Assistant Practice Manager

Job summary

To support the Practice Manager in managing the non-clinical side of the business, thereby enabling the Practice to meet its agreed aims and objectives within a profitable, efficient, safe and effective working environment.

Main duties of the job

You will be responsible for the line management of the admin team and assisting thePractice Manager in ensuring the Practice achieves its annual financial targets. Monitoring of recalls and coding will also be an essential part of the role.

You will act as IT Champion for the Practice and support the team in any training required to ensure they are proficient in its use.

You will act as the point of contact for the contractors used in the maintenance of the premises.

You will be responsible for the collection and analysis of patient feedback, ensuring the Practice is meeting the needs of its population.

You will assist the Practice Manager with the recruitment of new non-clinical team members, and ensure that annual training for all staff is completed and up to date.

You will assist with audit work as directed by the Partners/Practice Manager and minute the weekly meetings.

About us

The Village Surgery team consists of around 30 employees, covering a wide range of roles. From Salaried GP's to Practice Nurses, Advanced Nurse Practitioners, HCA's, Nurse Associates & Phlebotomists to Care Navigators, Pharmacists, Care Co-ordinators and Social Prescribers, the extent of the team is far reaching and intricate and offers a plethora of services to the population of Thurcroft.

It is a Practice with a very positive reputation, both in terms of its patient's views and the many NHS staff members who are keen to join us. General Practice is an extremely busy environment and team work is essential. Our patients are our priority and we all do the best we can to offer a quality service to our population.

Joining our team will mean you will be expected to have the same drive to succeed, and in return you will become a member of this very friendly, supportive family

Job description

Job responsibilities

JobSummary

TheAssistant Practice Manager will support the Practice Manager with the generalday to day running of the Practice.

To be involved in themanagement and development of the non-clinical Practice staff

Act as line Manager tothe Reception Manager, Practice Secretary and the Admin Team.

To be responsible forthe maintenance of the practices clinical and other computer systems.

Supporting the PracticeManager with administrative task.

Dutiesand Responsibilities

To be aware ofnational, local and Practice quality standards for chronic disease management.

Organising premises maintenanceas required using agreed contractors.

To be responsible forthe collection and collation of data and feedback about patients needs andsatisfaction.

Champion

Supportingthe Practice and Practice Manager in maintaining its CQC rating.

Supportingthe Practice Manager to achieve QOF targets.

HumanResources

Assisting the PracticeManager with the recruitment and interviewing of all non-clinical staff.

Managingthe mandatory training for all staff ensuring this has been completed in atimely manner.

Organisational

Opening the surgery

Act as liaison withwith the contract cleaners.

Supporting the PracticeManager to organise the flu clinics and coordinate staffing.

Assist with Accurxmessaging and health campaigns.

DataManagement

To oversee and monitorthe EDI links workload.

IM& T

To support theReception Manager in the training of current and new Practice staff on the useof the Clinical System.

To provide first linetechnical support for IM & T issues. Full support is provided by the ICB IM& T Support Desk or the clinical system supplier. First line technicalsupport may include such issues as:

Simple Windowsconfiguration problems

System One difficulties

Scanner and printerconfiguration queries

Scanner and printerconsumables stocking and installation

To liaise with the ICBIT or clinical system suppliers support department to resolve other hardwareand software issues.

To maintain anequipment log ensuring that ICB and Practice owned equipment is readilyidentifiable.

To be Smart CardSponsor for the practice alongside the Practice Manager.

To ensure the Practice website ismaintained and kept up to date.

Welfare

Ensuring lunch isorganised for any meetings requiring refreshments.

Organising collectionsfor members of staff when leaving.

WorkingRelationships

To work as a flexiblemember of the team to ensure the smooth running of the practice, providingsupport to other team members when necessary.

Equalityand Diversity

Acting in a way thatrecognizes the importance of peoples rights, interpreting them in a way thatis consistent with Practice procedures and policies, and current legislation.

Respecting the privacy,dignity, needs and beliefs of patients, carers, and colleagues.

Behaving in a mannerwhich is welcoming to and of the individual, is non-judgemental and respectstheir circumstances, feelings, priorities and rights.

Personal/ Professional Development

Participation in anannual individual performance review, including taking responsibility formaintaining a record of own personal and/ or professional development.

Taking responsibilityfor own development, learning and performance and demonstrating skills andactivities to others who are undertaking similar work.

Training may need beundertaken outside of normal practice hours, and off site.

Quality

Alert other teammembers to issues of quality and risk.

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

Contribute to theeffectiveness of the team by reflecting on own and team activities and makingsuggestions on ways to improve and enhance the teams performance.

Work effectively withindividuals in other agencies to meet the patients needs.

Effectively manage owntime, workload, and resources.

Assist the PracticeManager with auditing data.

Communication

Communicate effectivelywith patients and carers as required.

Communicateeffectively with the Practice Manager and the Practice team, as required, on adaily basis.

Confidentiality

In the course ofseeking treatment, patients entrust us with, or allow us to gather, sensitiveinformation in relation to their health and other matters. They do so inconfidence and have the right to expect that staff will respect their privacyand act appropriately.

In the performance ofthe duties outlined in this Job Description, the post-holder may have access toconfidential information relating to patients and their carers, Practice staffand other healthcare workers. They may also have access to information relatingto the Practice as a business organisation. All such information from anysource is to be regarded as strictly confidential.

Information relating topatients, carers, colleagues, other healthcare workers or the business of thePractice may only be divulged to authorised persons in accordance with thePractice policies and procedures relating to confidentiality and the protectionof personal and sensitive data.

Healthand Safety

All employees aresubject to the requirements of the Health and Safety at Work Act. Thepostholder is required to ensure, as an employee, that their work methods donot endanger other people or themselves.

Assist in promoting andmaintaining their own and others health, safety and security as defined in thePractice Health and Safety Policy, to include:

Using personal securitysystems within the workplace according to Practice guidelines.

Identifying the risksinvolved in work activities and undertaking such activities in a way thatmanages those risks.

Making effective use oftraining to update knowledge and skills.

Using appropriateinfection control procedures, maintaining work areas in a tidy and safe way andfree from hazards.

Reporting potentialrisks identified.

GeneralTerms and Conditions

All employees areemployed on an initial assessment basis.

All employees mustcomply with the practices opportunities policy, and must not discriminate onthe grounds, race, colour, ethnic or national grounds, sex, marital status,disability or any other grounds that cannot be shown to be justifiable.

This Job Descriptionmay be reviewed in the light of changed service needs and developments. Anychanges will be fully discussed with the postholder. The postholder may berequired to carry out other duties appropriate to the grade of the post.

Person Specification

Experience

Essential

Previous experience of working in an NHS environment

Desirable

Previous experience of working in Primary Care

Qualifications

Essential

GCSE Grade A-C in Maths & English

Desirable

NVQ Level 3 or above in Health & Social Care related subjects NVQ Level 3 or above in Management

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