaints procedure, with the support of the Practice Manager where appropriate

Maintaining the complaints database

Maintaining the significant events database, providing advice to staff and briefing the team at meetings as required

Identifying trends and devising solutions to reduce risk and repeated occurrences of significant events

Assisting with Returns and Submissions as required

Ensure that strict confidentiality protocols are adhered to.

Attend training sessions on behalf of the practice as required.

To comply with health & safety procedures and report any areas of concern to the Practice Manager.

Liaise with NHSPS/contractors on premises-related issues

Act as the primary point of contact for NHS(E), ICB, community services, suppliers and other external stakeholders in the absence of the Practice Manager

To undertake any other duties as may be determined from time to time to ensure the efficient running of the practice.

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

Performance Standards:

Confidentiality to be maintained at all times. The ability to communicate effectively at all levels, both internally and externally, thus displaying a competent and professional image of the Practice. Confident and polite manner.

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

Personal/professional development:

The post-holder will participate in any training programme 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

Quality:

The post-holder will strive to maintain quality within the practice, and will:

Alert other team members to issues of quality and risk

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

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

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload and resources

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

Communicate effectively with other team members

Communicate effectively with patients , carers and external organisations

Recognize peoples needs for alternative methods of communication and respond accordingly

Contribute to the implementation of services:

The post-holder will:

Apply practice policies, standards and guidance

Discuss with other members of the team how the policies, standards and guidelines will affect own work

Participate in audit where appropriate

JOB DESCRIPTION AGREEMENT

This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties required of the post-holder commensurate with the position. This description will be open to regular review and may be amended to take into account development within the Practice. All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the efficient running of the Practice.

Person Specification

Qualifications

Essential

English Language GCE/GCSE or equivalent

Desirable

Educated to A-level/equivalent or higher with relevant experience Leadership and/or management qualification AMSPAR qualification

Personal Qualities

Essential

Ability to work effectively in a team or by self Ability to think on own feet Diplomacy Commitment to patient care Polite and courteous manner Confidence and a positive outlook Sense of humour

Experience

Essential

Excellent communication skills Strong IT skills Ability to work under pressure and work to deadlines Effective time management (planning and organising) Ability to motivate staff Ability to ensure confidentiality is maintained at all times Flexible approach to work and can demonstrate professionalism Ability to accept change as the role evolves

Desirable

Experience working within a medical or clinical environment Experience using EMIS Able to deal with challenging situations or individuals NHS GP surgery or other clinical experience

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