Job summary
Forge Health Group has a vacancy for a Deputy Practice Manager for up to 37 hours per week, the hours will be between Monday to Friday.
You will be part of our forward-thinking team to share our vision,
willingness and drive to adapt to changes within the NHS. You will support the
Practice Manager (PM) in all aspects of practice functionality, motivating and
managing staff, optimising efficiency, and overall performance, ensuring the
practice achieves its long-term strategic objectives in a safe and effective
working environment. The Deputy Practice Manager will focus on the day-to-day
operability of the practice.
Main duties of the job
We are looking for a candidate who is confident, patient
focused, is a strong team player and can demonstrate excellent interpersonal
and communication skills.
Using your strong I.T. and people skills you will develop efficient
and effective processes to best manage practice services across Forge Health
Group delivery locations.
You will use your skills and experience to coach and
develop your team to ensure we give quality experiences to our patients.
About us
Pitsmoor Surgery merged with The Flowers Health Centre in
2018 to form Forge Health Group.
We serve an inner city, ethnically diverse population of
around 15,000 patients split across two sites. The team are committed to
delivering high quality patient care in a challenging environment as well as
supporting and nurturing the skills and development of our staff.
We are an innovative and forward-thinking practice who are
working in a network of eight practices playing an active part in the delivery
of primary care at scale.
Job description
Job responsibilities
Management
and planning
- Supporting the
practice manager in the day-to-day operations of the practice, ensuring staff
achieve their primary responsibilities
- Be familiar with
all the functions of EMIS and applications plus national and local quality
standards for primary care, including managing the clinical system, ensuring IT
security and Information Governance compliance at all times.
- Be aware of
industry statutory requirements and assist with implementation as directed by
the PM.
- In conjunction
with the PM undertake specific duties in relation to fire safety, health and
safety and risk management.
- Undertake regular
delegated tasks and special projects as delegated by the PM.
- As necessary,
attend any meetings as requested on behalf of the practice and undertake any
follow up action.
- Assist the PM in
compiling and updating policies and procedures in all areas of the practice.
- Supporting the
overall practice clinical governance framework, submitting reports for OQF,
enhanced services and other reporting requirements using CQRS / PCSE.
- Support the
practice in maintaining its Good CQC rating and strive towards Outstanding
rating.
- Be the manager of
the estate and staff operations for a designated location.
Monitoring and
disseminating information on safety alerts and other pertinent information
Human
Resources
- Ensure staff always adhere to policy
and procedure.
-
Providing
leadership and guidance for designated staff teams.
- Carry out appraisals and performance
reviews for designated staff.
- Developing, implementing and
embedding an effective practice training programme for all staff (clinical and
administrative) liaising with external agencies when necessary and maintaining
a training record
- Manage training records and schedules
for all staff to ensure everyone is up to date.
- Coordinate all staff absences,
maintaining an effective absence register, authorise annual leave absence,
perform back to work interviews after absences.
- Assist the PM in any major changes to
the workforce.
- Be responsible for staff induction
programmes.
- Liaise with outsourced HR advisors as
directed by the PM.
Organisational
- Convene meetings, prepare agendas,
and ensure distribution of minutes as necessary.
- Carry out audits and reports as
required.
- Work closely to support all the
administrative and reception staff functions and processes.
- Ensuring the clinical session
structure is effective, meets the needs of the patients and clinicians have
access to suitable rooms.
- Oversee annual leave for designated staff
in the practice and co-ordinate locums as necessary.
- Deputise for the practice manager in
their absence
- Act as the primary point of contact
for NHSE, ICB, community services, suppliers and other external stakeholders in
the absence of the practice manager
- Support the practice manager in the
reviewing and updating of practice policies and procedures
- Act as the communication link between
the management team and staff
- Represent the practice locally as
required, attending meetings in Practice managers absence.
- Attending and taking minutes of
Partners, MDT, Future Planning and staff meetings. Chairing staff meetings in
Practice managers absence.
Patient
Services
- Maintain registration services and
monitor patient turnover and capitation.
- Manage patient surveys.
- Oversee and manage the appointments
and rotas.
- Patient risk management including the
investigation of incidents.
- Provide the first point of contact
for patient advice, queries, and complaints.
- Assist the PM and managing Partner to
provide an effective complaints management system.
- Liaise with the Patient Participation
Group and Practice Health Champions.
Information
management and technology
- Be the first point of contact for IT
issues within the practice.
- Work with system suppliers and the PM
to solve any problems.
- Work with the PM to ensure the
practice has effective IT data security.
Financial Management
- Manage and use appropriate systems for handling and
recording of cash, cheques, invoices, and petty cash.
- Assist the PM in monitoring practice budgets.
- Manage purchases and expenditure within areas of
responsibility.
- Assist with monthly national and local reporting as
required.
- Prepare reports for the PM as required.
- Assist with monthly claims.
- Oversee day to day management of enhanced schemes.
Estates
Management and Health and Safety
- Ensure the practice premises are properly maintained
and cleaned.
- Ensure adequate security and fire prevention systems
in place and policies followed.
- Oversee maintenance of the building and equipment,
arranging repairs and contractors as required whilst ensuring best value for
money. Including liaison with landlord and/or designated agent.
- Implement health and safety and ensure that audits and
inspections are undertaken in accordance with the procedures e.g. Legionella
assessments.
-
Routine
management of own team / team areas, and maintenance of workspace standards.
-
Participate
in on-call rotas as required.
Job description
Job responsibilities
Management
and planning
- Supporting the
practice manager in the day-to-day operations of the practice, ensuring staff
achieve their primary responsibilities
- Be familiar with
all the functions of EMIS and applications plus national and local quality
standards for primary care, including managing the clinical system, ensuring IT
security and Information Governance compliance at all times.
- Be aware of
industry statutory requirements and assist with implementation as directed by
the PM.
- In conjunction
with the PM undertake specific duties in relation to fire safety, health and
safety and risk management.
- Undertake regular
delegated tasks and special projects as delegated by the PM.
- As necessary,
attend any meetings as requested on behalf of the practice and undertake any
follow up action.
- Assist the PM in
compiling and updating policies and procedures in all areas of the practice.
- Supporting the
overall practice clinical governance framework, submitting reports for OQF,
enhanced services and other reporting requirements using CQRS / PCSE.
- Support the
practice in maintaining its Good CQC rating and strive towards Outstanding
rating.
- Be the manager of
the estate and staff operations for a designated location.
Monitoring and
disseminating information on safety alerts and other pertinent information
Human
Resources
- Ensure staff always adhere to policy
and procedure.
-
Providing
leadership and guidance for designated staff teams.
- Carry out appraisals and performance
reviews for designated staff.
- Developing, implementing and
embedding an effective practice training programme for all staff (clinical and
administrative) liaising with external agencies when necessary and maintaining
a training record
- Manage training records and schedules
for all staff to ensure everyone is up to date.
- Coordinate all staff absences,
maintaining an effective absence register, authorise annual leave absence,
perform back to work interviews after absences.
- Assist the PM in any major changes to
the workforce.
- Be responsible for staff induction
programmes.
- Liaise with outsourced HR advisors as
directed by the PM.
Organisational
- Convene meetings, prepare agendas,
and ensure distribution of minutes as necessary.
- Carry out audits and reports as
required.
- Work closely to support all the
administrative and reception staff functions and processes.
- Ensuring the clinical session
structure is effective, meets the needs of the patients and clinicians have
access to suitable rooms.
- Oversee annual leave for designated staff
in the practice and co-ordinate locums as necessary.
- Deputise for the practice manager in
their absence
- Act as the primary point of contact
for NHSE, ICB, community services, suppliers and other external stakeholders in
the absence of the practice manager
- Support the practice manager in the
reviewing and updating of practice policies and procedures
- Act as the communication link between
the management team and staff
- Represent the practice locally as
required, attending meetings in Practice managers absence.
- Attending and taking minutes of
Partners, MDT, Future Planning and staff meetings. Chairing staff meetings in
Practice managers absence.
Patient
Services
- Maintain registration services and
monitor patient turnover and capitation.
- Manage patient surveys.
- Oversee and manage the appointments
and rotas.
- Patient risk management including the
investigation of incidents.
- Provide the first point of contact
for patient advice, queries, and complaints.
- Assist the PM and managing Partner to
provide an effective complaints management system.
- Liaise with the Patient Participation
Group and Practice Health Champions.
Information
management and technology
- Be the first point of contact for IT
issues within the practice.
- Work with system suppliers and the PM
to solve any problems.
- Work with the PM to ensure the
practice has effective IT data security.
Financial Management
- Manage and use appropriate systems for handling and
recording of cash, cheques, invoices, and petty cash.
- Assist the PM in monitoring practice budgets.
- Manage purchases and expenditure within areas of
responsibility.
- Assist with monthly national and local reporting as
required.
- Prepare reports for the PM as required.
- Assist with monthly claims.
- Oversee day to day management of enhanced schemes.
Estates
Management and Health and Safety
- Ensure the practice premises are properly maintained
and cleaned.
- Ensure adequate security and fire prevention systems
in place and policies followed.
- Oversee maintenance of the building and equipment,
arranging repairs and contractors as required whilst ensuring best value for
money. Including liaison with landlord and/or designated agent.
- Implement health and safety and ensure that audits and
inspections are undertaken in accordance with the procedures e.g. Legionella
assessments.
-
Routine
management of own team / team areas, and maintenance of workspace standards.
-
Participate
in on-call rotas as required.
Person Specification
Qualifications
Essential
- Good standard of education.
Desirable
Experience
Essential
- 1.Have relevant senior administrative experience
- 2.Have relevant management experience
- 3.Proven experience of managing diverse teams across multiple delivery locations
- 4.Excellent organisational skills, with experience of managing complex processes and workloads
- 5.Proven I.T. systems skills, including role of I.T. systems in process improvement
- 6.Ability to train and mentor staff in use of systems and processes
- 7.Able to demonstrate a high level of attention to detail
- 8.Effective communication skills, both written and verbal, report writing skills to include often complex information
- 9.Excellent customer service skills, with experience of responding efficiently and effectively to phone and email enquiries
- 10.Ability to analyse and solve problems with an appreciation of longer-term implications
- 11.Ability to develop creative approaches to problem solving
- 12.Self-motivated
Desirable
- 1.Experience of managing clinical or other complex appointment systems (FHG uses EMIS Web)
- 2.Experience of change management
- 3.Experience of project management
- 4.Experience of adapting own skills to new circumstances
Person Specification
Qualifications
Essential
- Good standard of education.
Desirable
Experience
Essential
- 1.Have relevant senior administrative experience
- 2.Have relevant management experience
- 3.Proven experience of managing diverse teams across multiple delivery locations
- 4.Excellent organisational skills, with experience of managing complex processes and workloads
- 5.Proven I.T. systems skills, including role of I.T. systems in process improvement
- 6.Ability to train and mentor staff in use of systems and processes
- 7.Able to demonstrate a high level of attention to detail
- 8.Effective communication skills, both written and verbal, report writing skills to include often complex information
- 9.Excellent customer service skills, with experience of responding efficiently and effectively to phone and email enquiries
- 10.Ability to analyse and solve problems with an appreciation of longer-term implications
- 11.Ability to develop creative approaches to problem solving
- 12.Self-motivated
Desirable
- 1.Experience of managing clinical or other complex appointment systems (FHG uses EMIS Web)
- 2.Experience of change management
- 3.Experience of project management
- 4.Experience of adapting own skills to new circumstances
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.
