Job summary
A new and exciting opportunity has
arisen for a hardworking, efficient and highly motivated manager to join this
established, well respected and high performing medical practice.
Previous NHS or practice management
experience are desirable and a sound knowledge and demonstrable competency in other
areas including HR, IT, health and safety, risk management, premises and
governance are essential.
You will become a member of the
management team working closely with the part-time Practice Manager and supporting
other areas where appropriate in order to ensure the practice runs smoothly and
achieves its long-term strategic objectives.
You should be adaptable and flexible
to meet the needs of the practice now and in the future and be jointly responsible
for the efficient and safe operational management of the Practice and ensuring
that all relevant CQC requirements are met.
The practice is an equal
opportunities employer who strives to offer locally competitive terms and
conditions to staff. There is a strong health and wellbeing focus and an
excellent team ethos within the practice, and it is very important to the
partners that this is developed and strengthened.
Main duties of the job
- Please refer to the JD and person spec provided for full details as too many to mention here in this section
About us
The Old
Court House Surgery is a well-established GP practice with nearly 13500
patients, located in the heart of Sutton and is part of the Central Sutton
Primary Care Network.
We are a 5
partner PMS and training practice using the EMIS web clinical system and employing
a team of highly skilled and experienced healthcare professionals incl GPs,
ANPs, Nurses, HCAs and Phlebotomists.
Our site
hosts an ultra-modern working environment and a workforce of 40+ including a
selection PCN ARRS roles. The practice
also hosts the local community ECG service.
Job description
Job responsibilities
The Deputy/Assistant Practice Manager will be expected to respond to wide ranging Practice requirements as and when they arise and whilst demonstrating the ability to work under pressure.
The following is the list of key tasks and responsibilities expected from the role:
Human Resources
- Supporting the line management of the Admin Team and to act as a practice level lead for all ARRS staff.
- Supporting the recruitment and retention of staff and maintaining accurate records.
- Establishing, reviewing and regularly updating job descriptions and person specifications. Ensuring all staff are legally and gainfully employed and that they understand the roles expected of them.
- Supporting the undertaking of the staff appraisal system where appropriate and ensuring appropriate records are kept.
- Ensuring compliance with all HR requirements and legislation.
- Ensuring all staff have the appropriate level of training to enable them to carry out their roles and to enable them to develop and progress in line with personal development plans.
- Supporting the development of the staff health and wellbeing strategy and implementing its actions.
- Ongoing review and update to all items within GPTN and ensuring staff are using it fully and effectively.
- Acting as an out of hours contact for staff in urgent or emergency situations and in relation to absence.
Patient Service Delivery
- Ensuring compliance with patient confidentiality at all times and in line with current legislation.
- Facilitating, promoting and supporting the Patient Participation Group, attending meetings and taking notes.
- Ensuring all patient information on site is accurate, easily accessible and kept up to date.
- Ensuring patient involvement and engagement meets with practice goals.
- Supporting the ongoing needs of the practice complaints policy, keeping appropriate records and reporting accordingly when required.
- Actively encouraging and promoting the use of patient online services and ensuring staff have the knowledge and resources to signpost patients correctly.
- Producing and publishing communications for internal and external use such as a practice newsletter on a quarterly basis.
- Reviewing and updating the practice website.
Governance
- Ensuring that the Practice complies with all Care Quality Commission legislation.
- Supporting the pro-active assessment & implementation of new policies, procedures and protocols and monitoring outcomes and ensuring the regular review of existing policies and procedures.
- Helping with the production of data and audits required by the practice, the NHS and other organisations.
- Undertaking risk assessments as required and maintaining the Practice risk register.
Information Technology
- Supporting changes or developments to IT systems
- Supporting training for all new technology as required.
- Helping the Practice ensure it complies with the Information Governance Framework and IT security, run audits and completing the annual DSPT.
- Ensuring that appropriate system documentation is maintained, and staff are aware of support pathways when problems occur.
- Obtaining and maintaining computer equipment to enable the day-to-day running of the practice.
- Helping to manage practice IT systems and delegate staff as appropriate to act as administrators or champions.
- Supporting operationally with the practice telephone system, adding new users, running reports, making adjustments to call flow where necessary and in particular in the absence of the Reception Manager or her deputy.
Practice Organisation
- Supporting and overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities and working n conjunction with other leads/managers as required.
- Helping to ensure that the Practice delivers all services in line with NHS contractual obligations.
- Promoting and representing the Practice at external meetings / workshops in the absence of the Practice Manager and maintaining up to date knowledge of NHS developments.
- Developing and maintaining effective communication both within the Practice and with all relevant outside agencies, incl SWL ICB and PCN.
- Supporting overall responsibility for administration, ensuring it remains effective and efficient.
- Maintaining the practice diary, convening practice meetings, preparing agendas and notes, sharing paperwork and ensuring that actions are documented and fulfilled.
- Supporting significant and learning event reporting and ensuring actions are completed and records are maintained.
- Helping to prepare practice reports associated with key lead areas such as governance, staffing, premises and IT.
- Supporting the team as a whole to reach QOF and other targets and where appropriate for the lead areas of the role.
- Overseeing the allocation and organisation of student placements
Premises, Health & Safety, Equipment and Purchasing
- Helping to ensure that premises are cleaned and maintained to the highest standard, with adequate security and fire protection.
- Supporting the completion of premises related risk assessments at appropriate intervals and actions implemented.
- Supporting the development and review of Health & Safety policy and procedures, in line with current legislation and ensure compliance.
- Supporting the procurement of suitable equipment, supplies and services in conjunction with other staff as needed.
- Providing out of hours emergency key holding and response as required.
- Please also refer to the full job description and person specification
Job description
Job responsibilities
The Deputy/Assistant Practice Manager will be expected to respond to wide ranging Practice requirements as and when they arise and whilst demonstrating the ability to work under pressure.
The following is the list of key tasks and responsibilities expected from the role:
Human Resources
- Supporting the line management of the Admin Team and to act as a practice level lead for all ARRS staff.
- Supporting the recruitment and retention of staff and maintaining accurate records.
- Establishing, reviewing and regularly updating job descriptions and person specifications. Ensuring all staff are legally and gainfully employed and that they understand the roles expected of them.
- Supporting the undertaking of the staff appraisal system where appropriate and ensuring appropriate records are kept.
- Ensuring compliance with all HR requirements and legislation.
- Ensuring all staff have the appropriate level of training to enable them to carry out their roles and to enable them to develop and progress in line with personal development plans.
- Supporting the development of the staff health and wellbeing strategy and implementing its actions.
- Ongoing review and update to all items within GPTN and ensuring staff are using it fully and effectively.
- Acting as an out of hours contact for staff in urgent or emergency situations and in relation to absence.
Patient Service Delivery
- Ensuring compliance with patient confidentiality at all times and in line with current legislation.
- Facilitating, promoting and supporting the Patient Participation Group, attending meetings and taking notes.
- Ensuring all patient information on site is accurate, easily accessible and kept up to date.
- Ensuring patient involvement and engagement meets with practice goals.
- Supporting the ongoing needs of the practice complaints policy, keeping appropriate records and reporting accordingly when required.
- Actively encouraging and promoting the use of patient online services and ensuring staff have the knowledge and resources to signpost patients correctly.
- Producing and publishing communications for internal and external use such as a practice newsletter on a quarterly basis.
- Reviewing and updating the practice website.
Governance
- Ensuring that the Practice complies with all Care Quality Commission legislation.
- Supporting the pro-active assessment & implementation of new policies, procedures and protocols and monitoring outcomes and ensuring the regular review of existing policies and procedures.
- Helping with the production of data and audits required by the practice, the NHS and other organisations.
- Undertaking risk assessments as required and maintaining the Practice risk register.
Information Technology
- Supporting changes or developments to IT systems
- Supporting training for all new technology as required.
- Helping the Practice ensure it complies with the Information Governance Framework and IT security, run audits and completing the annual DSPT.
- Ensuring that appropriate system documentation is maintained, and staff are aware of support pathways when problems occur.
- Obtaining and maintaining computer equipment to enable the day-to-day running of the practice.
- Helping to manage practice IT systems and delegate staff as appropriate to act as administrators or champions.
- Supporting operationally with the practice telephone system, adding new users, running reports, making adjustments to call flow where necessary and in particular in the absence of the Reception Manager or her deputy.
Practice Organisation
- Supporting and overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities and working n conjunction with other leads/managers as required.
- Helping to ensure that the Practice delivers all services in line with NHS contractual obligations.
- Promoting and representing the Practice at external meetings / workshops in the absence of the Practice Manager and maintaining up to date knowledge of NHS developments.
- Developing and maintaining effective communication both within the Practice and with all relevant outside agencies, incl SWL ICB and PCN.
- Supporting overall responsibility for administration, ensuring it remains effective and efficient.
- Maintaining the practice diary, convening practice meetings, preparing agendas and notes, sharing paperwork and ensuring that actions are documented and fulfilled.
- Supporting significant and learning event reporting and ensuring actions are completed and records are maintained.
- Helping to prepare practice reports associated with key lead areas such as governance, staffing, premises and IT.
- Supporting the team as a whole to reach QOF and other targets and where appropriate for the lead areas of the role.
- Overseeing the allocation and organisation of student placements
Premises, Health & Safety, Equipment and Purchasing
- Helping to ensure that premises are cleaned and maintained to the highest standard, with adequate security and fire protection.
- Supporting the completion of premises related risk assessments at appropriate intervals and actions implemented.
- Supporting the development and review of Health & Safety policy and procedures, in line with current legislation and ensure compliance.
- Supporting the procurement of suitable equipment, supplies and services in conjunction with other staff as needed.
- Providing out of hours emergency key holding and response as required.
- Please also refer to the full job description and person specification
Person Specification
Experience
Essential
- Managing and working in multidisciplinary teams
- HR management incl recruitment induction training and performance management
- Strong IT knowledge and experience of trouble shooting
Desirable
- Working in a management role in a healthcare setting
- General practice IT incl EMIS web Docman AccuRx and GPTN
- GP PMS contract and KPIs
- Premises management and Health and Safety obligations
- Governance and risk management
Qualifications
Essential
- GCSE Grade 1 to 3 in Maths and English or equivalent
- Evidence of continued professional development
Desirable
- Management or HR qualification
Other
Essential
- Ability to travel to and from site and attend external meetings quickly and easily
Knowledge and skills
Essential
- Excellent communication skills
- Confident and assertive
- Ability to develop implement and embed practice policy and procedures
- Ability to motivate teams enhance morale and maintain a positive working environment
- Excellent team work and team building skills
- Effective time management, planning and organisation
- Ability to work in a busy environment and to prioritise delegate and work to tight deadlines
- Adaptable and flexible to a rapidly changing environment remaining diplomatic and calm in stressful situations
- Flexibility of working hours and ability to respond to the needs of the business
Person Specification
Experience
Essential
- Managing and working in multidisciplinary teams
- HR management incl recruitment induction training and performance management
- Strong IT knowledge and experience of trouble shooting
Desirable
- Working in a management role in a healthcare setting
- General practice IT incl EMIS web Docman AccuRx and GPTN
- GP PMS contract and KPIs
- Premises management and Health and Safety obligations
- Governance and risk management
Qualifications
Essential
- GCSE Grade 1 to 3 in Maths and English or equivalent
- Evidence of continued professional development
Desirable
- Management or HR qualification
Other
Essential
- Ability to travel to and from site and attend external meetings quickly and easily
Knowledge and skills
Essential
- Excellent communication skills
- Confident and assertive
- Ability to develop implement and embed practice policy and procedures
- Ability to motivate teams enhance morale and maintain a positive working environment
- Excellent team work and team building skills
- Effective time management, planning and organisation
- Ability to work in a busy environment and to prioritise delegate and work to tight deadlines
- Adaptable and flexible to a rapidly changing environment remaining diplomatic and calm in stressful situations
- Flexibility of working hours and ability to respond to the needs of the business
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.
