Job summary
Assistant to the Practice Manager
Part time 15 to 18 hours per week
Salary dependent on experience plus NHS Pension
Bere Regis Surgery is seeking a motivated and
organised Assistant to the Practice Manager to join our friendly, semirural
dispensing practice. This is an exciting opportunity to become part of a newly
developing management team as our longstanding Practice Manager prepares for
retirement.
Main duties of the job
The Assistant to the Practice Manager will play a key role in ensuring the smooth, efficient and compliant running of the practice. Working closely with the Practice Manager, you will support staff, oversee daily operations, contribute to financial and performance monitoring, and help drive continuous improvement across the organisation.
About us
Located in the heart of Bere Regis village, our practice serves just under 4,000 patients and dispenses to around 80% of them. We are easily accessible from Poole, Weymouth and Dorchester. Our team includes two GP partners, two salaried GPs, practice nurses, healthcare assistants, and a supportive administrative and dispensary team. We are proud that93% of patients in the recent GP Survey rated their experience as good.
Job description
Job responsibilities
Practice Operations
Support the day to day running of the practice and reception team.
- Co-ordinate meetings, agendas, minutes and the practice diary.
- Manage contracts for cleaning, gardening and other services.
- Lead patient feedback processes, significant events and learning events.
- Support the Patient Participation Group.
- Promote and support patient online services.
Staff Leadership & HR
- Provide guidance and leadership to staff, ensuring adherence to policies.
- Support staff induction, appraisals and ongoing development.
- Maintain training records and support staff welfare.
- Assist with disciplinary and grievance processes.
- Deputise for the Practice Manager when required.
Quality, Governance & Compliance
- Lead on CQC compliance and regulatory standards.
- Oversee health and safety, risk assessments and safety alerts.
- Maintain the significant event database and support learning.
- Support audits and continuous improvement initiatives.
- Review and update practice policies.
IT, Clinical Systems & Information Governance
- Lead the management of the clinical system and ensure IG compliance.
- Resolve local IT issues and maintain system security.
- Update clinical templates and run clinical searches.
- Submit enhanced service claims (CQRS, CQRS Local, Federation).
Finance, Performance & Reporting
- Enter financial information into Xero.
- Provide performance data as required.
- Support QOF administration and achievement of targets.
- Assist with change management and service improvement.
Communication & Engagement
- Maintain the practice website, social media and patient information materials.
- Support effective communication across the team and with external partners
Job description
Job responsibilities
Practice Operations
Support the day to day running of the practice and reception team.
- Co-ordinate meetings, agendas, minutes and the practice diary.
- Manage contracts for cleaning, gardening and other services.
- Lead patient feedback processes, significant events and learning events.
- Support the Patient Participation Group.
- Promote and support patient online services.
Staff Leadership & HR
- Provide guidance and leadership to staff, ensuring adherence to policies.
- Support staff induction, appraisals and ongoing development.
- Maintain training records and support staff welfare.
- Assist with disciplinary and grievance processes.
- Deputise for the Practice Manager when required.
Quality, Governance & Compliance
- Lead on CQC compliance and regulatory standards.
- Oversee health and safety, risk assessments and safety alerts.
- Maintain the significant event database and support learning.
- Support audits and continuous improvement initiatives.
- Review and update practice policies.
IT, Clinical Systems & Information Governance
- Lead the management of the clinical system and ensure IG compliance.
- Resolve local IT issues and maintain system security.
- Update clinical templates and run clinical searches.
- Submit enhanced service claims (CQRS, CQRS Local, Federation).
Finance, Performance & Reporting
- Enter financial information into Xero.
- Provide performance data as required.
- Support QOF administration and achievement of targets.
- Assist with change management and service improvement.
Communication & Engagement
- Maintain the practice website, social media and patient information materials.
- Support effective communication across the team and with external partners
Person Specification
Personal Qualities
Essential
- Flexible and adaptable.
- Professional, reliable and discreet.
- Committed to confidentiality.
- Positive, proactive and supportive team member.
Skills and Abilities
Essential
- Excellent communication skills.
- Strong general IT skills.
- Ability to prioritise, delegate and work to tight deadlines.
- Effective time management.
- Ability to build relationships and work collaboratively.
- Ability to implement and embed policies and procedures.
- Ability to motivate and support staff.
Desirable
- Ability to identify opportunities for service improvement.
- Strong leadership and negotiation skills.
- Analytical and problem solving ability.
- Strategic thinking.
Experience
Essential
- Experience working with the general public.
- Experience in an NHS or healthcare setting.
Desirable
- Experience managing or supporting multidisciplinary teams.
- Experience with appraisals, staff development or HR processes.
- Experience implementing projects or service improvements.
- Health and safety experience and CQC requirements
- Experience with SystmOne.
- Bookkeeping or experience using Xero or similar.
- Experience in administrative position in general practice
Person Specification
Personal Qualities
Essential
- Flexible and adaptable.
- Professional, reliable and discreet.
- Committed to confidentiality.
- Positive, proactive and supportive team member.
Skills and Abilities
Essential
- Excellent communication skills.
- Strong general IT skills.
- Ability to prioritise, delegate and work to tight deadlines.
- Effective time management.
- Ability to build relationships and work collaboratively.
- Ability to implement and embed policies and procedures.
- Ability to motivate and support staff.
Desirable
- Ability to identify opportunities for service improvement.
- Strong leadership and negotiation skills.
- Analytical and problem solving ability.
- Strategic thinking.
Experience
Essential
- Experience working with the general public.
- Experience in an NHS or healthcare setting.
Desirable
- Experience managing or supporting multidisciplinary teams.
- Experience with appraisals, staff development or HR processes.
- Experience implementing projects or service improvements.
- Health and safety experience and CQC requirements
- Experience with SystmOne.
- Bookkeeping or experience using Xero or similar.
- Experience in administrative position in general practice
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.