Job summary
This is a maternity cover role for 12 months and for 25-32 hours per week.
This role is for our most senior
employee and requires someone with good organisation, prioritisation and
communication.
The Partners should be kept up to date
with all tasks, issues, concerns on a regular basis
Responsibility for the smooth,
efficient and profitable running of the practice
Responsibility to maintaining a happy
and committed team
Main duties of the job
Key responsibilities
To support the Partners at all times and execute tasks
requested by the Partners in a timely fashion.
To lead and support the Operations Manager and Reception
Manager in the execution of their roles, especially where one Manager may be
absent.
To lead and have oversight of all practice staff to ensure
they are fulfilling their roles and responsibilities.
To support the practice IT administration.
To work with the Operations Manager and Health and Safety and
Fire risk Officers for all premises issues, costing works, compliance and
reporting to the Partners.
To work with Partners to maintain and improve the performance
and quality standards within the practice to the standards set by the Care
Quality Commission.
To ensure significant events are recorded correctly, leading
sessions when required, and ensure that learning outcomes are addressed and
followed through with the appropriate staff.
To manage and respond to all formal complaints and and ensure
that learning outcomes are addressed and followed through with the appropriate
staff.
To chair Business and Practice meetings, (and other relevant
meetings) to the timescales specified and keep and update action logs.
About us
Grove Medical Centre is a GP practice located in a residential area of Egham. The practice provides GP services to 15,500 patients.
Services are provided from one location:
Grove Medical Centre - The Grove, Church Road, Egham, Surrey TW20 9QN.
There is a team of 3 GP partners, 7 salaried GPs (male and female). The practice is also a training practice for doctors.
Training practices help qualified doctors, known as registrars, complete the final stages of their GP training. The practice also provides training for nurses and paramedic practitioners.
The practice has a team of 3 nurses who provide nurse-led clinics and 5 healthcare assistants. The practice is supported by 3 clinical pharmacists and a Physician Assistant who were employed by the Primary Care Network SASSE 2. GPs and nurses are supported by the practice manager, operations manager, team leaders and a team of reception, administration staff and care coordinators.
Grove Medical Centre is open 8am to 6.30pm Monday to Friday. The practice is part of a hub of GP practices which provides extended access appointments for patients during the week until 8pm and at weekends. Patients are able to access Out of Hours services through NHS 111.
Job description
Job responsibilities
Personnel and training
Managing
the human resources requirements of all staff, including keeping files up to
date, communication with staff over any issues including performance, contract
changes, managing sickness etc.
To
lead recruitment and training requirements for new staff and appraisal processes
for existing staff.
Ensuring
contracts of employment are provided to all staff and that all relevant employment
legislation is followed (DBS checks, right to work checks, confidentiality
statements etc).
Monitor
and update A/L and sickness records on the correct system.
Ensuring
the practices employment policies and procedures are comprehensive and up to
date.
Conducting
annual appraisals.
Finance and profitability
Supporting
the Partners with invoicing and claims for services provided, chasing debtors,
book keeping and other financial aspects of the practice including payroll and
NHS pension scheme arrangements.
Auditing
and submitting monthly CQRS data.
Preparing
and submitting monthly Personally Administered Items prescriptions.
Preparing
and submitting quarterly LCS and Public health reports.
Leading
on the delivery of Covid and Flu administration, including claiming the
relevant payments.
Information technology
Have
administrative oversight and responsibility for the Information Technology
systems in use at the Grove (currently EMIS, Docman, AccuRx) alongside the
Operations Manager; especially in their absence.
Ensuring
compliance with Data Protection legislation and submitting the DSTP declaration.
To
support the practice in all IT matters in the administration of the Clinical
System and other software.
To
be responsible jointly with the Operations Manager for the administration of
the Smart Card system and its maintenance.
To
be responsible jointly with the Operations Manager for telephony systems within
the practice (EVAD) producing reports as and when needed by the Partners.
To liaise with the Quality Outcomes
Framework Lead and to provide Partner Support when needed.
Premises and equipment
Oversight
and responsibility for security, repairs, insurance and maintenance of premises,
services and equipment, including health and safety and fire risk assessments.
Direct
line management of the H&S/Compliance Officer and overseeing the practice
is fully compliant.
Patient services
Maintaining
systems to receive patient enquiries and suggestions including oversight of the
practice based complaints procedure in conjunction with the Partners.
Leading
the Patient Participation Group.
Future planning
Preparing
a practice business plan, annual report and practice aims and objectives as
required by the partners.
Keeping
abreast of developments within the NHS that might impinge on the practice or
individual partners and offering options for consideration by the Partners.
External relationships
Ensuring
efficient internal and external communication including being the focal point
for contact with primary care organisations, the ICB, PCN, Solicitors, Accountant
and other relevant bodies as directed by the Partners.
Job description
Job responsibilities
Personnel and training
Managing
the human resources requirements of all staff, including keeping files up to
date, communication with staff over any issues including performance, contract
changes, managing sickness etc.
To
lead recruitment and training requirements for new staff and appraisal processes
for existing staff.
Ensuring
contracts of employment are provided to all staff and that all relevant employment
legislation is followed (DBS checks, right to work checks, confidentiality
statements etc).
Monitor
and update A/L and sickness records on the correct system.
Ensuring
the practices employment policies and procedures are comprehensive and up to
date.
Conducting
annual appraisals.
Finance and profitability
Supporting
the Partners with invoicing and claims for services provided, chasing debtors,
book keeping and other financial aspects of the practice including payroll and
NHS pension scheme arrangements.
Auditing
and submitting monthly CQRS data.
Preparing
and submitting monthly Personally Administered Items prescriptions.
Preparing
and submitting quarterly LCS and Public health reports.
Leading
on the delivery of Covid and Flu administration, including claiming the
relevant payments.
Information technology
Have
administrative oversight and responsibility for the Information Technology
systems in use at the Grove (currently EMIS, Docman, AccuRx) alongside the
Operations Manager; especially in their absence.
Ensuring
compliance with Data Protection legislation and submitting the DSTP declaration.
To
support the practice in all IT matters in the administration of the Clinical
System and other software.
To
be responsible jointly with the Operations Manager for the administration of
the Smart Card system and its maintenance.
To
be responsible jointly with the Operations Manager for telephony systems within
the practice (EVAD) producing reports as and when needed by the Partners.
To liaise with the Quality Outcomes
Framework Lead and to provide Partner Support when needed.
Premises and equipment
Oversight
and responsibility for security, repairs, insurance and maintenance of premises,
services and equipment, including health and safety and fire risk assessments.
Direct
line management of the H&S/Compliance Officer and overseeing the practice
is fully compliant.
Patient services
Maintaining
systems to receive patient enquiries and suggestions including oversight of the
practice based complaints procedure in conjunction with the Partners.
Leading
the Patient Participation Group.
Future planning
Preparing
a practice business plan, annual report and practice aims and objectives as
required by the partners.
Keeping
abreast of developments within the NHS that might impinge on the practice or
individual partners and offering options for consideration by the Partners.
External relationships
Ensuring
efficient internal and external communication including being the focal point
for contact with primary care organisations, the ICB, PCN, Solicitors, Accountant
and other relevant bodies as directed by the Partners.
Person Specification
Personal Qualities
Essential
- Communication
- To recognise the importance of effective communication within the team and will strive to:
- Communicate with Partners on a daily basis of any concerns, issues, areas to address
- Ensure any actions requested Partners are completed and communicated back to the Partners on a daily basis
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise peoples needs for alternative methods of communication and respond accordingly
- Flexibility
- This Job Description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder.
- The post holder is required to carry out any duties that may reasonably be requested by the Partners or management team.
- Sometimes meetings or other professional engagements will take place outside of usual working hours in the evenings and flexibility to attend necessary meetings will be appreciated, remote attendance will usually suffice.
Person Specification
Personal Qualities
Essential
- Communication
- To recognise the importance of effective communication within the team and will strive to:
- Communicate with Partners on a daily basis of any concerns, issues, areas to address
- Ensure any actions requested Partners are completed and communicated back to the Partners on a daily basis
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise peoples needs for alternative methods of communication and respond accordingly
- Flexibility
- This Job Description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder.
- The post holder is required to carry out any duties that may reasonably be requested by the Partners or management team.
- Sometimes meetings or other professional engagements will take place outside of usual working hours in the evenings and flexibility to attend necessary meetings will be appreciated, remote attendance will usually suffice.
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.