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Assistant Practice Manager

3 months ago

Cheltenham, United Kingdom Royal Crescent Surgery Full time

Job summary

The successfulcandidate will be an enthusiastic, accomplished and versatile key player in theteam, leading, motivating and developing staff within the administrative,secretarial and nursing teams in a changing environment. The role alsonecessitates supporting the Practice Manager for all aspects of human resourcesmanagement, financial reporting, IM&T and general operations management.

Main duties of the job

Supportingthe practice manager in the day-to-day operations of the practice, ensuringstaff achieve their primary responsibilities

Supportthe practice manager in the reviewing and updating of practice policies andprocedures

Providingleadership and guidance for the following staff: Reception Lead, Nurse Lead,Administrative Staff

Ensuringstaff adhere to policy and procedure at all times

Guidingstaff and developing searches and audits on the clinical system

Reviewingand updating clinical templates ensuring they relate to current practice

Ensuringthe clinical session structure is effective, meets the needs of the patients

Supportingthe overall practice clinical governance framework, submitting reports for OQF,enhanced services and other reporting requirements using CQRS / Open Exeteretc.

Supportthe management team in the compilation of practice reports

Developing,implementing and embedding the practice audit programme (in conjunction withthe lead nurse)

Guidingthe team to reach QOF targets (supported by the nursing and administrativeleads)

Briefingclinicians on performance levels, advising actions to ensure high achievementacross all QOF areas

Coordinateall staff absences, maintaining an effective absence register

Actas the communication link between the management team and staff

About us

Royal Crescent Surgery a well-established training practice. It is a friendly, hard working, supportive practice giving quality clinical care to a wide demographic population.

We have a growing list size with 3 Partners, 2 Salaried GP's and a wide range of allied health professionals including: pharmacists, MSK practitioners and social prescriber.

Job description

Job responsibilities

JOB RESPONSIBILITIES:

Production of Performance & Quality Information

To be aware of national, local and Practice quality standards for chronic disease management To produce regular reports on the progress of these chronic disease groups in achieving their targets. To assist in the production of information for clinical audit To oversee the administration of the clinical system, ensuring housekeeping and backups as outlined in the Practice Policy To ensure the clinical integrity of the system database To provide support and training for current and new staff ensuring that data quality guidelines are understood and adhered to To provide support advice for current and new Practice staff in the use of the clinical system To provide support for current and new staff in resolving simple problems with PCs and printers Deputise for the Practice Manager in the Practice Managers absence.

Human Resources

Assist with the recruitment and retention of staff and provide a general personnel management service and introduce a new method of testing/evaluating recruits potential Monitor skill-mix and deployment of staff (with the assistance of the Lead Receptionist) Establish phone useage/workloads and resource reception accordingly Evaluate, organise and oversee staff induction and training. Support and mentor staff, both as individuals and as team members Carry out regular and effective staff appraisal and monitoring systems Keep abreast of changes in employment legislation Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies) Ensure all clinical staff, including locums, have relevant and correct certificates for PCT audits Maintain the Locum register

Premises Management

Ensure that Practice premises are properly maintained and cleaned by engaging with the Cleaning Company, checking monthly cleaning audit controls and ordering stock Ensure that adequate fire prevention, health & safety precautions, COSH guidelines and security systems are in place. Arrange appropriate maintenance of Premises equipment by use of the repair book. Arrange appropriate maintenance for Practice equipment Manage the procurement of Practice equipment, supplies and services Maintain the Infection Control guidelines by working in conjunction with the Practice Nurses

Patient Services

Ensure that the Practice complies with the NHS contractual obligations in relation to patient care, registration policies, patient turnover, repeat prescribing systems Oversee and manage an effective appointments system Oversee and organise reception timetables and holiday cover for all staff excluding clinicians. Manage an effective complaints system

Financial

Handle petty cash payments Manage invoice (charge) sheet Oversee the distribution and completion of insurance & medical reports Carry out monthly Bank reconciliation Pay regular expenditure items

Information Management and Technology

Motivate, support and monitor staff in the use of IT, oversee and evaluate IT training Carry out an annual IM&T audit, developing and implementing changes where required.

The post-holder will:

Support the equality, diversity and rights of patients, carers and colleagues Participate in any training programme implemented by the Practice as part of this employment Strive to maintain quality within the Practice Person Specification

Qualifications

Essential

Excellent computer skills. Excellent communication skills. Excellent leadership skills.

Desirable

Experience of the S1 clinical System.

Experience

Essential

Recent and proven experience of a supervisory and team leadership role.

Desirable

Experience of working in a GP practice.