Job responsibilities
To Manage the Operational Requirements and Governance of the Practice
Oversee the daily running of the practice including appointments, staff, patients, room availability, and other professionals visiting the surgery
Support GPs, nurses, and admin to drive excellent service and standards within the practice
Facilitate good care of all patients and review service delivery regularly to ensure contractual compliance and best practice is maintained at all time
Work closely with Partners and the Senior Management Team
Be accessible for GPs, nurses, and reception team and assist with any issues that arise
Maintain standardisation of group procedures and processes and implement actions agreed at the group meetings and ensure their delivery
Ensure that an accurate record of all incidents and learning events are recorded on the designated form and discussed at team meetings with learning points identified and document in line with CQC requirements. These should be shared with group management team
To ensure confidentiality of information (written, oral and electronic) is preserved at all times whether at or away from work
To ensure all policies are implemented and fully complied with at Practice level and that staff are fully trained and knowledgeable in relation to their requirements
- To follow procedures to ensure compliance with the GDPR and Data Protection Act 2018
- To plan long and short term strategic operational planning for the practices, i.e. workforce,
HR
Provide leadership and management of the surgery team and offer support when needed
To support recruitment and selection processes
Lead on a positive working relationship with your teams and facilitate regular 1:1 check-ins
Facilitate good communication between all members of the team
Promote People First culture and lead on team building, teamwork and cooperation
Ensure the team is aware of practice goals/objectives and that they understand their role
Organising regular team meetings
Have knowledge of employment legislation and ensure all employment policies and procedures are followed and coordinated with the HR Lead
Monitor staff performance, identify and co-ordinate training needs
Manage holidays, sickness and absence, and arrange cover when necessary
Co-manage the GP rota and manage absence
Assist the HR Lead with disciplinary and grievance procedures
Ensure all new employees (including students) have an induction and have a mentor during probationary period.
Patients Services
Respond to patient complaints in a timely manner and action accordingly, liaising with the Senior Management Team
Ensure effective systems are in place for the smooth day-to-day running of the practice
Deal with issues and liaise with patients as required
Attend Patient Participant Group meetings regularly
Coordinate patient personalised care planning with clinical team
Coordinate non-NHS services and administration
NHS and Statutory Obligations
To keep up to date with NHS developments maintain an overview of QOF performance
Work with the Senior Management Team to ensure the practice meets the governance standards necessary for on-going registration with the Care Quality Commission
Alerts; carry out report for patients with drug/equipment, etc.
Premises, Equipment, and Supplies
Coordinate engineers and traders to premises
Manage security and fire procedures ensuring that staff and building occupants are aware of them and they are correctly followed
Carry out Risk Assessments as required and ensure legal requirements are maintained
Ensure Health and Safety regulations are adhered to
Manage the cleaning of the premises
Order prescriptions and other NHS documentation
Ensure posters and advertising in waiting room are current and tidy
Information Technology
Set new users up on relevant clinical systems
Ensure effective use of IT to support patient care within the Practice
Resolve any issues which may arise throughout the day reporting to SMT if necessary
Meetings to Attend
Huddle Meeting monthly
Team Meetings monthly as a minimum
Group management bimonthly
CQC Projects and Business Development
Ensure compliance with the requirements of Care Quality Commission (CQC) with supporting evidence and documented policies/procedures available on request.
Manage the implementation and monitoring of (DES) direct enhanced services, (LES) local enhanced services (CCG & Public Health) and (KPI) key performance indicators through reporting processes to maximise income
Maintain an overview of QOF performance and work with Group Claims Manager to ensure timely submission
Ensure submission of all aspects of the Primary Care Web tool
Petty Cash, Balance book, bank cash/cheques and email finance department
Forward all finance invoices, statements, renewals etc. to finance department
PPA; reporting and prescriptions posted to NHS Prescription Services in conjunction with other administration staff
Safeguarding
The post holder will act as a non-clinical lead in applying and implementing the practice safeguarding policy and report any safeguarding issues that are presented.
