Assistant Practice Manager

Job summary

We are looking for an Assistant Practice Manager who is aself-motivated, disciplined individual to assist in the efficient dayto day running of the practice, supporting the Practice Manager and working asa key member of the Management Team.

The postholder will ideally have worked in general practice and offer strong leadership and people skills to continue to drive the practice forwardby identifying, and acting on, practice and business opportunities.

Main duties of the job

Supporting thePractice Manager in the day-to-day operations of the practice, ensuring staff achievetheir primary responsibilities. To providesupport to the Practice Manager in project work, and in the running of keysystems and procedures. The post-holderwill need to become familiar with all functions of the clinical system andtheir applications, national & local quality standards for primary care. To provideleadership, support & training for current & new staff ensuring that dataquality guidelines are understood & adhered to. Ensuring staffadhere to policy/procedure at all times. The post holderwill be aware of the various statutory requirements and will assist inimplementation as directed by the Practice Manager. Convene meetings,prepare agendas and paperwork, take minutes. Monitoringcompliance with health and safety legislation, providing leadership anddirection for staff. Maintainand update appointments system for leave/duty changes Assistwith production and upkeep of practice procedures manuals and toolkit Dealwith more complex enquiries and requests from patients Actas the primary point of contact for NHS(E), ICB, community services, suppliersand other external stakeholders in the absence of the Practice Manager Deputiseand liaise with Systems Managers in the absence of the Practice Manager

About us

Park Lane Surgery is located in Waters Green Medical Centre, close to Macclesfield train station and bus station; which is purpose built building accommodating the six GP practices that service the Macclesfield patient population. We are a caring, passionate, innovative and forward thinking practice, with both the patients and our employees at the heart of the practices focus. The practice has 4 GP partners and employ a clinical team of 4 salaried GPs, 2 advanced nurse practitioners, 2 nurse prescribers, 1 healthcare assistant. Working within the practice with the clinical team is a first contact practitioner, 2 clinical pharmacists a pharmacy technician and a nursing associate. We have 6 care navigators, 3 medical secretaries, 3 workflow co-ordinators, 2 administrators, a IT Lead, a Practice Manager and Assistant Practice Manager.

What are the benefits of working at Park Lane Surgery?

5 weeks annual leave plus bank holidays (pro rata) increase to 6 weeks after 5 years service. Sick leave NHS Pension NHS Discount scheme Health assured assistant programme Monthly training afternoons Free tea & coffee Complimentary annual flu vaccination Job description

Job responsibilities

Staffing and People Management

Assist with the evaluation, organisation and overseeing of staff induction and training and ensure that all staff are adequately trained to fulfil their role Support Practice Manager in planning and co-ordinating the recruitment, induction and training of new staff. Prepare/assist in the preparation of weekly/monthly shift planning for Practice Staff, arranging cover (including locum cover) when necessary. Identify training and development needs for Practice staff. Ensure that all staff are legally and gainfully employed. Monitor skill-mix and deployment of staff Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies) To monitor staff annual leave, sickness and absence and mitigate any impact to practice staffing rotas. Ensure all Practice staff are aware of the need for confidentiality, both of patient and Practice information.

Monitoring Practice Performance and Targets

To read and be aware of all the primary Care KPIs and relevant targets and contractual obligations, including; Enhanced Services Locally Commissioned Services QOF (Quality Outcomes Framework) GP Contract Medicines Management and additional Services. Monitor and evaluate performance of the Practice team against objectives; identify and manage change To plan and implement processes to achieve targets with GPs, Partners and Practice Manager Support and work with Partners, GPs, Nurses and administrative staff to achieve targets.

Strategic Management and Planning

Keep abreast of current affairs and identify potential threats and opportunities Contribute to Practice strategy; formulate objectives and research and develop ideas for future Practice development Work with Partners and Practice Manager in planning and setting strategic targets To undertake required tasks to meet the agreed aims and be wholly responsible for them Develop and maintain effective communication both within the Practice and with relevant outside agencies

Financial Management

Understand and report on the financial implications of contract and legislation changes Assist with managing appropriate systems for handling and recording of cash and cheques and petty cash

Organisational

Convene meetings, prepare agendas, write minutes and ensure distribution of minutes/actions as necessary. Assist in the development of Practice protocols and procedures, review and update as required. Ensure that Practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place. Ensure the procurement of Practice equipment, supplies and services within target budgets. Ensure that equipment servicing schedules are adhered to

Patient Services

Ensure that the Practice complies with NHS contractual obligations in relation to patient care Maintain registration policies and monitor patient turnover and capitation Assist in working with the patient group Manage patient surveys as directed by the Practice Manager

Information Management and Technology

Evaluate and plan Practice IT implementation and modernisation Keep abreast of the latest development in primary care IT including DoH initiatives such EPRs and disease coding, and regularly update the Practice management team With the support of the IT lead, motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training Audit and monitoring standards for data entry and data collection Ensure that the Practice has effective IT data security, back-up, maintenance and disaster recovery plans in place Assist in the maintenance of the Practices website.

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

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include:

Using personal security systems within the workplace according to Practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Reporting potential risks identified Develop/Review Health & Safety policies and procedures and keep abreast of current legislation Arrange appropriate insurance cover Ensure that the Practice has adequate disaster recovery procedures in place Arrange appropriate maintenance for Practice equipment Person Specification

Qualifications

Essential

Good standard of education with excellent literacy and numeracy skills. GCSE grade A to C in English and Maths or equivalent.

Desirable

Educated to degree level in healthcare or business Leadership and / or Management Qualification

Experience

Essential

Experience of working with the general public Experience of working in a health care setting Experience of performance management, including appraisal writing, staff development and disciplinary procedures Experience of successfully developing and implementing projects Relevant health and safety experience

Desirable

Experience of workforce planning, forecasting and development NHS / Primary Care General Practice experience Experience of chairing meetings, producing agendas and minutes

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