The Barkantine Practice

Deputy Practice Manager

This job is now closed

Job summary

An exciting opportunity has become available for an ambitious hard-working individual to join our friendly practice team as a Deputy Practice Manager (DPM), this post is a key part of the senior leadership team (SLT).

We are implementing a management structure that reflects the integrated model of care delivery within networks and ICBs, offers real career progression to Practice Manager or similar management positions and supports care delivery with clear functional accountability.

The successful applicant will have good day to day operational and supervisory experience and be hungry to develop these skills further; at the same time we seek an individual who can see beyond the traditional. Whilst holding day to day operational accountability for specific operational and service delivery requirements we expect this role to offer a high level of personal development. Over time we see this post carrying responsibility for specific improvement projects, strategic development and cross organisational working where appropriate.

The role is part of the SLT and will attended the monthly leadership forum and take the lead on co-ordinating reports and updates for colleagues. They will also provide, where appropriate, input to Partners meetings.

The post 37.5 hours over 5 days, Monday to Friday.

Main duties of the job

As part of the SLT provide support 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.

The DMP acts as the lead for a wide range of corporate services tasks and responsibilities, most notably,

Managing support functions.
Responsibility for IT, external communications and associated logistic requirements of the Practice; this includes the secretariat function for the Patient Representative Group.
Co-ordination of and delivery, as required, of external contracts, reporting and statutory/regulatory submissions.
Complaints.

The post forms part of the core operational management team along with Patient Advisor Manager, the Lead Nurse and the Practice Manage; additionally external reporting and liaison with other NHS organisations, CQC and leading on specific developments are part of the function, as requested by the Practice Manager.

The post forms part of a trio of functional managers within the SLT, thus, it will be expected to act up for the Practice Manager as part of this group.

About us

The Barkantine Practice is a young and fast-growing NHS practice close to Canary Wharf on the Isle of Dogs, in the London Borough of Tower Hamlets. We look after 27,700 patients and run PCN enhanced clinics for the local 8 GP practices.

We have a firm commitment to quality improvements and have made strides towards the Modern GP Access model over the past few months. The Practice is keen that members of the SLT embrace this focus on improvements and increasing patient satisfaction.

We are committed to personal development and supporting colleagues to take on new responsibilities to support progression.

Date posted

03 July 2024

Pay scheme

Other

Salary

£38,000 to £42,000 a year

Contract

Permanent

Working pattern

Full-time

Reference number

A2743-24-0002

Job locations

Barkantine Clinic

121 Westferry Road

London

E14 8JH

Job description

Job responsibilities

Managing Support Functions

This is not an exhaustive list of duties and a regular review will take place with the post holder as part of their ongoing development and performance management.

The role has line responsibility for the following,

Notes management function.

Medical secretaries

Complaints function.

The role will be expected to oversee the performance and outputs of the teams against KPIs and provide reports to the SLT Forum. The post holder will ensure speedy and professional handling of workflow, the avoidance of backlogs and adherence to Practice policies.

Additionally the role will,

Ensure annual appraisal and completion of Personal Development Plans for staff members are in place.

Support the implementation of PDPs and support peers in the implementation of PDPs in other teams.

Specifically, use complaints information to create action plans to reduce patient concerns and implement improvements.

Be the central point of management or co-ordination for corporate functions within the Practice, broadly,

Responsibility for IT, external communications and associated logistic requirements of the Practice.

Co-ordination of and delivery, as required, of external contracts, reporting and statutory/regulatory submissions.

Complaints.

Key Points

Offers a key point of contact for the above.

Establishes and oversees a new processes to address the I.T. support requirements of the Practice; is the lead officer for I>T and I.G. security and compliance.

Provides support in the design and execution of EMIS searches and audits as required.

The post holder will have highly developed communication skills and will oversee and lead on internal and external communication requirements for the Practice

Ensures that reporting standards and processes are understood across the organisation and that all are clear on matters of compliance with contractual, regulatory and statutory requirements under the auspices of the Practice Manager and GP Partners. For example, disseminates key external information.

As part of the SLT, this post has a wider role in,

Supporting the day-to-day operations of the practice, to ensure high quality delivery of care; this will include cross-cover of peer roles when required.

Co-ordinating remedial plans where variance to policy, procedure and/or key Practice outputs at all times

Monitoring compliance with health and safety legislation, co-ordinating with peers on appropriate implementation of requirements.

Manage CQC compliance registers, supporting the practice manager and CQC registered manager

Leading in developing searches and audits on the clinical system

Reviewing and updating clinical templates ensuring they relate to current practice in collaboration with colleagues.

Monitor group mailboxes as required, ensuring information is disseminated appropriately

Managing clinical rota and ensure that the clinical session structure is aligned to clinical requirements

To ensure, in conjunction with peers, the Practice SLT is submitting appropriate reports, bids, audits, data submission and complying with contractual or regulatory reporting requirements; creation of a monthly SLT report on these items will be co-ordinated by this post.

o Ensures safety alerts are disseminated and acted upon.

o Monitors themes in complaints or other significant events and works with SLT colleagues to correct or mitigate these.

Able to handle complex relationships and communication issues,

Draft the agenda and co-ordinate for the SLT Forum

In conjunction with the Practice Manager, coordinate the preparation of papers and quality controlling them to ensure they meet the required standards in terms of content, presentation, grammar and spelling.

Ensure accurate and high-quality recording and minute taking of the SLT Forum and other meetings as required.

Co-ordinate and quality assure annual reports, ICB submissions and bids, external information requests and contractual/regulatory reports.

Monitoring compliance with health and safety legislation, providing support and direction

for staff

Co-ordinate and compile for the lead GP Partner responses and submissions to the CQC

Act as Project Manager for key events namely, develop and implement a process for monitoring and preparing for visits by external bodies to ensure that operational, clinical and corporate teams across the organisation are well equipped and have a detailed understanding of what is required ahead of, during and after the external visits.

Working with the Practice Manager, ensure that the PPG membership is engagement and appropriate recruitment and development is in place.

Support peers in order that administrative activities that facilitate the smooth running of the Practice, including overview and actioning of allocation/reallocation of duties between non-clinical teams to meet immediate priorities.

To create clinical rotas that ensure o adequate cover across all HCPs is in place

o The total triage function is properly manned by clinical staff ( non clinical staff are the responsibility of the PA Manager)

o The Practices staffing obligations to the Hub are met.

To be the guardian of communication and brand standards and the central point of advice for campaigns, such as flu vaccinations, including the use of corporate templates and multi-channel communication tools.

Requirement to use a keyboard and VDU for long periods of intense concentration for report writing, meeting paper preparation or creation of presentations

N.B. The post will be expected, in rotation with peers in the SLT Forum, to act up for the Practice Manager as required and at the discretion of the SLT Forum chair.

In addition to the primary responsibilities, the logisticsmanager may be requested to:

Coordinate portable appliance testing (PAT)

Maintain an equipment log

Manage asset registers as directed by the Practice Manager

Maintain an effective absence record on behalf of SLT colleagues.

Act as the communication link between the management team and staff