Deputy Practice Manager (maternity cover)

Job description

Job responsibilities

Human Resources

Identify personnel requirements, select and recruit staff.

Supervise and support staff, allocate work and assess performance.

Organise and deliver annual appraisal system, prepare personal development plans and identify training needs.

Ensure delivery of appropriate training.

Prepare and update Job Descriptions, issue Contracts of Employment, identify and advise Partners and staff of any change in employment legislation.

Assist Partners with any grievance and disciplinary issues.

Administer holiday system and rotas, to ensure adequate staffing is maintained.

Maintain personnel records, including holiday and sickness records.

Provide full personnel service for any trainees contracted with the practice, in line with Deanery requirements, BMA guidance and current employment law.

Organisation

Circulate information, oversee the organisation of meetings including preparation and distribution of the agenda, attend meetings and ensure minutes are taken and circulated within a timescale of 24 hours, and action within agreed time frames

Contribute to the planning and preparation of a Practice Development Plan and oversee its implementation.

Assist with monitoring and evaluating performance of Practice team against objectives, including QOF and PMS, and help to identify and manage change.

Develop practice action plans and implementation of enhanced services and other incentive schemes

Develop and maintain effective communicationboth within the Practice and with all relevant outside agencies.

Supervise all administration, ensuring it remains effective and efficient.

Ensure adequate resources to allow delivery of excellent patient services.

Patient Services and communications

Ensure compliance with patient confidentiality at all times, in line with current legislation.

Contribute to the development of new patient services.

Provide and manage effective in-house complaints procedure.

Ensure adequate staffing levels are maintained

Supervise generation of accurate and efficient appointment system.

Oversee surgery timetables, rotas and holiday cover, including room rota and allocation of on-call and repeat prescribing duties.

Ensure all patient information is accurate, easily accessible and kept up-to-date.

Aim to develop and coordinate patient participation and interest groups.

Ensure practice leaflet and website is maintained accurately and kept up to date.

Premises, Health & Safety, Equipment and Purchasing

Arrange adequate insurance cover including Employers and Public Liability.

Ensure premises are cleaned and maintained, with adequate security and fire protection. Arrange maintenance contracts as required.

Be a key holder for the alarm system

Ensure maintenance of equipment, such as photocopier, fax machine, pager etc.

Assist in the assessment and evaluation of accommodation requirements. Coordinate any future developments.

Manage and review the Health & Safety policy and procedures, in line with current legislation and ensure compliance.

Supervise purchase of all equipment, drugs, supplies and stationery; and maintain responsibility for stock levels, control and maintenance as necessary.

IT and Information Governance

Be the management lead on information governance, and ensure that the practice meets information governance requirements as per local and national policy

Ensure maintenance of current IT hardware and software, and liaise with system suppliers and IT support services as necessary

Contribute to the planning of future I.T. developments.

Arrange training for any new technology as required.

Meet regularly with the partners and update them on all aspects of practice activity.

Oversee the collection and collation of data to monitor practice activity andanticipate change or scope for improvement.

General

To undertake any other duties which are commensurate with the level and responsibilities of the post.

To actively and continuously review all activities and suggest areas for improvement.

Given the developing nature of General Practice, this is a role which will evolve, requiring a willingness and need to adapt to any new tasks which may arise.

Person Specification

Experience

Essential

• Experience of working at a SystmOne practice as a Senior Administrator or in a Managerial role.
• Must be competent with SystmOne, PCSE online, CQRS
• Must be experienced and competent at leading a team, providing supervision and mentorship

Desirable

• Experience of scheduling weekly / monthly clinical rotas on SystmOne

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

Cloister Road Surgery

Address

41-43 Cloister Road

Acton

W3 0DF

Employer's website

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