Deputy Practice Manager

Job description

Job responsibilities

Maintaining Quality and Performance Standards

To be aware of national, local and practice quality standards for a primary care GMS contract.

To produce regular reports on the progress in maintaining disease registers and achieving targets.( National QOF/ local Dudley QOFH)

To assist in the production of information for clinical audit as requested.

To ensure clinical integrity of the system, working with the ICB.

To provide support, advice and training for current and new practice staff in the use of EMIS.

To provide support to the Practice Manager in project work.

To be responsible for the promotion, monitoring and documentation of performance and quality standards within the practice, using IT and manual solutions under the direction of the Practice Manager.

To undertake specific assigned tasks, project support and development which may arise.

The post-holder will need to become familiar with all functions of EMIS and their applications.

Ensure all Practice Protocols are understood and adhered to.

Keeping policies and procedures up to date.

Management/Team Leader

Deputise for the Practice Manager in their absence.

To promote teambuilding, teamwork and co-operation to engender motivation and commitment to meeting Practice objectives.

Support the Practice Manager in the development of and maintenance of CQC readiness.

Lead the clerical process for long term condition management. Liaising with and reporting to Practice Manager, GPs and Nursing staff. To include all chronic disease areas, DQOFH or GP Specification areas (and other subsequent national or local areas), seasonal campaigns, cancer screening.

Management of Staff

Assist in providing a full range of personnel management services for all members of practice staff to include selection, supervision, training, welfare, health and safety, discipline and grievance procedures, appraisals, support, motivation and delegation of workloads for members of the practice staff.

Working with the Practice Manager and external HR support, assisting in the provision and drawing up of job descriptions and all necessary documentation/systems (Staff handbook, contracts etc) to promote good practice.

Encourage staff personal development by undertaking a programme of regular reviews, annual appraisals and initiate training plans in conjunction with the practice manager

Ensure that all staff have personal development plans and they are kept up to date.

Be familiar with all aspects of employment legislation and use any external support available for advice (e.g. Peninsula, BMA).

Maintain accurate sickness and absence records and instigate appropriate action in respect of such absence

Plan, co-ordinate and oversee annual leave, study leave and authorised absences for all staff.

Plan, co-ordinate and oversee induction training and ongoing review and training.

Managing the administrative/ reception teams.

Lead regular team meetings, preparing agendas and take minutes as appropriate.

Operational/IT Systems Management

Clinical staff rotas.

Liaise with management team concerning staffing and organisation of work

Liaise with other members of the primary health care team, outside agencies and Practice volunteers as required.

Responsibility for Health and Safety and Fire protocols.

Planning and implementation of the reception staff rota, the GP and Practice Nurse rotas, including Students, Trainees and Registrars, ensuring adequate staffing levels and loading templates into the clinical system, keeping up to date.

Attend staff meetings where relevant.

Update appointments system for leave/duty changes.

Maintain Touch patient information system.

Work in liaison with external stakeholders for IT support.

Day to day user support and training.

Ensure communication systems are running smoothly, doctors and reception staff are kept fully informed of changes in procedures.

General

Keep the Practice Manager informed of any matters arising or problems / potential problems.

Contribute to the effectiveness of the Practice Team by reflecting on Team activities and making suggestions on ways to improve and enhance the Teams performance.

Liaise with other members of outside agencies and Patient Participation Group as required.

Become involved in key aspects of the Practice Managers workload and be able to respond to information requests and updates as necessary.

In line with Practice policies ensure teams adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.

Assist the Practice Manager / GPs with clerical and admin duties as required.

Undertake any other duties appropriate to the post as requested by the Practice Manager.

Confidentiality

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
• Comply with the Data Protection Act and Freedom of Information Act when dealing with requests for Information.
• In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & Safety

The post-holder will implement and lead on the full range of promotion and management their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include (but will not be limited to):

• Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
• Maintain and up to date knowledge of health and safety and infection control statutory and best practice guidelines and ensure implementation across the business
• Using personal security systems within the workplace according to practice guidelines
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business
• Making effective use of training to update knowledge and skills, and initiate and manage the training of others
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed
• Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers
• Undertaking periodic infection control training (minimum annually)
• Routine management of own team / team areas, and maintenance of work space standards

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 which 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 training programmes implemented by the practice as part of this employment, such training to include:

• Participation in an annual individual performance review, 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.
• Responsible for Mandatory Training is completed.

Quality

The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance

Person Specification

Experience

Essential

• Experience of working within General Practice
• Experience of using own initiative
• Experience of customer service
• Demonstrable Practical Experience of Microsoft office
• Experience of using clinical IT software (EMIS Web)

Qualifications

Essential

• GCSE Mathematics C or above or equivalent.
• GCSE English C or above or equivalent.

Desirable

• NVQ in Business Admin L2/3
• Supervisory/management qualification or relevant workplace experience

Skills and Behaviours

Essential

• Excellent communication skills (Written and Oral)
• Excellent organisation and time management skills.
• Negotiation and conflict management
• Problem solving skills
• Interpersonal skills
• Ability to pay close attention to details and confidence
• Smart, polite and confident
• Planning and organising
• Performing under pressure
• Adaptability
• Using initiative
• Team working
• Self-motivated
• Flexibility

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

Three Villages Medical Practice

Address

Three Villages Medical Practice

Stourbridge Health and Social Care Centre

Stourbridge

DY8 4HZ

Employer's website

https://www.3villages.co.uk/ (Opens in a new tab)