Assistant Practice Manager

Job responsibilities

Key tasks:

Building Maintenance

Identification of maintenance requirements.

Sourcing appropriate rectification work from NHS Estates or other contractors as necessary and obtaining quotes where necessary.

Ensuring routine servicing and planned maintenance is carried out safely to agreed timescales.

Ensuring major issues or particularly expensive repairs are reported to the Practice Business Manager for appropriate authorisation.

Health & Safety Compliance

Carrying out regular health & safety checks as required by Health & Safety Regulations, including:

• Fire alarm tests
• Emergency evacuation
• Risk assessments
• General safety check
• Cleaning audit

Liaising with external organisations to ensure mandatory checks are completed, including:

• Fixed electrical testing
• Portable appliance testing
• Calibration and servicing of clinical equipment

Identification of any corrective action required in relation to Health & Safety compliance, including staff training.

Ensuring any corrective action is taken in relation to Health & Safety compliance or discussing this with the Practice Business Manager as appropriate.

Coordination of Medical Trainees

Planning suitable timetables for all medical trainees (medical students, Physician Associate students, student nurses, F2 Doctors, GP Registrars).

Ensuring trainees are set up on the system and provided with the correct equipment.

Planning, conducting, and contributing to induction activities for medical trainees.

Scheduling practice-based tutorial sessions.

Assisting medical trainees where appropriate (for example: practice systems and processes, audits, patient feedback).

Collecting and acting on feedback from the trainees.

Reporting absence for trainees through the provider portal.

Liaising with the Lead Employer and training providers.

Personnel Issues

Dealing with daily staff issues as required.

Assisting, mentoring, training, or directing staff as required.

Conducting annual appraisals for the administration team.

Authorising, recording, and monitoring staff absence, including holidays & sickness.

Conducting return to work interviews following absence due to sickness

Setting targets & monitoring performance.

Identifying training needs and arranging/booking formal training.

Contributing to recruitment activities.

Information Technology

Using IT to the highest standard, including in document presentation.

Trouble shooting IT issues as required.

Reporting IT issues and coordination of corrective action (liaising with IT providers as appropriate).

Set-up and administration of all users on all practice IT systems.

Detailed knowledge of the functionality of all practice IT systems.

Ensuring practice IT systems are used to their maximum capability for the maximum benefit of the organisation.

Management of the appointment rota for all clinicians.

Submission of practice reports and data as required by NHS England, the ICB or other relevant organisations.

Patient Contact

Dealing with patients face-to-face and over the telephone to deal with complex enquiries, resolve informal complaints, discuss suggestions, and acknowledge compliments.

Initial acknowledgement of all formal complaints.

Ensuring formal complaints are responded to by the most appropriate person and in a suitable timescale.

Liaison with external organisations regarding patient issues (for example, the coroner, other NHS providers, NHS England).

Contributing to the PPG as required.

Miscellaneous

Liaising with external colleagues, suppliers, and other businesses.

Providing appropriate cover for other staff, including the Practice Business Manager, and for staff at the other site.

Following all policies and procedures (include financial procedures) as set down by the Partnership.

Contributing to and actively promoting the Partnership's mission, vision and values.

Other duties, which may be required, and which are consistent with the responsibilities of the post as it now stands, and as it develops over time.

Experience

Essential

• Minimum 2 years experience in a management or team leader role
• Able to demonstrate practical experience of dealing with staff issues, including training and performance management
• Able to demonstrate practical experience of dealing with the public, particularly with respect to dealing with complaints and difficult customers/patients

Desirable

• Experience of working in general practice

Qualifications

Essential

• GCSE in English and Maths at Grade C/Level 4 (or better)

Desirable

• GDPR/data protection training
• Recognised management qualification

Skills and Knowledge

Essential

• Able to critically review and communicate information both to patients, colleagues and other professionals
• A basic understanding of General Practice
• Excellent computer skills to include Microsoft Word, Excel, PowerPoint, email and internet
• Excellent communication skills in both written and verbal media
• Excellent listening skills
• Ability to multitask and prioritise existing workloads
• Able to remain calm under pressure
• Assertive whilst appropriately empathetic
• Tact and diplomacy
• Work independently and as part of a team

Desirable

• Comprehensive knowledge of SystmOne clinical computer system
• Awareness of Information Governance issues in primary care
• Knowledge of Employment Law legislation
• Knowledge of Health & Safety legislation

Other

Essential

• Ability to maintain a strict code of confidentiality at all times
• Reliable
• Positive attitude
• Resilient
• Able to work flexible hours
• Interest in the work

Desirable

• Car driver with full use of car
• Good sense of humour

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).