Job responsibilities
Generic Responsibilities
Equality, Diversity & Inclusion (ED&I):
Staff must
actively support an inclusive environment where everyone can thrive. This
enhances
effectiveness, aligns with moral and legal standards, and
ensures fair treatment for patients and staff regardless of personal
characteristics such as age, gender, or race.
Patients:
Patients have the right to respectful,
non-discriminatory care and involvement in decisions about their treatment.
They are also expected to treat staff and other patients respectfully.
Staff:
Staff are entitled to fair treatment in hiring and
progression, and to work in a diverse, inclusive environment. They must treat
both colleagues and patients with respect and fairness.
Safety, Health, Environment and Fire (SHEF): All staff are
responsible for maintaining health, safety, and environmental standards at
work.
They must comply with relevant laws and cooperate to ensure
a safe workplace for everyone.
Confidentiality:
Staff must uphold strict confidentiality
regarding patients' personal and medical information, ensuring trust and
compliance
with legal standards. Protecting this information is
essential to delivering trusted care.
Key Responsibilities
Please note that the duties outlined below are not
exhaustive. You may be required to carry out other tasks as reasonably
requested, in line with the changing needs of your role and the organisation's
objectives. The responsibilities of this position may evolve over time to
reflect the company's priorities and business goals.
1. Strategic and Operational Leadership
Manage the day-to-day running of the practices non-clinical
operations.
Ensure smooth functioning of all systems and processes to
support patient care.
Coordinate and monitor workforce rotas to maintain
appropriate staffing levels.
To oversee the onboarding and induction of new staff
(including locums) and participate in these processes as required for all practice staff
Establish and develop productive working relationships with
internal and external stakeholders, providing Practice representation at external locality / ICB led meetings.
Ensure that practice activity is configured to optimise
income through various channels eg QOF, PCN DES
Understand reporting requirements of practice and ensure
that all reports are provided in a timely manner eg PCN, CQRS reporting, PCSE
Estates and Facilities Management
Oversee the day-to-day management of the building, ensuring
all aspects of maintenance, security, safety, compliance, and insurance are effectively managed.
Coordinate with external providers to carry out required
annual audits (e.g., fire safety, risk assessments, COSHH), and ensure timely implementation of any resulting recommendations.
Work closely with the landlord and contractors to ensure
prompt resolution of any building-related issues or repairs.
Liaise with external users of the premises to uphold
licensing agreements, ensuring appropriate access, space usage, and adherence to agreed terms.
Ensure all external users comply with relevant health and
safety protocols while on-site.
Lead on fire safety, including the appointment and training
of Fire Marshals and the organisation of regular fire drills.
Manage the upkeep and functionality of all security systems,
including alarms and CCTV equipment.
Team Leadership and HR Support/Development
Provide leadership and line management to department
managers, including mentorship, monthly review meetings, and overseeing the annual appraisal process.
Oversee and develop all HR functions, including managing
employment contracts, policies, procedures, and job descriptions.
Lead clinical and non-clinical recruitment, induction, staff
development, and performance management, including handling grievance and disciplinary processes.
Promote staff wellbeing and foster a positive, inclusive
workplace culture.
Ensure compliance with employment law, contractual
obligations, and training requirements.
Maintain adherence to all workforce health and safety
standards.
Systems Management
Responsible for the effective oversight and optimisation of
key practice systems including EMIS, AccurX, eConsult, Microsoft Office
applications, and Docman, ensuring they operate at full
capacity to support clinical and administrative functions.
Act as the main point of contact for IT issues: report
faults, liaise with IT support services, and implement Business Continuity Plans when systems are disrupted.
Produce regular reports on practice activity via CQRS and
PCSE to support performance monitoring and contractual compliance.
Collaborate with the GP partner to ensure the practice
website is regularly updated and accurately reflects current services and information.
Manage and support the digital telephony system, including
fault troubleshooting and liaison with the service provider to resolve issues promptly.
Compliance and Quality Assurance
Ensure adherence to CQC Good/Outstanding regulations and
other legal and contractual obligations.
Support audits, inspections, and the development of
improvement plans.
Maintain and update practice policies and procedures.
Oversee and ensure health and safety compliance, including
risk assessments and mandatory training.
Ensure that all practice insurances are up to date and
provide appropriate cover and indemnity including MPS, liability insurance, locum insurance and building insurance.
Oversee premises and contracts, maintenance schedules for
services and equipment.
Ensure the relevant insurance policies are appropriate and
up to date!
Help develop and maintain a robust Business Continuity plan.
Oversee the maintenance of all practice policies and
procedures.
Strategic and Financial Input
Contribute to operational and strategic planning alongside
the Finance Manager and Partners.
Identify opportunities for service improvement and business
development.
Maintain an effective liaison with the accountant,
overseeing practice accounts and ensuring accurate figures and reporting.
Manage the procurement of practice equipment, supplies and
services within budget.
Patient Services and Communication
Monitor and improve patient access and satisfaction i.e.
striving to enhance Google Reviews
Manage patient complaints and feedback processes effectively
with the Lead Complaints Partner
Ensure consistent and clear communication within the
practice and with external partners.
Support the management of the patient participation group
PCN Involvement
Work closely with the PCN Clinical Director and PCN Board to
develop PCN service provision and ensure actions are progressed and income / budgets managed efficiently.
Supporting the implementation of PCN services and
initiatives.
Coordinating the integration of ARRS staff within the
practice.
Assisting with data collection and reporting for PCN
objectives.
Promoting collaborative working across member practices.
Equality, Diversity, and Inclusion
Monitor and review the implementation of the Practices
Equality, Diversity, and Inclusion (EDI) policy, ensuring that all staff and GP Partners are aware of and adhere to its principles.
Ensure completion of mandatory EDI training and updates by
all staff and GP Partners.
Promote and support the equality, diversity, and rights of
patients, carers, and colleagues by:
Acting in accordance with peoples rights, protected
characteristics, and relevant legislation.
Respecting the privacy, dignity, needs, and beliefs of
patients, carers, and colleagues.
Demonstrating non-judgmental and respectful behaviour
towards individual circumstances, feelings, priorities, and rights.
Upholding a zero-tolerance approach to bullying and
harassment among patients, carers, and colleagues.
Continuing Professional Development
Manage your own time, workload, and resources efficiently.
Evaluate your own performance and take responsibility for
setting priorities, deadlines, and delivering on a high volume of tasks.
Participate actively in annual performance reviews and take
ownership of your learning and development.
Maintain professional and technical knowledge through
ongoing training, relevant publications, networking, and attendance at conferences suitable for the role.
Remain flexible to shifting priorities to meet the evolving
needs of the organisation.