Job responsibilities
GENERAL MANAGEMENT
Take an active part in the Senior Management Team (SMT)
Work to a standard and level commensurate with a management
role
Lead by example, taking responsibility for own work and the
work of others where there is a need, risk or an opportunity
Provide general advice, education and support to inform
decision making within the management team
Support in creating and maintain a climate in which
individuals feel safety has high value and that they are clear about
responsibilities, safety aims and objectives
To ensure the highest quality of service delivery and that
resources are utilised in a manner which secures the highest possible quality
service
To provide direct line management to non-clinical staff
To provide strong leadership and effective operation
management to support all staff within areas of own competency
PRACTICE SERVICES
Leadership
To provide strong leadership and effective operation management to
support all staff within areas of own competency
Providing managerial support, leadership, guidance, advice and support
to the key dimensions of health care operations as relevant to own role
Provide
advice, coaching, and practice support (either yourself or delegating to other
appropriate individuals) as and where required
Standards
Ensure that
all waiting areas are fully stocked with patient leaflets, notices, practice
booklets, patient feedback mechanisms, and information on local voluntary
and third sector groups and services
Ensure that
all frontline reception staff are in dress uniform, presentable, and fully
trained to do their role
Ensure that
all frontline reception staff are trained in customer services, conflict
management and problem solving in order to give all patients the best possible
experience regardless of the physical or mental state of the patient attending
Support
Work closely with the Reception / Admin team to fully
understand and problem solve on-the-ground issues, difficulties and
requirements, and provide management support as required
Ensure that full cross-cover arrangements are in place
across all reception and admin staff
Ensure that all staff have clear and effective line
management
Delivery
Ensure effective utilisation of all clinical space
Ensure that the Practice has an effective and accurate rota
for clinical and non-clinical services
Ensure that all staff are fully trained in the complaints
process and incident reporting process
Ensure that all staff utilise and are compliant with the
complaints process and incident reporting process
Ensure that back-office staff are fully responsive to the
needs of clinicians and front line staff
CLINICAL SUPPORT AND PLANNING
To oversee rotas to ensure accurate appointment systems
with flexibility to provide cover at short notice
To ensure that approved audits and clinical reports are run
when required and distributed as appropriate in order to support clinical
outcomes, quality improvement, quality attainment, and effective recall of
patients.
Maximise room usage and efficiency and appropriateness of
room usage
COMMUNICATION
Provide general advice, education and support across all
levels to ensure that staff are appropriately educated regarding primary care
service delivery
Ensure that minutes are taken at every decision-making
meeting held in or on behalf of the Practice
Ensure that Practice staff only use NHS email for any and
all Practice-related communication
HUMAN RESOURCE MANAGEMENT
Records
Ensure that all Reception / Admin staff recruited have an
up-to-date job description that accurately reflects their role
Ensure that all Reception / Admin staff have had an
induction
Ensure that the organisation has an appropriate list of
smartcard profiles that can be allocated to staff
Ensure the organisation has a fully comprehensive personnel
file for every member of staff, whether employed, or locum, available in paper
format
Ensure that all staff are full up-to-date with all
non-statutory and mandatory training as required of their role
Ensure that all staff have a terms and particulars of
employment, contract of employment, reference and DBS check
Ensure that all recruitment checks have been carried out
Ensure that all staff with a professional licence to
Practice have an up-to-date professional registration status
Policies and training
Assist in the identification of training needs for
employees and develop and deliver training when required
Ensure that all staff have an up-to-date appraisal and
personal development plan
Ensure that all staff only have the Smartcard rights
directly relevant and necessary to their role and required tasks
Ensure that all staff are fully trained in using Word,
Excel, PowerPoint, Windows, Internet Explorer or Edge, Firefox, SystmOne and
other information management, technology and communication systems
Ensure that all staff are trained specifically in Data
Awareness, relevant Data Protection Legislation including GDPR, Caldicott
Principles, are fully compliant
Communication
Develop and maintain good employee relationships at all
times
Ensure that all staff members are fully aware of all
changes that occur, including, systems, processes, requirements, policies,
protocols
Maintain excellent communication at all times with the whole Practice team
COMPLAINTS
Ensure that all patient complaints relating to non-clinical staff are dealt with in accordance with requirements.
SAFEGUARDING
It
is the responsibility of all staff to ensure all patients and staff are safe.
If any member of staff has any safeguarding concerns, these must be reported to
the organisation safeguarding lead.
This job description is not exhaustive and gives a general overview of the standards and duties to be maintained and undertaken.
