Assistant Practice Manager

Job description

Job responsibilities

The Assistant Manager is responsible for:

a. Ensuring compliance with CQC regulations and standards

b. Supporting the practice manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities

c. Direct line management of the following staff: Medical secretaries & Admin team

d. Session management for clinical staff

e. Establishing, reviewing and regularly updating Job Descriptions and Person Specifications, for own team ensuring all staff are legally and gainfully employed

f. Developing, implementing and embedding an effective staff appraisal process with own team

g. Co-ordinating statutory & mandatory training for the team, liaising with PM, Reception Manager & Senior Nurse where applicable

h. Managing certain financial elements of the practice, such as, petty cash, patient income, PPA claim. Support PM in maximising income and reduce expenditure

i. Managing contracts for services i.e. cleaning, gardening, window cleaning etc.

j. Developing, implementing and embedding an efficient business resilience plan (BRP)

k. Coordinating the reviewing and updating of all practice policies and procedures

l. Leading change and continuous improvement initiatives; coordinating specific projects within the practice

m. Managing the procurement of practice equipment, supplies and services

n. Developing, implementing and embedding an effective communication strategy (internal and external)

o. Actively encouraging and promoting the use of patient online services

p. Liaising at external meetings as required

q. Marketing the practice appropriately

r. Acting as the deputy complaints manager, ensuring complaints are dealt with in a timely manner and where necessary escalated to the next level

s. The management of the premises, including health and safety aspects such as risk assessments and mandatory training

t. Managing facilities & maintenance of Pat testing, calibration, fire extinguishers, alarm systems, & reviewing effectiveness of contracts.

u. Managing equipment owned by the surgery (maintaining up to date asset registers etc)

v. Responding and resolving all local IT issues where appropriate

w.Ensuring all own team have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively

The above is a general outline and not an exhaustive list. There is an expectation that the Practice Manager is happy to share the above until the assistant PM is able to take over those duties.

Person Specification

Experience

Essential

• Experience of working in primary care
• Experience of working in a GP practice
• Experience of working with the general public
• Experience of managing teams
• Experience of performance management, including appraisal writing, staff development and disciplinary procedures
• Experience of chairing meetings, producing agendas and minutes
• Ability to exploit and negotiate opportunities to enhance service delivery
• Excellent communication skills (written, oral and presenting)
• Strong IT skills (generic)
• Excellent leadership skills
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• Effective time management (Planning & Organising)
• Ability to network and build relationships
• Proven problem solving & analytical skills
• Ability to develop, implement and embed policy and procedure
• Ability to motivate and train staff
• Polite and confident
• Flexible and cooperative
• Excellent interpersonal skills
• Motivated and proactive
• Ability to use initiative and judgement
• Forward thinker with a solutions focused approach
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Confident, assertive and resilient
• Ability to drive and deliver change effectively
• Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions

Desirable

• Experience of EMIS
• 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.

Qualifications

Essential

• Experience in the role within GP Surgery is essential

Desirable

• Suitable qualifications will be considered

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.

Employer details

Employer name

Birchills Health Centre

Address

23 - 37 Old Birchills

Walsall

West Midlands

WS2 8QH

Employer's website

https://www.birchillshc.co.uk (Opens in a new tab)