Deputy/Assistant Practice Manager and Administrator

Job description

Job responsibilities

JOB DESCRIPTION

Job Title: Deputy/Assistant Practice Manager and Administrator

Salary: Negotiable, depending on experience

Location: Main Site Dalston Practice

Accountable to: Partners and Practice Manager

Main Duties and Responsibilities:

Staffing

• Supervise and provide guidance to all non-clinical staff members on a day to day basis
• Organise the recruitment and selection of non-clinical staff as necessary
• Ensure all new staff receive an appropriate induction
• Ensure new staff are aware of, and work to, practice protocols and standards
• Ensure locums are organized as necessary and inducted and equipped when undertaking sessions
• Keep accurate and up to date holiday and sickness records for staff
• Organise staff rotas to cover holidays, sickness and study leave
• Organise regular practice meetings, MDT meetings and other meetings

Administration

• Organise GP surgery rotas
• Arrange appointments for call/recall activity defaulters
• Calculate total monthly usage of vaccines and send claims to PPA
• Resolve registration errors and maintain registration links on a daily basis
• Use appointments analysis software to compile monthly activity including DNAs
• Ensure that medical records are returned to PCSE in a timely manner when patients are de-registered
• Learn and use medical terminology
• Ensure appropriate posters and leaflets are displayed
• Conduct and assist with clinical and non-clinical audits
• Assist in reception duties when required
• Premises and equipment
• Arrange maintenance, repairs and improvements through NHS PS
• Ensure all equipment is serviced and maintained regularly in line with practice procedures
• Implement and monitor all Health & Safety requirements, e.g. infection control

Communication

• Report any problems or concerns to the IT helpdesk
• Liaise with allied hospital staff and ARRS PCN roles
• Deal with patient complaints, comments and compliments as appropriate
• Ensure appropriate patient suggestions are followed up on
• Attend and minute practice and clinical meetings when required
• Organise patient satisfaction surveys and collate data
• Manage incoming postal and electronic, e.g. email correspondence

Miscellaneous

• Promote a positive and professional image of the practice

Duties and responsibilities may be amended from time to time to reflect the changing needs of the practice.

Other:

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 and other healthcare workers. They will also have access to information relating to the practice as a business. All such information from any source is to be regarded as strictly confidential and must not be divulged except in accordance with the practice policies (see separate confidentiality policy and agreement).

Health & Safety/Infection Control

The post-holder will observe and implement the practice policies on health and safety, and infection control.

Equality and diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional development

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

• Participation in an annual individual appraisal, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Communication

The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognize peoples needs for alternative methods of communication and respond accordingly

Person Specification

Qualifications

Essential

• Education to undergraduate degree level or equivalent

Desirable

• Relevant professional qualifications in management

Experience

Desirable

• Previous administrator and management experience in the health sector is highly desirable, although not mandatory

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

Dalston Practice

Address

1B Madinah Road

London

E8 1PG

Employer's website

https://www.dalstonpractice.co.uk/ (Opens in a new tab)