Job responsibilities
Winterton
Medical Practice
Job
Description
Job
Title: Assistant Practice
Manager
Reports
to: Practice Manager
Management
Assisting the Practice Manager in
the day to day running of the practice undertaking duties as necessary.
Responsibility for the smooth
running of the practice in the Practice Managers absence including dealing
with staffing and IT Issues.
Dispensary Management
Line
Management of the Dispensary Supervisor and oversight of her role and
responsibilities specifically around:
To
oversee the review of SOPS and ensure that all staff keep up to date with the
correct processes
Investigate
any issues raised by the dispensary supervisor regarding the CD Register.
managing
the risks associated with dealing with cytotoxic drugs
Arrange
and chair dispensing meetings and follow up on actions.
Oversee
and deal with any issues associated with the adjoining pharmacy
Line
Manager responsibility for the dispensing team with support of the dispensary
supervisor, dealing with all HR related matters as well as completion of annual
appraisals and competency checks. Follow up on PDP identified.
Manage
staff sickness cover when necessary and maintain sickness records. Undertake
return to work interviews following staff sickness with support of the
dispensary supervisor.
Reception, Admin, Secretarial & Cleaning Team
Management
Line
Management of the Reception Supervisor and oversight of her role and
responsibilities specifically around:
Managing
staff sickness cover when necessary and maintain sickness records. Undertake
return to work interviews following staff sickness for the reception,
administration. secretarial and Cleaning Team
Line
Manager responsibility for the reception, admin, secretarial and cleaning team
with support of the reception supervisor, dealing with all HR related matters
as well as completion of annual appraisals. Follow up on PDP identified.
Check
staff time sheets and calculate for the practice manager with the support of
the reception supervisor.
Organise
and chair departmental meetings with the support of the reception supervisor
and follow up on actions.
Nursing Team
Management (Practice Nurse, HCA, CVD Care Coordinator, TNA and NA)
Responsibility
for the nursing team, dealing with all HR related matters
Manage staff sickness cover when necessary
and maintain sickness records. Undertake return to work interviews
following staff sickness.
Arrange appraisals for nursing
team with GPs or peer reviews with colleagues. Follow up on PDP
identified.
Attend Nurse Team Meeting and
follow up on actions as required.
Oversight of the nurse team rota,
prepared by the practice nurse, ensuring compliance
Oversight of the nursing team
stock management/reordering system, ensuring stock levels are maintained
and rotated.
Ad hoc
Management/Admin Duties
Set up staff files for new members
of staff and complete staff filing.
Participate/organise recruitment
for departments where line management responsibilities are held.
Involvement with interviews for
departments where line management responsibilities are held.
Organise and develop timetable for
any work experience undertaken at the practice and provide support as
required.
Management of Patient
Participation groups (face to face & virtual), ensuring relevant
information is distributed as needed. Attendance at PPG meetings and ensure
minutes are taken. Ensure that as directed by the Practice Manager that
all follow up action from the PPG meetings is completed with the support
of the reception supervisor.
Undertake Audit as necessary in
relation to the requirements of the practice.
Oversight of the practice
induction process for the Hyms Students (Years 3, 4 & 5) as undertaken
by the reception supervisor
Liaise with Ongo Recruitment
regarding practice apprentices and participate in review meetings with
Ongo and apprentice to monitor performance.
Monitor practice private fees list
and research/update annually
Complaints & Significant Events
Management
Act
as the practice Complaints & Significant Event Administrative Lead for the
practice
Liaise
with all patients and family members regarding any complaints raised.
Investigate all complaints raised
by patients, liaising with staff members involved and the GP complaints
lead/Practice Manager. Draft complaint response for sign off by the GP
Complaints Lead or GP Partner.
Attend any complaints meetings
with the patient alongside the GP Complaints lead/GP Partner and document
meeting minutes.
Maintain Complaint Log and
complete the annual K041b submission
Investigate all significant events
in the practice, liaising with staff involved as necessary and detail
outcome and implement any changes needed as a result of the investigation
liaising with the practice manager as required. Identify events that are
to be discussed at a clinical meeting. Ensure all significant events are
summarised for discussion/distribution at practice clinical meetings.
Ensure full documentation is maintained for audit purposes on the
significant event summary sheet.
Log significant event issues onto ICB
portal for investigation
Policies & Procedures (Health&Safety,
Fire Safety & Employment Law)
Ensure the day to day running of
the practice adheres to current employment, health & Safety and fire
safety legislation procedures.
Legionella compliance records
checked and kept up to date.
Communicate Policies &
Procedures to practice staff.
Participate in practice risk
assessments alongside the Work Nest Health & Safety representative,
identifying and prioritising risks and taking any necessary steps to ensure
any possible risks are dealt with and the risk removed or managed. Keep up
to date records on risk assessments undertaken in partnership with the
Health & Safety Support representative.
Manage the updates of Health &
Safety, COSHH, Fire Safety and Employment Law Policies and Procedures and
arrange staff training where necessary.
Arrange six monthly testing of the
practice fire procedure including an evacuation of the practice at both
Winterton & Burton Sites. Document staff in attendance and identify
any issues during the planned evacuation.
Manage and coordinate the annual
review of all practice policies, distributing to responsible staff for
review as necessary. Update policies in G Drive and Practice Index and
maintain Protocol review spreadsheet.
Manage compliance with Patient
Group Directions (PGDs) ensuring up to date directions are available,
shared and accessible to the nursing team. Ensure all copies are fully
signed.
Information Governance (GDPR)
Ensure the practice adheres to legislation in
relation to Information Governance and the General Data Protection
Regulation (GDPR)
Undertake Data Impact Assessments as necessary in
line with GDPR.
Maintain the Practice Asset Register
Investigate and liaise with the practice data
protection officer as needed regarding any reported data protection
breaches.
Report to the ICO where necessary regarding any
reportable data breaches following agreement with the DPO, Practice
Manager and GP IG Lead.
Act as SIRO (Senior Information Risk Officer) for the
practice.
Buildings/Equipment Maintenance
Overview of buildings and grounds at both practice
sites to ensure they are kept tidy and well maintained. Liaise with GP partners
and/or Practice Manager regarding any remedial action required.
Manage and organise decorating rotation as required
to maintain premises upkeep.
Organise deep cleans as required including
carpet/blind cleaning.
Co-ordinate and manage repair work and maintenance
for the Practice through liaison and follow up with the caretaker and
other external service providers.
Responsibility for ad-hoc purchase of equipment to
meet the needs of the Practice.
