Job summary
Minster Medical Practice is looking for an Assistant Practice Manager to
support the Practice Manager in the day to day running of this busy but
friendly practice, situated in uphill Lincoln. The practice serves over 10,000
patients with a dedicated staff team, including 4 GP partners, 2 salaried GPs, Advanced
Nurse Practitioner, Nursing team, along with reception and admin support staff,
and PCN support roles.
The role will require an understanding of primary care and people
management. With a keen eye for detail
you will be able to spot and resolve issues before they happen, working with
the Practice Manager to ensure an excellent service for patients along with a
positive working environment for staff.
A friendly and fast-moving environment, the successful candidate will
have a positive attitude, be adaptable to change, able to work on their own
initiative, and be able to support others to achieve their full potential.
Work will be supported by regular meetings with the Practice Manager and
you will have opportunity to lead on certain projects as they arise.
Experience of primary care and knowledge of NHS IT systems is essential
for this role as we look forward to strengthening the team and service for
patients and staff.
Main duties of the job
The post holder will be required to have an understanding of health
services together with a passion for improving lives and improving healthcare.
This is a great opportunity for an individual seeking a fulfilling and
interactive role
The post holder will support the GP Partners and Practice Manager in
ensuring the smooth running of the practice.
The post holder will be a member of the surgery management team with the
delegated responsibility for overseeing the day-to-day operation of the
surgery. They will ensure the effective processing of all administrative work
and appropriate liaison with the administration teams while leading the
attainment of local and national targets.
About us
Minster Medical Practice is a well-established and friendly practice with many long-serving team members. The appointment of an Assistant Manager will bring a strong leadership
team able to respond to the ever-changing environment of primary care.
We aim to provide good quality care to our community in a supportive environment where staff feel respected and valued. As such, team working and developing a good atmosphere in work are essential.
We are based in uphill Lincoln with free on-site parking.
We have an experienced multidisciplinary team, work closely within our IMP PCN and have several ARRS roles working in house which include Mental Health Practitioners, FCPs, Clinical Pharmacists and Pharmacy Technicians.
We also have a very experienced administration team including patient advisors, medical secretaries and a clinical administration team.
The practice is committed to staff satisfaction and wellbeing and we recognise the importance of social events which are open to all staff. We are a happy, supportive team who work hard but maintain a sense of humour!
For an informal chat please contact Jo Downes, Practice Manager, jodownes@nhs.net or 01522 515797 (informal visits welcome)
To apply please send your CV along with a
covering letter including the top thing you would do to support the Practice
Manager to Jo Downes, Practice Manager at jodownes@nhs.net
Job description
Job responsibilities
The post holder will be required to have an understanding of health
services together with a passion for improving lives and improving healthcare.
This is a great opportunity for an individual seeking a fulfilling and
interactive role
The post holder will support the GP Partners and Practice Manager in
ensuring the smooth running of the practice.
The post holder will be a member of the surgery management team with the
delegated responsibility for overseeing the day-to-day operation of the
surgery. They will ensure the effective processing of all administrative work
and appropriate liaison with the administration teams while leading the
attainment of local and national targets.
Admin and Secretarial team: The Assistant PM should have an understanding
of the medical administration and secretarial role, in order to oversee this
team; bringing leadership and clarity to roles, supporting excellent staff
performance and implementing change as required. To manage the day-to-day HR for
the administrative team including staff development and recruitment, training
and reviews, annual leave and absence management and ensuring sufficient staff
coverage at all times. To be able to address any issues as they arise with
support from the wider management team.
Clinical (Non-GP) team: To provide HR admin support for the
Lead Nurse, ensuring timely completion of reviews. To manage room bookings,
holiday rotas, ensuring clinics are set up correctly, and add new staff members
onto the system.
Site Management:a point of contact for staff whilst onsite.
Responding to any issues as they arise, supporting with IT and logging issues,
accepting deliveries and visitors, and ensuring smooth running of the site day
to day. Oversee and audit cleaning, security and maintenance of site. To work with administrators to ensure overall appointment functionality for GPs, Clinical
staff and Reception and Admin teams, to ensure smooth running of the practice.
IT System Management: Good knowledge of SystmOne
appointment, audit and reporting systems, Ardens, AccuRx, Ask My GP, Microsoft
365, data protection and Caldicott guidelines and ability to train/support
others in IT and keep abreast of changes.
Practice Manager Administration support: To support in
aspects of administration - HR and recruitment, monthly reporting, quality
improvement and overseeing QoF/IIF/Enhanced Services.
To support the Practice Manager in administration and project management
as required.
To support the practice in recruitment processes, arranging interviews
and preparing paperwork as required and providing admin support to the Practice
Manager.
To ensure smooth running of events: Staff training days, Patient
Participation Group, social events etc.
To deputise for the Practice Manager when needed.
Communication: To develop internal communications ensuring all
staff are informed and aware of developments. To attend staff meetings
as required and to deliver training where necessary. To ensure the overall day
to day functionality and smooth running of the practice. To develop and support communication to
patients, identifying ways to improve engagement.
Patient support: To respond to immediate problems and complaints as
required.
The above job description outlines the main duties of the role, however
due to the changing nature of primary care this is not exhaustive.
Job description
Job responsibilities
The post holder will be required to have an understanding of health
services together with a passion for improving lives and improving healthcare.
This is a great opportunity for an individual seeking a fulfilling and
interactive role
The post holder will support the GP Partners and Practice Manager in
ensuring the smooth running of the practice.
The post holder will be a member of the surgery management team with the
delegated responsibility for overseeing the day-to-day operation of the
surgery. They will ensure the effective processing of all administrative work
and appropriate liaison with the administration teams while leading the
attainment of local and national targets.
Admin and Secretarial team: The Assistant PM should have an understanding
of the medical administration and secretarial role, in order to oversee this
team; bringing leadership and clarity to roles, supporting excellent staff
performance and implementing change as required. To manage the day-to-day HR for
the administrative team including staff development and recruitment, training
and reviews, annual leave and absence management and ensuring sufficient staff
coverage at all times. To be able to address any issues as they arise with
support from the wider management team.
Clinical (Non-GP) team: To provide HR admin support for the
Lead Nurse, ensuring timely completion of reviews. To manage room bookings,
holiday rotas, ensuring clinics are set up correctly, and add new staff members
onto the system.
Site Management:a point of contact for staff whilst onsite.
Responding to any issues as they arise, supporting with IT and logging issues,
accepting deliveries and visitors, and ensuring smooth running of the site day
to day. Oversee and audit cleaning, security and maintenance of site. To work with administrators to ensure overall appointment functionality for GPs, Clinical
staff and Reception and Admin teams, to ensure smooth running of the practice.
IT System Management: Good knowledge of SystmOne
appointment, audit and reporting systems, Ardens, AccuRx, Ask My GP, Microsoft
365, data protection and Caldicott guidelines and ability to train/support
others in IT and keep abreast of changes.
Practice Manager Administration support: To support in
aspects of administration - HR and recruitment, monthly reporting, quality
improvement and overseeing QoF/IIF/Enhanced Services.
To support the Practice Manager in administration and project management
as required.
To support the practice in recruitment processes, arranging interviews
and preparing paperwork as required and providing admin support to the Practice
Manager.
To ensure smooth running of events: Staff training days, Patient
Participation Group, social events etc.
To deputise for the Practice Manager when needed.
Communication: To develop internal communications ensuring all
staff are informed and aware of developments. To attend staff meetings
as required and to deliver training where necessary. To ensure the overall day
to day functionality and smooth running of the practice. To develop and support communication to
patients, identifying ways to improve engagement.
Patient support: To respond to immediate problems and complaints as
required.
The above job description outlines the main duties of the role, however
due to the changing nature of primary care this is not exhaustive.
Person Specification
Qualifications
Essential
- GCSE Grade A to C in English and Maths
- Experience of working in General Practice
Desirable
- Higher Education qualification
- Management qualification or experience in management in primary care
Attitude and character
Essential
- Ability to lead and manage a team
- Excellent communicator both spoken and written
- To be committed to quality and continuous improvement and the development of patient care, through improving performance and better utilisation of resources available
- A team player, friendly and approachable, and able to communicate well with colleagues and staff and be a positive role model and influence on the team. To be considerate of others' requirements and champion equality and diversity within the practice
- A positive can-do attitude
- Able to manage risk and prioritise tasks well
- Respond to a fast-paced working environment and be able to lead within the practice framework and culture
- To be able to spot and highlight potential mistakes or risks before they become a problem
- To provide solutions to problems and implement changes. To be able to follow up with required paperwork and amendments to policy
- To be able to bring positive challenge to staff in order to provide clarity, performance improvement and overall staff job satisfaction
- To support the implementation of staff initiatives to promote wellbeing and team building
- To be able to provide and interpret performance reports and respond accordingly
- Must be adaptable and comfortable dealing with changing priorities
- To be able to manage a busy schedule, but also to realise limitations and manage own resilience when workload is heavy
- To be able to remain calm in event of an emergency and respond well to support patient and staff safety under the guidance of the practice leadership team
Desirable
- Understanding of clinical requirements and policy for NHS staff
- Clean drivers license and access to a vehicle
Experience
Essential
- Experience of working in a GP Practice
- Experience of working in a management or supervisory role
- Experience of using and supporting others to use IT system
- Experience and advanced knowledge of SystmOne
- Understanding of HR processes and admin required
- Experience of working in a multi-disciplinary team, including staff across different age and experience groups
Desirable
- Experience of event management
- Experience of project management and delivery
Person Specification
Qualifications
Essential
- GCSE Grade A to C in English and Maths
- Experience of working in General Practice
Desirable
- Higher Education qualification
- Management qualification or experience in management in primary care
Attitude and character
Essential
- Ability to lead and manage a team
- Excellent communicator both spoken and written
- To be committed to quality and continuous improvement and the development of patient care, through improving performance and better utilisation of resources available
- A team player, friendly and approachable, and able to communicate well with colleagues and staff and be a positive role model and influence on the team. To be considerate of others' requirements and champion equality and diversity within the practice
- A positive can-do attitude
- Able to manage risk and prioritise tasks well
- Respond to a fast-paced working environment and be able to lead within the practice framework and culture
- To be able to spot and highlight potential mistakes or risks before they become a problem
- To provide solutions to problems and implement changes. To be able to follow up with required paperwork and amendments to policy
- To be able to bring positive challenge to staff in order to provide clarity, performance improvement and overall staff job satisfaction
- To support the implementation of staff initiatives to promote wellbeing and team building
- To be able to provide and interpret performance reports and respond accordingly
- Must be adaptable and comfortable dealing with changing priorities
- To be able to manage a busy schedule, but also to realise limitations and manage own resilience when workload is heavy
- To be able to remain calm in event of an emergency and respond well to support patient and staff safety under the guidance of the practice leadership team
Desirable
- Understanding of clinical requirements and policy for NHS staff
- Clean drivers license and access to a vehicle
Experience
Essential
- Experience of working in a GP Practice
- Experience of working in a management or supervisory role
- Experience of using and supporting others to use IT system
- Experience and advanced knowledge of SystmOne
- Understanding of HR processes and admin required
- Experience of working in a multi-disciplinary team, including staff across different age and experience groups
Desirable
- Experience of event management
- Experience of project management and delivery
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.
