Job responsibilities
The post-holder will need to become familiar with all functions of the Practice clinical system and
applications plus national and local quality standards for primary care/general practice. Training
can be given if the candidate is not experienced in these areas
Lead on significant events ensuring these are recorded in a timely fashion and are followed up at
regular intervals. This includes chairing meetings
In conjunction with the Practice Manager, undertakes specified duties in relation to fire safety,
Health and Safety and risk management within the Practice
To undertake regular delegated tasks and special projects as delegated by the Practice Manager
As necessary, to attend any meetings as requested or on behalf of the Practice and undertake
follow up action
Assist the Practice Manager in compiling and updating policies and procedures in all areas of the
Practice
Ensure effective delegation where appropriate
Contribute to Practice strategy, formulate objectives and research and develop ideas for future
Practice development and Confederation working
Assist the Practice Manager in the writing of business plans, where appropriate and any research
required
The range of work undertaken in providing management support will vary in detail in the light of
changing demands and priorities within the Practice
Support the Practice and Practice Manager in maintaining its CQC Good rating and strive towards
an Outstanding rating
Liaise with the team in monitoring of the Quality and Outcomes Framework to ensure all targets
are being met
ESTATES MANAGEMENT AND HEALTH AND SAFETY
Ensure the Practice premises are properly maintained and cleaned and that there are adequate
security and fire prevention systems are in place and policies are followed at all times
Oversee maintenance of the building and equipment, arranging repairs/contractors, as required
ensuring best value for money at all times
Along with the Practice Manager, implement health and safety/Infection Control policy and
associated provisions, ensuring that audits and inspections are undertaken in accordance with
these provisions and procedures
Identify the risks involved in work activities and undertaking such activities in a way that manages
those risks. Reports any potential risks identified to the Practice Manager, as appropriate.
FINANCIAL MANAGEMENT
Assist with monthly national and local reporting as required
Prepare reports for the Practice Manager as required
ORGANISATIONAL
Convene meetings, prepare agendas and ensure distribution of minutes as necessary
Carry out audits and reports as required
Review processes and guidelines as required
Provide holiday backfill for administrative functions within the practice
PATIENT SERVICES
Maintain registration policies and monitor patient turnover and capitation in collaboration with
the Reception Manager
With the Practice Manager, oversee and manage effective appointments
Manage patient surveys
INFORMATION MANAGEMENT AND TECHNOLOGY
Be the first point of contact for IT issues within the practice. Work with systems suppliers and the
Practice Manager to solve any problems
Advanced user (super user) of the Practice clinical system to enable intricate data analysis
Lead on the use of Agilio TeamNet (intranet) including ensuring staff are using it correctly and the
content is reviewed regularly
Keep abreast of the latest developments in primary care IT and where appropriate inform the
practice team
In conjunction with the Practice Manager, ensure that the Practice has effective IT data security
Organise, oversee, and evaluate IT training
Assist in the management, development and upkeep of the Practice web site
HUMAN RESOURCE
Work in accordance with Practice policies and procedures and current employment law, including:
Managing the training process and schedule for all staff
Full absence management for responsible staff
Appraisals for responsible staff
Keep abreast of changes in employment legislation
Assist the Practice Manager in any major changes to the workforce, taking responsibility for
implementation if required
Ensure quality standards are maintained
CONFIDENTIALITY
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 or 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
EQUITY AND DIVERSITY
The post holder will support the equality, diversity and rights of patients, carers and colleagues,
to include:
o Acting 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
o Respecting the privacy, dignity, needs and beliefs or patients, carers and colleagues
o Behaving in a manner which is welcoming to and of the individual, is non-judgemental
and respects their circumstances, feelings priorities and rights
COMMUNICATION
The post holder should recognise the importance of effective communication within the team and
will strive to: Communicate effectively with other team members and Communicate effectively with patients and carers.
Recognise peoples needs for alternative methods of communication and respond
accordingly.
Maintain excellent communication with the Practice Manager on a daily basis and the rest
of the practice team
Attend meetings externally and internally as appropriate, ensuring effective feedback
from meetings attended
PERSONAL AND PROFESSIONAL DEVELOPMENT
The post holder will participate in any training programme implemented by the Practice as part
of this employment. Such training to include:
o Participating in annual individual performance review, including taking responsibility for
maintaining a record of own personal and/or professional development
o 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 in the Practice, and will:
o Help the Practice in maintaining CQC and other appropriate nationally recognised quality
standards
o Alert other team members as appropriate of any issues covering quality and risk
o Assess own performance and take accountability for own actions, either directly or under
supervision
o 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
o Work effectively with individuals in other agencies to meet patients needs as required
o Effectively manage own time, workload and resources
o Apply Practice policies, standards and guidance
o Discuss with other members of the Practice team how the policies, standards and
guidelines will affect their own work
o Participate in audit where appropriate
PERSONAL RESPONSIBILITIES
As well as the Health Care rules and procedures, which you are required to observe and follow, the
Practice has developed a number of general policies and procedures that apply to your employment.
Whilst the Practice recognises specific responsibilities fall upon management, it is also the duty of all
employees to accept personal responsibility for the practical application of these policies, procedures and
standards. You should familiarise yourself with these, and ensure that you understand and adhere to
them. Particular attention is drawn to:
Health and Safety:
Under the Health & Safety at Work Act 1974 it is the responsibility of individual employees at every level
to take care of their own health and safety at work and that of others who may be affected by their acts
at work. This includes co-operating with management in complying with health and safety obligations,
particularly by reporting promptly any defects, risks or potential hazards.
Fire Procedure:
The post holder must adhere to the Practice Fire Policy, including attending Fire training.
Equal Opportunities:
The Practice has policies covering Equal Opportunities and Harassment. The aim is to ensure that no
colleagues, potential employees, patients/clients are harassed, or receive less favourable treatment on
the grounds of disability, age, sex, sexual orientation, marital status, race, colour, religion or
ethnic/national origin.
Security and Confidentiality:
The post holder must adhere to a range of policies, procedures and legislation relevant to security and
confidentiality.
Due to the sensitivity of this position, it requires, as with all staff at the Practice, that the candidate
undergo a Disclosure and Barring Service check. The position will only be confirmed once this has been
completed without any flagged issues.
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.