Job summary
General Practice Alliance are seeking a proactive and
organised Assistant Service Manager to support the delivery of our GP
Enhanced Access service.
Working closely with the Service Manager, Operations Manager
and Clinical Leads, the role supports the coordination and continued
development of the service.
This is a full-time role (37.5 hours per week) and
includes some evening and weekend working on a rota basis, with flexibility to
support service needs and work-life balance.
The advertised salary is inclusive of the duty management
and on-call element of the role.
** Please note: We are unable to offer visa sponsorship for this role.
Main duties of the job
As an Assistant Service Manager, you will help support the
smooth running of the GP Enhanced Access service. You'll be involved in the day to day coordination of the
service, including supporting staff rotas, service data and reporting, and a
range of administrative and financial processes.
You will also be part of the
Duty Management Team, with full operational responsibility for the service
during allocated duty sessions. This includes covering 1-3 evening sessions per
week on site (18.00-21.30) and one weekend session per month (09.00-17.00) on a
rota basis. These sessions form part of the contracted working week, with
working days flexed accordingly.
During duty sessions, you will provide senior
onsite oversight, support staff and manage operational issues as they arise,
as well as stepping in to support the Service Manager during periods of absence
when required.
For an informal discussion about the role, please contact Jack at jack.croucher@nhs.net.
About us
GPA is a leading primary care provider and established GP
Federation, dedicated to providing equitable healthcare across our collective
of 19 GP practices, serving a population of over 210,000 people.
We are at the forefront of healthcare transformation,
building stronger connections between GPs, patients and the wider community to
deliver high-quality, accessible services that improve long-term health
outcomes.
You will be joining a friendly, inclusive and supportive
team culture where collaboration, flexibility and development are actively
encouraged. We also offer a comprehensive benefits package, including:
-
Hybrid working arrangements supporting a
healthy work-life balance
- NHS pension scheme with a 23.7% employer
contribution
-
Generous annual leave to promote wellbeing and
rest
-
Employee discount schemes, including the Blue
Light Card
-
Wellbeing package including Employee Assistance
Programme, wellbeing portal and access to the Feeling Good app
-
Discounted Trilogy gym membership supporting
an active, healthy lifestyle
Job description
Job responsibilities
Responsible
for creating SystmOne ledgers.
Responsible
for maintaining SystmOne ledgers on a daily basis.
Manage
weekly service DNA report, and distribute information to practices.
Form
part of the Duty Management Team, with full management responsibility for the
service during this period. This includes covering 1-3 evening sessions per
week (18.00-21.30) and one weekend session per month (09.00-17.00) on a
rota basis. During duty sessions, you will have responsibility for service delivery,
ensuring all patients are dealt with, dealing with complaints, estate issues, real
time staffing management & logistics, incidents, staff & patient
welfare.
Cover
for the Service Manager in periods of absence, to include dealing with
complaints, incidents, invoice reconciliation and estates issues.
Responsible
for reconciling GPA staff payments, monthly.
Responsible
for service data capture and reporting for Hubs when in operation.
Assist
with staff rota management, dealing with issues in the absence of the Service
Manager to ensure fully staffed shifts. For any additional Hubs, the Assistant Service
Manager will have full managerial responsibility for this duty.
Involvement
in service specific and organisation-wide projects.
Assist
the management team with audits.
Administration
for the management team and service, to include meeting agendas, minutes and
following up on action points, and other ad hoc duties.
Produce
quarterly information updates for practices.
Responsible
for ensuring all staff, clinical and non-clinical, are compliant with mandatory
training.
Responsible for the ongoing training of
receptionists.
Responsible for maintaining a receptionist
information folder.
Assist the Service Manager with recruitment
and onboarding of new staff.
Responsible for
organising a bi-monthly clinical training session.
Job description
Job responsibilities
Responsible
for creating SystmOne ledgers.
Responsible
for maintaining SystmOne ledgers on a daily basis.
Manage
weekly service DNA report, and distribute information to practices.
Form
part of the Duty Management Team, with full management responsibility for the
service during this period. This includes covering 1-3 evening sessions per
week (18.00-21.30) and one weekend session per month (09.00-17.00) on a
rota basis. During duty sessions, you will have responsibility for service delivery,
ensuring all patients are dealt with, dealing with complaints, estate issues, real
time staffing management & logistics, incidents, staff & patient
welfare.
Cover
for the Service Manager in periods of absence, to include dealing with
complaints, incidents, invoice reconciliation and estates issues.
Responsible
for reconciling GPA staff payments, monthly.
Responsible
for service data capture and reporting for Hubs when in operation.
Assist
with staff rota management, dealing with issues in the absence of the Service
Manager to ensure fully staffed shifts. For any additional Hubs, the Assistant Service
Manager will have full managerial responsibility for this duty.
Involvement
in service specific and organisation-wide projects.
Assist
the management team with audits.
Administration
for the management team and service, to include meeting agendas, minutes and
following up on action points, and other ad hoc duties.
Produce
quarterly information updates for practices.
Responsible
for ensuring all staff, clinical and non-clinical, are compliant with mandatory
training.
Responsible for the ongoing training of
receptionists.
Responsible for maintaining a receptionist
information folder.
Assist the Service Manager with recruitment
and onboarding of new staff.
Responsible for
organising a bi-monthly clinical training session.
Person Specification
Qualifications
Essential
- Level 3 Diploma or a degree in healthcare management or business administration
Job Circumstances
Essential
- Reliable transportation to facilitate a hybrid work arrangement and occasional travel for mandatory meetings as required by the position.
- Able to work some evening and weekend hours
Skills and Knowledge
Essential
- Good organisational and prioritisation skills, with the ability to work under pressure in a busy working environment and able to multi-task
- Committed to providing good customer service, demonstrating a professional and helpful manner, with a can do attitude
- Able to manage confidentiality in sensitive circumstances
- Able to effectively and appropriately deal with criticism and challenging people and situations
- Good working knowledge of Microsoft Office (Intermediate Level in Word, Excel & Outlook)
Experience
Essential
- Previous experience within General Practice/ Primary Care
- Prior management or supervisory experience
- Financial or budgetary experience, including invoice reconciliation and staff payments
- Proven track record and significant experience working with clinical staff and senior managers
- Previous experience using clinical systems such as System One and Emis Web
- Ability to produce high-quality, professional documents
- Experience of taking and transcribing minutes of meetings
Person Specification
Qualifications
Essential
- Level 3 Diploma or a degree in healthcare management or business administration
Job Circumstances
Essential
- Reliable transportation to facilitate a hybrid work arrangement and occasional travel for mandatory meetings as required by the position.
- Able to work some evening and weekend hours
Skills and Knowledge
Essential
- Good organisational and prioritisation skills, with the ability to work under pressure in a busy working environment and able to multi-task
- Committed to providing good customer service, demonstrating a professional and helpful manner, with a can do attitude
- Able to manage confidentiality in sensitive circumstances
- Able to effectively and appropriately deal with criticism and challenging people and situations
- Good working knowledge of Microsoft Office (Intermediate Level in Word, Excel & Outlook)
Experience
Essential
- Previous experience within General Practice/ Primary Care
- Prior management or supervisory experience
- Financial or budgetary experience, including invoice reconciliation and staff payments
- Proven track record and significant experience working with clinical staff and senior managers
- Previous experience using clinical systems such as System One and Emis Web
- Ability to produce high-quality, professional documents
- Experience of taking and transcribing minutes of meetings
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.
