Job responsibilities
Job Summary:To be responsible
for the day to day running of the practice. It will be your responsibility to
lead and actively support the practice team in the delivery, development, and
management of our practice clinical, administration and primary care network
services.
To work closely
with the Practice Director, you will have joint responsibility for the smooth, efficient,
and profitable running of the Practice and to maintain and promote a happy and
committed team.
To assist and contribute to the production of performance and quality standards at the practice.
Job
Responsibilities:
General / Primary Care Network Management:The post holder
will be responsible for the day-to-day operational management
of the practice, ensuring staff achieve their primary responsibilities. Functional management of the reception / administration team.
To be responsible for the day-to-day operational management
of the practice, ensuring staff achieve their primary responsibilities.
Overseeing the day-to day clinical provision of
services ensuring the delivery of efficient and effective services to the
patient population.
To be responsible for the development and management
of Primary Care Network Services and PCN contractual obligations. Ensuring that thePrimary Care Network Direct Enhanced
Service specification requirements are being met and reported in a timely
manner. Provide information of new Primary Care
Network initiatives and initiate any service improvement. Attend PCN meetings on behalf of the
Practice team.
Actively encourage and promote the use of patient online
services and develop the practice policies and procedures.
Support the management of the Patient Participation
Group.
Managing practice IT systems, working closely with
the team to ensure all IT systems are effective, used
appropriately and ensure compliance with IT security and IG policies.
Assist the Practice Director / GP Partners with maintaining
the Practice Website, NHS Choices and other feedback platforms.
Staffing and
People Management:To lead or support in HR matters as
directed by the Practice Director / GP Partners. To manage recruitment, retention, induction and training of administration staff with the support of the Office
Manager to ensure all staff are trained to fulfil their role
and identify any training needs.To support the Practice Director /
GP Partners in planning and co-ordinating, recruitment, selection and induction
of clinical staff.
Ensure that all staff are legally
and gainfully employed and maintain up-to-date HR
documentation (including job descriptions, employment contracts and personnel files).
To monitor staff annual leave, sickness
and absence and mitigate any impact to practice staffing rotas.
Develop and implement an effective staff
appraisal and monitoring systems for the administration team.
Monitoring
Practice Performance and Targets:To read and be aware of all the primary Care KPIs and
relevant targets and contractual obligations, including: Primary Care Network DES & PCN Projects, Lancashire County Council Commissioned Services, Direct, Local & National Enhanced Services, QOF (Quality Outcomes Framework), GP Delivery Improvement Framework, Care Quality Commission Regulations (CQC),Medicines Management, etc.
Monitor and evaluate performance of the Practice team
against objectives; identify and manage change.To plan and implement processes to achieve all targets
with the team such as QOF/PCN/IIF.To lead on PCN projects ensuring we achieve the
required targets.
To support and work with the Practice Director/GP
Partners on the development of CQC policies and in ensuring the practice
meet the CQC requirements.
Operational / Strategic Management and
Planning:Keep abreast of current affairs and
identify potential threats and opportunities. Contribute to the Practice strategy; working with the Practice Director in
planning, practice development and setting targets.
To undertake required tasks to meet
the agreed aims and be wholly responsible for them.
Assess and evaluate accommodation
requirements and assist with development and expansion plans.
Support the Practice Director in the review and updating of all practice policies and
procedures.
Financial
Management:Assist in the management of handling and recording of petty cash log. Assist the Practice Director in the
management of budgets and support to maximise income.
Human Resources:Contribute to the recruitment and retention of staff and provide a general personnel support service. Ensure all staff are legally and gainfully employed. Advise on skill-mix and deployment of staff. Manage staff levels within target budgets. Evaluate, organise and oversee staff induction and training ensuring all staff are adequately trained to fulfill their role. Support
and mentor staff, both as individuals and as team members.
Keep abreast of changed in employment legislation. Maintain
up-to-date HR documentation (including job descriptions, employment contracts
and employment policies)
Organisational:Convene meetings, prepare agenda
and ensure distribution of minutes as necessary.
Contribute to the development of Practice
protocols and procedures, review and update as required.
Ensure the Practice premises are
properly maintained and cleaned, and that adequate policies and procedures
are in place.
Manage the procurement of Practice
equipment, supplies and services within target budgets.
Review Health & Safety policies
and procedures and keep abreast of current legislation. Ensure that the Practice has
adequate disaster recovery procedures in place. Arrange appropriate maintenance for
Practice equipment.
Patient Services:Support the Practice Director/GP
Partners and wider time to adopt a strategic approach to the development
and management of patient services in accordance with local and national guidelines. Ensure that the Practice complies
with NHS contractual obligations in relation to patient care.
Maintain registration policies and
monitor patient turnover and capitation. Contribute to the development of an
effective appointments system. Contribute to the organisation of surgery
timetables, duty rotas and holiday cover.
Routinely monitor and assess Practice
performance against patient access and demand management targets.Contribute and develop patient
feedback systems.
Contribute to the Practice complaints
management system leading on day-to-day complaints and responding within
the appropriate timeframes.
Information Management and Technology:Support the Practice Director/GP
Partners in the evaluation and planning of Practice IT modernisation.
Confidentiality:While
seeking treatment, patients entrust us with, or allow us to gather, sensitive
information in relation to their health and other matters. They do so in confidence and have the
right to expect that staff will respect their privacy and act appropriately.In
the performance of the duties outlined in this Job Description, the post-holder will have access to confidential information relating to patients and their
carers, Practice staff and other healthcare workers. They may also have access to information
relating to the Practice as a business. All such information
from any source is to be regarded as strictly confidential.Information relating
to patients, carers, colleagues, other healthcare workers or the business
of the Practice may only be divulged to authorised persons in accordance
with the Practice policies and procedures.
Health
& Safety:The post-holder will assist in promoting and maintaining their
own and others health, safety and security as defined in the Practice Health
& Safety Policy. They will use personal security systems within the workplace according to Practice
guidelines.
Identifying risks involved in work activities and undertaking such activities in a
way that manages those risks. Making
effective use of training to update knowledge and skills.
Using
appropriate infection control procedures, maintaining work areas in a tidy
and safe way and free from hazards and report and potential risks identified.
Equality
and Diversity:The post-holder will support the equality, diversity
and rights of patients, carers, and colleagues. They will act in a way that recognises the
importance of peoples rights, interpreting them in a way that is consistent
with Practice procedures and policies, and current legislation.Respecting the privacy, dignity,
needs and beliefs of patients, carers and colleagues.
Personal/Professional
Development:The post-holder
will participate in any training programme implemented by the Practice as part
of this employment, such training to include:
Participation in an annual
individual performance review, including taking responsibility for maintaining
a record of own personal and/or professional development.
Taking responsibility for own
development, learning and performance and demonstrating skills and
activities to others who are undertaking similar work.
Quality:The post-holder
will strive to maintain quality within the Practice, and will alert other team members to issues
of quality and risk.
Assess own performance and take
accountability for own actions, either directly or under supervision.
Contribute to the effectiveness of
the team by reflecting on own and team activities and making suggestions
on ways to improve and enhance the teams performance. Work effectively with individuals
in other agencies to meet patients needs. Effectively manage own time, workload,
and resources.
Communication:The post-holder should recognise the importance of
effective communication and peoples needs for alternative methods of communication within the team and strive to communicate effectively with patients,
carers, agencies and other team members.
Contribution
to the Implementation of Services:
