Job responsibilities
JOB
SUMMARY:
The
postholder will be responsible for day to day operational management and coordination
of services and service delivery across the practice.
S/he
will have delegated responsibility for the day to day management of the
practice, accountable via regular reporting particularly during the weekly
Practice Meeting, to enable clinicians to concentrate on clinical care.
Working
in close liaison with all Partners, staff, the ICB and NHS England the
postholder will ensure an organisationally effective business service to
support the health of patients. S/he has
line management responsibility for administrative, clerical and support staff
employed by the Practice, including the non-clinical administration of GPs and
nursing staff.
KEY TASKS AND RESPONSIBILITIES
Staffing
and Human Resources
Take
responsibility for the day-to-day line management of clinical and non-clinical
staff.
Provide
support for the recruitment and lead the induction of new staff and trainees. Coordinate
mandatory training and maintain accurate training logs for all staff.
Monitor
staff compliance against CQC requirements providing regular updates to the senior
team.
Keep
up to date with employment legislation, including health and safety
legislation, contracts, grievance and disciplinary procedures. Ensure that all practice policies and
paperwork comply with statutory requirements; promote good employment
practices.
Manage
practice discipline and grievance procedures for staff.
Manage
the system and process of appraisal for all staff, ensuring involvement of the
partners; promote opportunities for mentoring and clinical supervision ensuring
that the identification of training and development needs is undertaken through
regular appraisal and that such needs are met.
Forecast
practice staff training needs; facilitate in-house training; ensure induction
of all new staff; identify and facilitate appropriate external training;
actively participate in local training needs analysis projects
Ensure
the staff holiday rota maintains adequate staffing levels.
Coordinate
in-house training of staff members as required.
Practice Development
and Clinical Governance
Manage
communication processes within the practice including preparation of regular staff
briefings and standard operating procedure updates.
Produce
a monthly patient newsletter for print and digital. Maintain practice social
media channels with regular posts and updates.
Lead
and coordinate the audit process ensuring regular clinical and non-clinical
audits with learning points shared in meetings.
Develop
and implement, review and update policies and procedures and bring these to the
attention of all relevant staff.
Monitor
compliance against regulatory requirements for health and safety, quality and
CQC.
Service Delivery -
Rotas
Plan,
coordinate and implement clinical team rotas to include annual leave management,
staffing levels, rota production and EMIS template entry
Produce
weekly rotas and coordinate cover for any shortfalls.
Evaluate
clinical availability and access against national service delivery
targets. Organise the employment of
locum cover as required.
Meetings
Coordinate
practice meetings, plan and collate agendas, ensure accurate meeting notes/minutes
are taken with clear actions agreed.
Weekly
practice meetings, monthly staff meetings and quarterly patient group meetings
with regular ICB/PCN meeting attendance.
Implement
action; ensure all significant issues are discussed and reviewed
Patient
and community services
In
conjunction with the reception manager ensure effective care coordination and
reception services to patients; evaluate service to ensure compliance with best
practice guidelines
Produce,
update and monitor practice information; monitor effectiveness and quality of
practice information and image; market practice services
Plan
review and implement clinics in response to needs and targets; ensure
compliance with best practice (national service frameworks, NICE guidelines
etc)
Lead
on all aspects of complaints; manage and monitor the practice complaints policy
and procedures; undertake appropriate investigations as necessary; respond to
complaints as per CQC guidelines, maintain trackers, share learning points and
establish procedures to minimise complaints
Lead
on all aspects of incident and significant event management; manage and monitor
the practice incident management policy and procedures; respond to incidents as
per CQC guidelines, maintain trackers, share learning points and establish
procedures to mitigate future risk and recurrence
Represent
the practice at external meetings; establish effective relationships with
outside agencies and with practice-based community services e.g. PCN
Premises
and equipment
Maintain
systems for ensuring adequate stocks of stationery, clinical and other
supplies; review on a regular basis to maximise discounts and cash flow
efficiency.
Monitor
and maintain maintenance schedules for all equipment; undertake feasibility
studies; liaise with senior team.
Coordinate
premise maintenance and cleaning services; liaise with external contractors as
necessary.
Ensure
adequate premises security; test and review regularly; liaise with crime and
fire prevention officers as necessary.
Identify
potential problems and maintain risk management processes. Lead on operational aspects of Health and
Safety.
Information
Management and Technology
Coordinate
all IT management in the Practice including user logins, service calls, troubleshooting,
updates and improvements.
Setup
new users and act as RA agent coordinating smartcards and logins.
Coordinate
PCSE and act as main point of contact for the Practice.
Lead
on IT crisis prevention; assess effectiveness of the system and the safety and
security of data; liaise with system supplier and IT support as necessary.
