Assistant Practice Manager - GP Surgery

Job description

Job responsibilities

The following are the core responsibilities of the Assistant Manager. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

The Assistant Manager is responsible for:

a. Supporting the Senior Management Team (SMT) in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities

b. Providing leadership and guidance to all staff ensuring that they adhere to policy and procedure at all times

c. Supporting the administrative elements of QOF & Enhanced Services, Guiding the team to reach QOF / ES targets

d. Implementing systems to ensure compliance with CQC regulations and standards

e. Acting as the lead for recruitment for non-clinical roles including pre-employment checks and DBS with support from the Office Manager & SMT

f. Evaluating, organising and overseeing the staff induction programme

g. Implementing and embedding an effective staff appraisal process

h. Implementing and embedding an effective practice and staff development plan for all non-clinical staff whilst maintaining a robust training record

i. Implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare

j. Support with the management of the clinical system, ensuring IT security and IG compliance at all times and responding to and resolving all local IT issues

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

l. Updating and acting as the focal point for the practice website and social media sites

m. Guiding staff and developing searches and audits on the clinical system

n. Reviewing and updating clinical templates ensuring they relate to current practice

o. Marketing the practice appropriately to ensure patient population is stable or increasing and managing the registration and deduction process

p. Ensuring the staff implement the practice wide approach to the management of all patient services matters

q. Managing DNAs, providing data and planning tools coupled with liaison with referred repeat offenders

r. Manage and develop the clinical room and session rotas

s. Support with developing and implementing the admin staff rotas

t. Support with the training and development of the Office Manager

u. Maintain an overview of the clinical system workflow tasks

Secondary responsibilities

In addition to the primary responsibilities, the Assistant Manager may be requested to:

a. Deputise for the members of the senior management team (SMT). (PM/DPM/OPM) as requested

b. Lead the management of the Patient Participation Group with support from Office Manager and Senior Management Team

c. Implement the complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalated to the next level

d. Ensure all staff are aware of the management of the premises, including health and safety aspects and undertake risk assessments and mandatory training as required with support from the SMT

e. Monitor and disseminate information on safety alerts and other pertinent information

f. Support with the maintenance of the significant event database, providing advice to staff and briefing the team at meetings as required

g. Support with identifying trends and devise solutions to reduce risk and repeated occurrences of significant events

h. Support the Practice in the reviewing and updating of practice policies and procedures

i. Support the practice and management team with continuous improvement and change initiatives

Person Specification

Qualifications

Essential

• Good standard of education with excellent literacy and numeracy skills

Desirable

• Educated to A-level/equivalent or higher with relevant experience
• Leadership and/or management qualification
• AMSPAR qualification

Experience, Personal qualities and Skills

Essential

• Excellent communication skills (written, oral and presenting),
• Strong IT skills (generic),
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment,
• Effective time management (planning and organising),
• Ability to network and build relationships ,
• Ability to 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 solution 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,
• Flexibility to work outside core office hours,
• Disclosure Barring Service (DBS) check - will be done by Practice,
• Maintain confidentiality at all times.

Desirable

• Ability to recognise opportunities to enhance service delivery,
• Excellent leadership skills,
• Strategic thinker and negotiator,
• EMIS user skills,
• Proven problem solving and analytical skills,
• Experience of managing multidisciplinary teams,
• Experience of performance management, including appraisal writing, staff development and disciplinary procedures,
• Experience of successfully developing and implementing projects,
• NHS/Primary Care general practice experience,
• Relevant health and safety experience.

Experience

Essential

• Experience of working with the general public,
• Experience of working in a healthcare setting

Desirable

• Experience of managing multidisciplinary teams,
• Experience of performance management, including appraisal writing, staff development and disciplinary procedures,
• Experience of successfully developing and implementing projects,
• NHS/Primary Care general practice experience,
• Relevant health and safety experience.

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

Elliott Hall Medical Centre

Address

Uxbridge Road

Pinner

Middlesex

HA5 4EA

Employer's website

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