Assistant Practice Manager

Job description

Job responsibilities

Supporting the practice manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities and operational targets and projects are achieved.

Arrange the agenda and practice meetings, ensuring all staff are communicated and involved with.

Be a proactive and supportive member of the management team.

Assist in the management and assessment of incoming communications.

Deliver and assist with audit, reporting and subsequent actions.

Manage and ensure all safety alerts are distributed, actioned and recorded as appropriate.

Ensure staff always adhere to policy and procedure.

Organising and coordinating the practice closure afternoons / training / updates.

Provide front-line Reception and Administration support to the site including training where appropriate so that staff can support themselves where possible.

Create project plans, deliver and monitor objectives.

Provide analysis of data (for example from data extracted from our clinical system)

Supporting the overall practice clinical governance framework, submitting reports for OQF, enhanced services and other reporting requirements using CQRS etc.

Guiding and leading the team to reach QOF targets (supported by the nursing and administrative leads). Briefing clinicians on performance levels, advising actions to ensure high achievement across all QOF areas.

Work with our practice PRG and arrange engagement events during the year for patient feedback.

To be the first line of contact for patients with respect to complaints procedure. Heading investigation, management and responses to patient complaints, significant events and trend analysis (continuous improvement), with the support of the Practice Manager where appropriate.

Stay up to date with local and national NHS initiatives.

Assist with the recruitment of staff as required by the Practice Manager.

Manage and support the clinical system Emis Web.

Provide front-line IT support to the site including training where appropriate so that staff can support themselves where possible.

Organising the recruitment process as required.

Help with reviews and appraisals of staff

Provide support and training for current and new staff ensure that all quality guidelines are understood and adhered to.

Responsible for all management of all clinical, reception and admin teams.

Work with the Practice Manager to ensure that new starters have appropriate system and smartcard access. (and remove permissions etc. when staff leave).

Manage and support the practice telephone system.

Supervise the call and recall of patients.

Manage the computerised appointment system and all clinics uploaded at least one month in advance. Manage the clinicians and staff's holiday rota.

Organise Locum cover if required for clinical team.

Responsible for the PPA monthly return and vaccine ordering and general practice stock control.

Full Job Description is attached

Person Specification

Emis web experience

Essential

• * Experience of working in primary care

Desirable

• * Experience of managing a team

Qualifications

Essential

• * GCSE grade A to C in English and Maths
• * Emis Web experience

Desirable

• * Minimum 3 years working in primary care
• * Strong understanding of general practice operations and workflows.
• * Proven experience managing or supervising staff.
• * Confident in rota management, workload allocation, and operational problem solving.
• * Good knowledge of CQC requirements and evidence management.
• Understanding of QOF, audits, and NHS reporting requirements.
• * Experience working with clinical systems and patient administration processes.
• * Able to cover reception/ referral duties when required.
• * Strong organisational and time management skills.
• * Clear and professional communication skills.
• * Ability to work independently and under pressure

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

Kings Head Medical Practice

Address

Kings Head Medical Practice,

178 Kings Head Hill,

London,

E4 7NX

Employer's website

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