Assistant Practice Manager

Job description

Job responsibilities

Ensure all patients are treated with dignity and respect, ensuring appropriate telephone and face-to-face manner is used with patients and callers thus promoting a pleasant and positive image of the Practice.

Support the Practice Manager to ensure the smooth operation of the Practice.

Support the Practice Manager and GP Partners with day-to-day administration when required.

Provide cover for the Practice Manager in periods of absence as required.

Work closely with the Finance Manager as required.

Act as the focal point for grumbles, low level and verbal complaints and deputise as the Complaints Manger during the Practice Managers absence.

Organise staff recruitment and oversee staff induction and training programmes.

Manage patient services and the day to day running of the Practice.

Manage the allocation of rooms for clinical use.

Assist the Practice Manager in the investigation and reporting of complaints and significant events.

Be the key contact for IT within the Practice, ensuring all staff have the necessary access logins for the required IT systems.

Be the key contact for the IT Service Desk for IT upgrades, consumables and repairs as required.

Arrange, attend and minute meetings as required, both for internal meetings and those arranged with outside agencies.

Support the Practice Manager with facilities management.

Ensure current HR guidance is followed and documents are kept up to date for all non-clinical staff.

Assess, arrange and implement an on-going staff training and improvement programme in liaison with the Practice Manager.

Monitor and update the Surgery Website and Facebook page as required.

Update media screen information.

Respond to all queries and requests for assistance from patients and other visitors.

Ensure all records, electronic or paper, are kept up-to-date, maintained and filed correctly.

Attending meetings and training events as required.

Be responsible for ensuring all communications and instructions are disseminated correctly and timely to the full Administration Team.

Support the Practice Manager with project work, delivering and implementing project streams as directed.

Support the Practice with QOF Requirements.

Support the Practice with administration duties associated with the Primary Care Network for the Forest of Dean.

Assist with IT Systems, ie, SystmOne, Check In Screen.

Undertake specific assigned tasks and project support work.

Implement and maintain effective system for filing and document version control, updating Practice Policies and Procedures as required.

Provide support to other Practice departments as required.

Person Specification

Qualifications

Essential

• Good standard of education with excellent literacy and numeracy skills

Desirable

• Leadership and/or Management Qualification
• AMSPAR Qualification

Experience

Essential

• Experienced in working on own initiative, problem solving and thinking on feet
• Experience of workforce planning
• Experience of working with and in a multi-disciplinary team
• Working with the general public, both face to face and by telephone
• Working with confidential material
• Working within a confidential environment

Desirable

• Experience of working within primary care environment
• Knowledge of QOF and DSQS

Competencies, Skills and Attributes

Essential

• Excellent communication skills (written and oral)
• Excellent telephone manner
• Ability to effectively deal with members of the public
• Ability to organise own workload and prioritise to meet tight timescales
• Ability to file correctly
• Strong IT skills
• Ability to maintain confidentiality
• Computer and Keyboard skills
• Competent in the use of Microsoft Office and Outlook
• Good organisational skills
• Ability to work under pressure and maintain accuracy
• Ability to work to deadlines
• Ability to work under own initiative
• Ability to be sensitive and empathetic in distressing situations
• Ability to work under pressure

Desirable

• Experience of SystmOne clinical system
• Experience of General Practice IT systems
• Understanding of medical ethics

Personal Requirements

Essential

• Confident, reliable and trustworthy
• Good sense of humour
• Flexible, punctual and willingness to work hard
• Good team player
• Desire for self-development
• Accurate worker
• Pleasant personality and willingness to work with the general public
• Strong communication and interpersonal skills
• Motivated and proactive

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

Mitcheldean Surgery

Address

Brook Street

Mitcheldean

Gloucestershire

GL17 0AU

Employer's website

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