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Assistant Practice Manager

2 months ago

Liverpool, United Kingdom Dingle Park Practice Full time

Job summary

An exciting opportunity has arisen to join our dynamic and expanding practice. Working closely with the current Practice Manager, we are seeking in innovative and forward-thinking Assistant Practice Manager to help meet the needs of our patients.

Main duties of the job

Main duties to include Team Leadership, Maintaining Quality and Improvement Standards and Staff Management.

About us

The practice consists of 6 hard-working GP's, a fantastic nursing team and an experienced range of admin and reception staff. The practice uses EMIS Web and is paper light.

Job description

Job responsibilities

JOB SUMMARY

The postholder will support the Practice Manager to ensure the smooth running of thePractice. They will act as a focal point of communication between the GPs, thePractice Manager and other members of the Practice team. The person appointed will work closely withall the clinicians, the practice manager and other members of the practice teamto develop and implement the systems needed to meet the fast-changingrequirements of modern General Practice. They will assist the Practice Managerin carrying out the operational management of the Practice and to deputise inhis / her absence, working mainly on the three key areas of:

MaintainingQuality and Performance standards

Management/Teamleader duties

StaffManagement

JOB ROLE

MAINTAINING QUALITYAND PERFORMANCE STANDARDS

Tobe responsible for the production of performance and quality standards withinthe practice. To manage data quality issues, providing advice and guidance toall practice staff in the use of the clinical system. To oversee the claimsprocess for work undertaken as part of enhanced national or local services.

Productionof Performance and Quality Information

To be aware of national,local and practice quality standards for chronic disease management.

To provide support toclinical team in correctly identifying and targeting patients for assessmentand treatment.

To ensure staff are aware ofthe importance of maintaining disease registers and assist in the validationprocess.

To provide advice andsupport for clinical team and to produce regular reports on the progress inachieving targets.

To assist in the productionof information for clinical audit as requested.

Data quality.

To work with the CCG tovalidate patient information, performing regular checks and quality audits.

To ensure the clinicalintegrity of the system working with the CCG to implement their guidance.

To provide support adviceand training for current and new practice staff in the use of the clinicalsystem.

Managing and overseeing patientcall and recall systems.

To provide support to thepractice manager in project work.

To be responsible for thepromotion, monitoring and documentation of performance and quality standardswithin the practice, using IT and manual solutions under the direction of thepractice manager.

To undertake specificassigned tasks, project support, or development / change work which may arisefrom time to time.

The post-holder will need tobecome familiar with all functions of the clinical system and theirapplications plus national and local quality standards for primary care.

Ensure all PracticeProtocols are understood and adhered to.

MANAGEMENT/TEAMLEADER

Deputise for the PracticeManager in the Practice Managers absence.

To facilitate goodcommunication between all members of the Quality Team and the wider team.

To promote teambuilding,teamwork and co-operation to engender motivation and commitment to meetingpractice objectives.

To ensure that the team isaware of practice goals/objectives and understand their role in achieving them.

Support the Practice Manager in the development of andmaintenance of CQC Readiness.

Call and Recall lead theclerical process. Liaise with andreport to Practice Manager, GPs and Nursing staff. To include all chronic disease areas, otheragreed QOF or GP Specification areas (and other subsequent national or localareas), seasonal campaigns, cancer screening.

Planning and implementation of thestaff rota, the GP and Practice Nurse rotas, including Students, Trainees andRegistrars, ensuring adequate staffing levels.

Regularly review operating and workingpractices, policies and procedures. Document and evidence reviews.

Lead regular team meetings andparticipate in monthly closed for training sessions. Convene ad-hoc meetings. Prepare agendas, take minutes as appropriate.

Run weekly Operations meetings andensure appropriate communication for smooth day to day running of the Practice

MANAGEMENT OF STAFF

Assistin providing a full range of personnel management services for all members ofpractice staff to include selection, supervision, training, welfare, health andsafety, discipline and grievance procedures, appraisals, support, motivationand delegation of workloads for members of the practice staff.

Workingwith external support Peninsula, assisting in the provision and drawing up ofjob descriptions and all necessary documentation/systems (Staff handbook,contracts etc) to promote good practice.

Encouragestaff personal development by undertaking a programme of regular reviews,annual appraisals and initiate training plans in conjunction with the practicemanager

Issuenew staff members an information/familiarisation pack on introduction to the practice

Ensurethat all staff have personal development plans and they are kept up to date

Befamiliar with all aspects of employment legislation and use any externalsupport available for advice ( Peninsula, BMA)

Maintainaccurate sickness and absence records and instigate appropriate action inrespect of such absence

Plan,co-ordinate and oversee annual leave, study leave and authorised absences forall staff

Plan, co-ordinate and oversee induction training and ongoing reviewand training.

Planand coordinate monthly Half Day Training programmes

GENERAL

Keep the Practice Manager informed ofany matters arising or problems / potential problems.

Deal with complaints in the initialstages in accordance with the Practice complaints procedure

Contribute to the effectiveness of theteam by reflecting team activities and making suggestions on ways to improveand enhance the teams performance.

Provide a point of contact/reference for building andestates issues including telephone systems, maintenance schedules and works andreporting of issues.

To assist the Practice Manager / GPswith clerical and admin duties as required.

Liaise with other members of theprimary health care team, outside agencies and Practice volunteers as required

Become involved in key aspects of thePractice Managers workload and be able to respond to information requests andupdates as necessary.

Deal with all aspects of Health andSafety, ensuring all accidents and dangerous incidents are investigated,recorded, reported and where necessary any follow up action taken.

In line with Practice policies ensure teams adhere totheir individual responsibilities for infection control and health and safety,using a system of observation, audit and check, hazard identification, questioning,reporting and risk management.

Person Specification

Qualifications

Essential

GCSE Mathematics C or above or equivalent GCSE English C or above or equivalent Supervisory/management qualification or relevant workplace experience

Desirable

NVQ in Business Admin L2/3

Experience

Essential

Experience of working within General Practice Experience of using own initiative Experience of customer service Demonstrable Practical Experience of Microsoft office

Desirable

Experience of using clinical IT software (EMIS Web)

Skills

Essential

Excellent communication skills (Written and Oral) Excellent organisation and time management skills. Negotiation and conflict management Problem solving skills Interpersonal skills Ability to pay close attention to details and confidence