Job responsibilities
Job Description
The Assistant Practice Manager will be responsible for the
provision of operation and day to day management of the Reception Team, the
Administrative Team and Secretaries under the supervision of the Practice
Manager.
This post will support the Practice Manager to ensure that the
practice business achieves its organisational goals and objectives on behalf
of the partners, with duties including:
Human Resource/Administration
Manage the recruitment and selection of all Reception/Secretaries/Workflow
staff
Responsible for ensuring adequate cover arrangements
across the practice including review of workload and staffing levels.
Reviewing and maintain up to date operational
guidelines and policies.
Organising audit and staff feedback on
compliance.
Participating in induction, probationary review of new
non-clinical staff and annual appraisals.
Managing and keeping full records of sickness absence
and undertaking HR reviews as and when required.
Regularly reviewing staff development and ensuring all
staff have regular personal reviews. Ensure job descriptions are kept up to
date.
Identifying training needs and ensure that appropriate
training is provided and given for all staff.
Approving overtime/lieu requests, processing payroll
returns (every other month)
Assist in the management of the Practice
administrative budgets.
Helping the practice to put in place systems to
deliver high standard of achievement of enhanced services.
Knowledge/ Communication
The Assistant Practice Manager will be the first
contact point for investigating and responding to all patient complaints,
information governance/data protection queries and significant events.
Pulling together information to form clear protocols
and training guides as well as newsletters and website updates.
Attending Practice Manager meetings and Primary Care
Network Team meetings in the absence of the Practice Manager.
Chairing the in-house meetings in the absence of the
Practice Manager and taking minutes in the absence of the lead Secretary.
Delivering presentations at staff training meetings.
Convene meetings, prepare agendas and ensure
distribution of minutes as necessary.
Clinical diary management
With administrative input from colleagues, to lead on
the patient facing aspects of Systemone system to include all aspects of rota
set up and diary management
Training admin staff in the use of Systemone and the
data protection regulations, ensuring that all users comply with standard
procedures.
Developing and maintaining process within service requirements
to maximise the availability of appointments for patients at the Practice.
Evaluating and analysing outcomes to improve the service.
Support the co-ordination of immunisation campaigns
(flu, pneumo, shingles, etc) as and when required, liaising with the Clinical
Lead Nurse.
Emergency procedures
The Assistant Practice Manager is expected to organise
cover and implement the appropriate systems in the event of any emergency
situations which will include but are not limited to:
o
abusive patients
o
fire evacuation
o
computer system failure
o
flood/damage
o
theft
o
staff sickness / shortages, etc
Other relevant information
The post holder is expected to maintain strict
confidentiality at all times and is expected to deal with all personnel,
patients and their families with discretion and courtesy.
The post holder may occasionally be expected to work
flexible hours of duty within reasonable bounds.
The Data Protection Act 1984 requires that personal
computer data not be negligently or unlawfully handled, nor disclosed to
unauthorised persons.
This job description is a guide only and is subject to
regular review according to the needs of the service and in terms of providing
full cover in the absence of the Practice Manager.
Competence
At no time should the post holder work outside their defined level
of competence. If there are concerns regarding this, the post holder should
immediately discuss them with their manager/supervisor.
Supervision
Where the appropriate professional organisation details a
requirement in relation to supervision, it is the responsibility of the post
holder to ensure compliance with this requirement. If employees are in any
doubt about the existence of such a requirement they should speak to their
Manager.
Risk Management
It is a standard element of the role and responsibility of all
staff of the practice that they fulfil a proactive role towards the management
of risk in all of their actions. This entails the risk assessment of all
situations, the taking of appropriate actions and reporting of all incidents,
near misses and hazards.
Records Management
As an employee of Aire Valley Surgery, the post holder is legally
responsible for all records that they gather, create or use as part of their
work within the practice (including patient health, financial, personal and
administrative), whether paper based or on computer. All such records are
considered public records, and the post holder has a legal duty of confidence
to service users (even after an employee has left the practice). The Post
holder should consult their manager if they have any doubt as to the correct
management of records with which they work.
Health and Safety Requirements
All employees of the practice have a statutory duty of care for
their own personal safety and that of others who may be affected by their acts
or omissions. The post holder is required to co-operate with management to
enable the practice to meet its own legal duties and to report any hazardous
situations or defective equipment. The post holder must adhere to Aire Valley
Surgerys risk management, health and safety and associated policies.
Flexibility Statement
The duties of the post are outlined in this job description and
person specification and may be changed by mutual agreement from time to
time.
Confidentiality
The post holder must at all times be aware of the importance of
maintaining confidentiality and security of information gained during the course
of their duties. This will in many cases include access to personal information
relating to service users. The post holder must treat all information whether
corporate, staff or patient information in a discreet and confidential manner
in accordance with the provisions of the data protection act 1998 and
organisational policy.
Promoting Diversity and Dignity at Work: Aire Valley Surgery is
committed to promoting diversity in employment and dignity at work. It
recognises that discrimination and harassment is unacceptable and that it is in
the best interests of the practice and the population it serves to utilise the
skills of the total workforce. The post holder must comply with and adhere to
the equal opportunities and dignity at work policies.
