Assistant Manager
This job is now closed
Job summary
We are looking for someone enthusiastic to pursue a career in General Practice management.
The post holder will have some management experience and, ideally, experience working in a General Practice setting. We will provide further training and support to develop your leadership skills and understanding of how General Practice operates within the NHS.
No two days are the same in the NHS and you will need to have excellent time management skills to ensure your work is prioritised appropriately. Clear communication, a strong command of the English language, and Microsoft Office skills will allow you to become an effective and respectable line manager and leader.
Main duties of the job
To support the Practice Manager in all aspects of practice functionality, motivating and managing staff, optimising efficiency and overall performance, ensuring the practice achieves its long-term strategic objectives in a safe and effective working environment.
To manage and coordinate all aspects of practice functionality, motivating and managing staff, patient services, premises and health and safety management.
Through innovative ways of working, support the Practice Manager leading the team in promoting ED&I, SHEF, quality & continuous improvement, confidentiality, collaborative working, service delivery, learning and development and ensuring the Practice complies with CQC regulations.
You will be responsible for the line management of a group of administrative staff in addition to overseeing the day-to-day operations of the Practice.
About us
Founded in 1940, The Practice @ 188 is a caring GP Practice in the heart of Golders Green with more than 9,000 patients and growing.Consistently 'Good' ratings in all fiveareas rated by CQC (the Care Quality Commission) indicate the firm foundations of the Practices exceptional organisation and efficiency.
There are excellent transport links and we are a ten minute walk from Golders Green and Brent Cross underground stations (Northern Line).
All clinical and administrative staff are encouraged to develop professionally and there are always opportunities for career development emerging within the Practice, and in our wider Primary Care Network.
We have a friendly team philosophy. We respect, listen to and value all members of staff as we understand that everyone has a vital role to play in our organisation.
The Practice @ 188 is committed to providing safe and effective care to an extremely high quality for our community.
Applicants must be willing to undergo safeguarding screening appropriate to the post, including checks with past employers and the Disclosure & Barring Service.
We are an equal opportunities employer.
Details
Date posted
11 July 2023
Pay scheme
Other
Salary
£28,000 to £35,000 a year Salaries shown are for the whole time equivalent (WTE)
Contract
Permanent
Working pattern
Part-time
Reference number
A2739-23-0000
Job locations
188 Golders Green Road
Golders Green
London
NW11 9AY
Job description
Job responsibilities
GENERIC RESPONSIBILITIES
All staff at The Practice @ 188 have a duty to conform to the following:
Equality, Diversity & Inclusion (ED&I)
A good attitude and positive action towards ED&I creates an environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire (SHEF)
This organisation is committed to supporting and promoting opportunities for staff to maintain their health, wellbeing and safety.
The post holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines.
All personnel have a duty to take reasonable care of health and safety at work for themselves, their team and others and to cooperate with employers to ensure compliance with health and safety requirements.
All personnel are to comply with the: Health and Safety at Work Act 1974 Environmental Protection Act 1990 Environment Act 1995 Fire Precautions (workplace) Regulations 1999 Coronavirus Act 2020 Other statutory legislation which may be brought to the post holders attention
Confidentiality
This organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.
Quality & Continuous Improvement (CI)
To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.
The Practice @ 188 continually strives to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
Staff should interpret national strategies and policies into local implementation strategies that are aligned to the values and culture of general practice.
All staff are to contribute to investigations and root cause analyses whilst participating in serious incident investigations and multidisciplinary case reviews.
Learning and development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake in and complete mandatory training as directed by their line manager. It is an expectation for this post holder to assess their own learning needs and undertake learning as appropriate.
The post holder will undertake mentorship for team members and disseminate learning and information gained to other team members to share good practice and inform others about current and future developments (e.g., courses and conferences).
The post holder will provide an educational role to patients, carers, families and colleagues in an environment that facilitates learning.
Collaborative working
All staff are to recognise the significance of collaborative working and understand their own role and scope and identify how this may develop over time. Staff are to prioritise their own workload and ensure effective time-management strategies are embedded within the culture of the team.
Teamwork is essential in multidisciplinary environments and the post holder is to work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working and work effectively with others to clearly define values, direction and policies impacting upon care delivery.
Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.
All staff should delegate clearly and appropriately, adopting the principles of safe practice and assessment of competence.
Plans and outcomes by which to measure success should be agreed.
Service delivery
Staff will be given detailed information during the induction process regarding policy and procedure.
The post holder must adhere to the information contained within the organisations policies and regional directives, ensuring protocols are always adhered to.
Security
The security of the organisation is the responsibility of all personnel. The post holder must ensure they always remain vigilant and report any suspicious activity immediately to their line manager.
Under no circumstances are staff to share the codes for the door locks with anyone and are to ensure that restricted areas remain effectively secured. Likewise, password controls are to be maintained and are not to be shared.
Leave
All personnel are entitled to take leave. Line managers are to ensure all of their staff take all of their leave entitlement each year.
PRIMARY RESPONSIBILITIES
The following are the core responsibilities of the Assistant Manager. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.
The Assistant Manager is responsible for:
a. Line managing a team of administrative staff (this will vary between 5 10 staff members)
b. Implementing and embedding an effective staff appraisal process for those under direct line management
c. Overseeing the day-to-day operations of the practice, ensuring relevant staff achieve their primary responsibilities
d. Supporting the co-ordination of attached staff provided by the Primary Care Network (PCN)
e. Providing leadership and guidance to all staff ensuring that they always adhere to policy and procedure
f. Acting as the lead for recruitment including pre-employment checks
g. Reviewing and regularly updating job descriptions and person specifications ensuring all staff are legally and gainfully employed
h. Implementing and embedding an effective practice and staff development plan for staff under direct line management whilst maintaining a robust training record
i. Implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare
j. Ensuring the staff implement the practice wide approach to the management of all patient services matters
k. Minute taking and liaising with relevant staff to organise meetings
l. Supporting the Practices ongoing digital transformation projects
m. Monitoring certain Key Performance Indicators and preparing reports for the Practice Manager
SECONDARY RESPONSIBILITIES
In addition to the primary responsibilities, the Assistant Manager may also be requested to:
a. Deputise for the Practice Manager
b. Represent the Practice at external meetings
c. Lead the management of the Patient Participation Group
d. Implement the complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalated to the next level
e. Ensure all staff are aware of the management of the premises, including health and safety aspects and undertake risk assessments and mandatory training as required
f. Monitor and disseminate information on safety alerts and other pertinent information
g. Support the overall practice clinical governance framework, submitting reports for OQF, enhanced services and other reporting requirements using CQRS/ Open Exeter etc.
h. Guide the team to reach QOF targets (supported by the nursing and administrative leads)
i. Brief clinicians on performance levels, advising actions to ensure high achievement across all QOF areas
j. Maintain the significant event database, providing advice to staff and briefing the team at meetings as required
k. Develop, implement and embed the practice audit programme (in conjunction with the lead nurse)
l. Support the practice manager in the reviewing and updating of practice policies and procedures
m. Support the practice and management team with continuous improvement and change initiatives
n. Support with data collection and submissions to the commissioners and other relevant bodies
Job description
Job responsibilities
GENERIC RESPONSIBILITIES
All staff at The Practice @ 188 have a duty to conform to the following:
Equality, Diversity & Inclusion (ED&I)
A good attitude and positive action towards ED&I creates an environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire (SHEF)
This organisation is committed to supporting and promoting opportunities for staff to maintain their health, wellbeing and safety.
The post holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines.
All personnel have a duty to take reasonable care of health and safety at work for themselves, their team and others and to cooperate with employers to ensure compliance with health and safety requirements.
All personnel are to comply with the: Health and Safety at Work Act 1974 Environmental Protection Act 1990 Environment Act 1995 Fire Precautions (workplace) Regulations 1999 Coronavirus Act 2020 Other statutory legislation which may be brought to the post holders attention
Confidentiality
This organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.
Quality & Continuous Improvement (CI)
To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.
The Practice @ 188 continually strives to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
Staff should interpret national strategies and policies into local implementation strategies that are aligned to the values and culture of general practice.
All staff are to contribute to investigations and root cause analyses whilst participating in serious incident investigations and multidisciplinary case reviews.
Learning and development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake in and complete mandatory training as directed by their line manager. It is an expectation for this post holder to assess their own learning needs and undertake learning as appropriate.
The post holder will undertake mentorship for team members and disseminate learning and information gained to other team members to share good practice and inform others about current and future developments (e.g., courses and conferences).
The post holder will provide an educational role to patients, carers, families and colleagues in an environment that facilitates learning.
Collaborative working
All staff are to recognise the significance of collaborative working and understand their own role and scope and identify how this may develop over time. Staff are to prioritise their own workload and ensure effective time-management strategies are embedded within the culture of the team.
Teamwork is essential in multidisciplinary environments and the post holder is to work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working and work effectively with others to clearly define values, direction and policies impacting upon care delivery.
Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.
All staff should delegate clearly and appropriately, adopting the principles of safe practice and assessment of competence.
Plans and outcomes by which to measure success should be agreed.
Service delivery
Staff will be given detailed information during the induction process regarding policy and procedure.
The post holder must adhere to the information contained within the organisations policies and regional directives, ensuring protocols are always adhered to.
Security
The security of the organisation is the responsibility of all personnel. The post holder must ensure they always remain vigilant and report any suspicious activity immediately to their line manager.
Under no circumstances are staff to share the codes for the door locks with anyone and are to ensure that restricted areas remain effectively secured. Likewise, password controls are to be maintained and are not to be shared.
Leave
All personnel are entitled to take leave. Line managers are to ensure all of their staff take all of their leave entitlement each year.
PRIMARY RESPONSIBILITIES
The following are the core responsibilities of the Assistant Manager. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.
The Assistant Manager is responsible for:
a. Line managing a team of administrative staff (this will vary between 5 10 staff members)
b. Implementing and embedding an effective staff appraisal process for those under direct line management
c. Overseeing the day-to-day operations of the practice, ensuring relevant staff achieve their primary responsibilities
d. Supporting the co-ordination of attached staff provided by the Primary Care Network (PCN)
e. Providing leadership and guidance to all staff ensuring that they always adhere to policy and procedure
f. Acting as the lead for recruitment including pre-employment checks
g. Reviewing and regularly updating job descriptions and person specifications ensuring all staff are legally and gainfully employed
h. Implementing and embedding an effective practice and staff development plan for staff under direct line management whilst maintaining a robust training record
i. Implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare
j. Ensuring the staff implement the practice wide approach to the management of all patient services matters
k. Minute taking and liaising with relevant staff to organise meetings
l. Supporting the Practices ongoing digital transformation projects
m. Monitoring certain Key Performance Indicators and preparing reports for the Practice Manager
SECONDARY RESPONSIBILITIES
In addition to the primary responsibilities, the Assistant Manager may also be requested to:
a. Deputise for the Practice Manager
b. Represent the Practice at external meetings
c. Lead the management of the Patient Participation Group
d. Implement the complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalated to the next level
e. Ensure all staff are aware of the management of the premises, including health and safety aspects and undertake risk assessments and mandatory training as required
f. Monitor and disseminate information on safety alerts and other pertinent information
g. Support the overall practice clinical governance framework, submitting reports for OQF, enhanced services and other reporting requirements using CQRS/ Open Exeter etc.
h. Guide the team to reach QOF targets (supported by the nursing and administrative leads)
i. Brief clinicians on performance levels, advising actions to ensure high achievement across all QOF areas
j. Maintain the significant event database, providing advice to staff and briefing the team at meetings as required
k. Develop, implement and embed the practice audit programme (in conjunction with the lead nurse)
l. Support the practice manager in the reviewing and updating of practice policies and procedures
m. Support the practice and management team with continuous improvement and change initiatives
n. Support with data collection and submissions to the commissioners and other relevant bodies
Person Specification
Qualifications
Essential
- Good standard of education with excellent literacy and
- numeracy skills
Desirable
- Educated to A-level/equivalent or higher with relevant
- experience
- Leadership and/or management qualification
Experience
Essential
- Experience of working with the general public
Desirable
- Experience of working in a healthcare setting
- Experience of managing multidisciplinary teams
- Experience of performance management, including
- appraisal writing, staff development and disciplinary
- procedures
- Experience of successfully developing and
- implementing projects
- NHS/ Primary Care general practice experience
- Relevant health and safety experience
Skills
Essential
- Excellent communication skills (written, oral and
- presenting)
- Strong IT skills (generic)
- Ability to prioritise, delegate and work to tight
- deadlines in a fast-paced environment
- Effective time management (planning and organising)
- Ability to network and build relationships
- Ability to implement and embed policy and procedure
- Ability to motivate and train staff
Desirable
- Ability to recognise opportunities to enhance service
- delivery
- Excellent leadership skills
- Strategic thinker and negotiator
- EMIS/DOCMAN/AccuRx/iPlato user skills
- Proven problem solving and analytical skills
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Excellent interpersonal skills
- Motivated and proactive
- Ability to use initiative and judgement
- Forward thinker with a solution focused approach
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Confident, assertive and resilient
- Ability to drive and deliver change effectively
- Ability to motivate teams, enhance morale and
- maintain a positive working environment, including
- team building sessions
Other requirements
Essential
- Disclosure Barring Service (DBS) check
- Maintain confidentiality at all times
Person Specification
Qualifications
Essential
- Good standard of education with excellent literacy and
- numeracy skills
Desirable
- Educated to A-level/equivalent or higher with relevant
- experience
- Leadership and/or management qualification
Experience
Essential
- Experience of working with the general public
Desirable
- Experience of working in a healthcare setting
- Experience of managing multidisciplinary teams
- Experience of performance management, including
- appraisal writing, staff development and disciplinary
- procedures
- Experience of successfully developing and
- implementing projects
- NHS/ Primary Care general practice experience
- Relevant health and safety experience
Skills
Essential
- Excellent communication skills (written, oral and
- presenting)
- Strong IT skills (generic)
- Ability to prioritise, delegate and work to tight
- deadlines in a fast-paced environment
- Effective time management (planning and organising)
- Ability to network and build relationships
- Ability to implement and embed policy and procedure
- Ability to motivate and train staff
Desirable
- Ability to recognise opportunities to enhance service
- delivery
- Excellent leadership skills
- Strategic thinker and negotiator
- EMIS/DOCMAN/AccuRx/iPlato user skills
- Proven problem solving and analytical skills
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Excellent interpersonal skills
- Motivated and proactive
- Ability to use initiative and judgement
- Forward thinker with a solution focused approach
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Confident, assertive and resilient
- Ability to drive and deliver change effectively
- Ability to motivate teams, enhance morale and
- maintain a positive working environment, including
- team building sessions
Other requirements
Essential
- Disclosure Barring Service (DBS) check
- Maintain confidentiality at all times
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.
Employer details
Employer name
The Practice@188
Address
188 Golders Green Road
Golders Green
London
NW11 9AY
Employer's website
https://www.thepracticeat188.nhs.uk/index.aspx?pr=E83027 (Opens in a new tab)
Employer details
Employer name
The Practice@188
Address
188 Golders Green Road
Golders Green
London
NW11 9AY
Employer's website
https://www.thepracticeat188.nhs.uk/index.aspx?pr=E83027 (Opens in a new tab)
Details
Date posted
11 July 2023
Pay scheme
Other
Salary
£28,000 to £35,000 a year Salaries shown are for the whole time equivalent (WTE)
Contract
Permanent
Working pattern
Part-time
Reference number
A2739-23-0000
Job locations
188 Golders Green Road
Golders Green
London
NW11 9AY