Job responsibilities
Position Title: Assistant Practice Manager Part-time
Reports to: Practice Manager/GP Partners
Hours: up to 25 hours per week
Salary: £14-£15 per hour
Main Purpose of the Job:
Job Summary:
Supporting the Practice Manager to ensure the smooth running of the Practice
Deputise for the Practice Manager in the Practice Managers absence
Be involved in the management and development of nonclinical Practice staff
Responsible for the production of performance and quality standards within the Practice, delivered through the Quality & Outcomes Framework (QoF), GP Quality Contract, Enhanced Services and other initiatives
Lead on the QoF recall system
Responsible for the clinical rota
Monitor staff annual leave and co-ordinate staff training
Named practice complaints manager and deal with patient complaints
Co-ordination trainees
IT Lead
Duties and Responsibilities:
Human Resources, Records and Training
To keep up to date with all employment law and new legislation.
Ensure compliance with the GDPR and FOI along with other relevant legislation and professional information management standards such as GMC/BMA and LMC guidance
To aid with the recruitment, induction and training of new staff
Undertake staff reviews and appraisals as required
Keep accurate records of all staff annual and sickness leave
Oversee staff rotas to ensure adequate staffing levels and notify staff of any changes
Monitor and record all staff overtime, sickness and complete return to work interviews
To perform 3 and 6 month reviews for new employees
Looking after the welfare of all admin/reception staff and dealing with queries
Practice Manager Support
To work autonomously reporting to the Practice Manager
Support the Practice Manager in any other duties that are within the scope of the grade
Be prepared to attend training courses where these are thought necessary to enhance the post holders skills and performance
Deputise for the Practice manager in their absence
Organisational
Manage the computerised appointment system, to ensure that all appointment screens for all the clinicians are entered onto the appointments system a minimum of one month in advance
To manage the diary for all clinicians holidays, meetings, etc and to make sure all the information is incorporated into the appointment schedules and that the practice is still delivering against standards contained in the various contracts
To be responsible for the maintenance of the holiday register for nonclinical staff
To be the first line of contact for the patients with respect to the complaints procedure and to take appropriate action as set out in the Practices complaints procedure
Manage the day to day petty cash
Manage room bookings diary to ensure that rooms are available for meetings, clinics etc.
Organising any Locum cover needed for clinical team
Named key holder with responsibility for opening the practice
QoF/Quality Contract/Enhanced Services
To be aware of national, local and Practice quality standards for chronic disease management
To provide support to clinicians in correctly identifying and targeting patients for assessment and treatment, ensuring robust recall systems are in place
To ensure clinical and nonclinical staff are aware of the importance of maintaining disease registers and assist in the validation process
Working with the Practice Manager and Partners to ensure all legal and contractual requirements are met and ensure effective implementation of all enhanced service contracts
Ensure that all targets are on track to deliver by ensuring robust reporting mechanisms are in place
To assist in the production of information for clinical audit as requested by the clinicians and aligned to the GP Quality Contract
Core Principles
To ensure confidentiality of information (written, oral and electronic) is preserved at all times whether at or away from work
To follow practice procedures to ensure that Caldicott Guardian and Security requirements are met at all times
To follow procedures to ensure compliance with GDPR and the Data Protection Act 2018
Apply practice policies, standards and guidance
To support and participate in initiatives to ensure a safe and healthy environment for all practice users. This includes following procedures to ensure the control of potential hazards to health and safety
To demonstrate commitment to Continuing Professional Development
To demonstrate computer literacy
IT Support and Data Quality
Support the practice in any IT matters in the administration of the Clinical System and other software
To provide support, advice and training for current and new practice staff in the use of the Clinical System
To liaise with CCG IT support department to resolve other hardware and software issues
Health and Safety
Be responsible for the ensuring the Health & Safety is up to date and compliant with current legislation and implementing any changes within one month of notification
Undertake and co-ordinate regular risk assessments and document these on a quarterly basis.
Ensure staff are trained in their responsibilities in Health & Safety
Changes in the Health & Safety legislation and the implications for the Practice are brought to the attention of the Practice Manager
Act as practice Fire Officer, organising regular fire drills and documenting these accordingly
Confidentiality
In the course of 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 may 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 organisation. 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 relating to confidentiality and the protection of personal and sensitive data.
Quality
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
