Job summary
Assistant Practice Queen Edith Medical Practice
Due to the retirement of our current long serving member of staff, we are seeking an organised, motivated and dedicated
Assistant Practice Manager to join our friendly and forward-thinking GP practice.
As our Assistant Practice Manager, you'll support the
Practice Manager in the day-to-day running of the surgery, ensuring smooth
operations and the highest standard of care for our patients. This is a varied
and rewarding role that combines administrative efficiency with people
management and patient service.
Owing to the
complexity of working in Primary Care, prior experience in a role similar to
this will be highly advantageous.
INFORMAL VISITS WELCOMED
Main duties of the job
Hours: 37 hours per week, worked over 4 days, 8am-6pm inclusive of 45mins unpaid lunch break.
Some flexibility is required to accommodate additional or alternative hours to cover colleagues during annual/sickness leave.
Key Responsibilities:
- Support the management of clinical and non-clinical staff
- Oversee administrative systems, procedures, and patient services
- Assist with rotas, recruitment, training, and HR processes
- Assist with the writing and updating of practice policies and procedures
- Liaise with patients, staff, and external healthcare professionals
- Contribute to compliance with CQC standards and practice policies
- Strong administrative and IT skills
- Assisting the Practice Manager with Financial duties
- Excellent communication and interpersonal abilities
- A proactive, flexible, and supportive team player
Key attributes we are looking for include:
- Previous experience in medical/primary healthcare roles.
- Excellent communication skills with a clear and polite telephone manner.
- Ability to maintain confidentiality and discretion with patients.
- Experience in handling sensitive situations with empathy and professionalism.
- Strong teamwork and independent problem-solving abilities.
About us
We are a medium sized, well-regarded GP practice on the outskirts of
Cambridge close to Addenbrookes Hospital, with staff parking on-site.
Our friendly and supportive multi-disciplinary team work
together to provide high levels of care to our registered patients.
Job description
Job responsibilities
Job responsibilities
Organisational
- Production of agreed rotas and ensuring the rotas are uploaded to the clinical system
- convene staff meetings, prepare agendas and ensure distribution of minutes as necessary
- develop practice protocols and procedures, review and update as required
- implement health and safety policies and procedures and keep abreast of current legislation
- Support the Practice Manager to implement any new GMS contract changes to patient services
- maintain and review appointment capacity to ensure it meets demand
- co-ordinate and manage any changes to the practice leaflet/website/socials
- line manage and oversee the administration team
- oversee and/or organise annual leave for the admin team
- oversee staff inductions and training and ensuring all staff are adequately trained
- support and mentor staff
- support practice based initiatives, QI projects and implementing changes within the practice
Patient Services
- Ensure service development and delivery is in accordance with and complies to local and national guidelines, and meeting GMS contractual obligations
- Oversee disease registers
- maintain registration policies and monitor patient turnover and capitation
- run an effective complaints management system
- guide and support office manager/reception team leader to maximise satisfaction
- IT/Information governance
- Oversee SAR and GDPR responsibilities
- work with Caldicott Guardian to ensure that personal data is processed appropriately
- Information Governance toolkit
Health and Safety
- You will lead and manage on the full range of their own and others health and safety
- Support infection prevention lead to ensure all staff adhere to their responsibilities
- Maintain an up to date knowledge of health and safety, infection control and best practice guidelines
- ensure personal security systems are adhered to
- make effective use of training to update knowledge and skills, initiate and manage training of others
Other Duties
- Contribute to the future development of the practice
- Deputise for the Practice Manager in their absence
- Undertake any reasonable duties as required
Note:
This job description is not intended to form part of the contract of employment or to be a complete list of duties and responsibilities, but it is a guide, for information, to the job. It will be periodically reviewed in the light of developing work requirements in the role. The post holder will participate in the review
Job description
Job responsibilities
Job responsibilities
Organisational
- Production of agreed rotas and ensuring the rotas are uploaded to the clinical system
- convene staff meetings, prepare agendas and ensure distribution of minutes as necessary
- develop practice protocols and procedures, review and update as required
- implement health and safety policies and procedures and keep abreast of current legislation
- Support the Practice Manager to implement any new GMS contract changes to patient services
- maintain and review appointment capacity to ensure it meets demand
- co-ordinate and manage any changes to the practice leaflet/website/socials
- line manage and oversee the administration team
- oversee and/or organise annual leave for the admin team
- oversee staff inductions and training and ensuring all staff are adequately trained
- support and mentor staff
- support practice based initiatives, QI projects and implementing changes within the practice
Patient Services
- Ensure service development and delivery is in accordance with and complies to local and national guidelines, and meeting GMS contractual obligations
- Oversee disease registers
- maintain registration policies and monitor patient turnover and capitation
- run an effective complaints management system
- guide and support office manager/reception team leader to maximise satisfaction
- IT/Information governance
- Oversee SAR and GDPR responsibilities
- work with Caldicott Guardian to ensure that personal data is processed appropriately
- Information Governance toolkit
Health and Safety
- You will lead and manage on the full range of their own and others health and safety
- Support infection prevention lead to ensure all staff adhere to their responsibilities
- Maintain an up to date knowledge of health and safety, infection control and best practice guidelines
- ensure personal security systems are adhered to
- make effective use of training to update knowledge and skills, initiate and manage training of others
Other Duties
- Contribute to the future development of the practice
- Deputise for the Practice Manager in their absence
- Undertake any reasonable duties as required
Note:
This job description is not intended to form part of the contract of employment or to be a complete list of duties and responsibilities, but it is a guide, for information, to the job. It will be periodically reviewed in the light of developing work requirements in the role. The post holder will participate in the review
Person Specification
Qualifications
Essential
- GCSE Grades C or above in English and Maths
Desirable
- Relevant professional qualifications (e.g. management, healthcare administration) or equivalent experience
Experience
Essential
- Leadership and management: experience in a leadership role or managing a team, with the ability to motivate and guide staff.
- Organisational: excellent ability to manage multiple tasks, prioritise effectively and meet deadlines
- Communication: strong written and verbal communication skills
- IT proficiency: competency in using healthcare management software, office suites incl word, excel etc
- Experience in dealing with patient enquiries and complaints.
- Ability to work effectively as part of a team.
Desirable
- Knowledge/experience of NHS management and primary care structure
- Financial management
Person Specification
Qualifications
Essential
- GCSE Grades C or above in English and Maths
Desirable
- Relevant professional qualifications (e.g. management, healthcare administration) or equivalent experience
Experience
Essential
- Leadership and management: experience in a leadership role or managing a team, with the ability to motivate and guide staff.
- Organisational: excellent ability to manage multiple tasks, prioritise effectively and meet deadlines
- Communication: strong written and verbal communication skills
- IT proficiency: competency in using healthcare management software, office suites incl word, excel etc
- Experience in dealing with patient enquiries and complaints.
- Ability to work effectively as part of a team.
Desirable
- Knowledge/experience of NHS management and primary care structure
- Financial management
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.
