Job responsibilities
The post holder will:
Act as the principal point of contact for the
practice.
Ensure there is management level support from the
practice management team on site or available at all times.
Monitor and evaluate the operational performance
of the practice team against objectives.
Identify opportunities for improvement then plan
and implement the associated development.
Support the practice through change events and
manage the change process.
Develop and maintain effective communication both
within the practice and with relevant outside agencies.
Assist in the preparation and annual review and update
of the practice development plan and implement the aims and objectives.
Assess and evaluate accommodation requirements and
manage any planned development.
Ensure all practice clinical and non-clinical data
is on the practice computer system and that it is accessible, properly managed
and maintained as up-to-date at all times.
Understand the financial implications of changes
in staff and/or service.
Ensure all submissions are made by the practice to
commissioners and other organisations external to the practice and that the
evidence of submissions is logged and accessible.
Human resources
Assist in the recruitment
and retention of staff and provide general support via personnel management.
Ensure that all
staff are legally and gainfully employed.
Monitor skill-mix and deployment of staff ensuring the person is
suitable for their role.
Manage staffing
levels within target budgets.
Evaluate, organise
and oversee staff induction and training and ensure that all staff are adequately
trained to fulfil their role.
Ensure effective
staff appraisal and monitoring systems are supported and that appraisals are
carried out and logged.
Support and
mentor direct reports, both as individuals and as team members.
Adhere to effective
systems for the resolution of disputes and grievances.
Understand how to
keep abreast of changes in employment legislation, policies and procedures.
Support the
maintenance of up-to-date HR documentation (including job descriptions,
employment contracts and employment policies).
Organisational
Ensure the practice meets all its CQC
requirements, has up-to-date registration with the CQC and undertakes regular
review of CQC compliance.
Convene staff meetings, prepare agendas and ensure
distribution of notes as necessary.
Develop practice protocols and procedures, review
and update as required.
Ensure that practice premises are properly
maintained and cleaned and that adequate fire prevention and security systems
are in place.
Manage the procurement of practice equipment,
supplies and services by way of an effective, easy-to-use system within target
budgets.
Develop and review Health & Safety policies
and procedures and keep abreast of current legislation.
Ensure appropriate insurance and indemnity cover
is in place.
Ensure that the practice has adequate disaster
recovery procedures in place.
Arrange appropriate maintenance for practice
equipment.
Patient services
Contribute to the strategic development and
management of patient services.
Ensure service development and delivery is in
accordance with local and national guidelines.
Ensure that the practice complies with NHS
contractual obligations in relation to patient care.
Maintain registration policies and monitor patient
turnover and capitation in liaison with the finance officer.
Routinely monitor and assess practice performance
against patient access and demand management requirements.
Ensure complaints are effectively managed and
monitored and that actions arising from complaints and feedback are carried out.
Liaise with patient groups/PALS/Ombudsman/relevant
external patient services bodies when required.
Ensure online services are in place and that all
opportunities for innovation are explored and adopted wherever possible.
Information management and technology
Support the practice IT system and contribute to implementation
and modernisation as required.
Ensure all practice IT issues are logged and
resolved or followed up in a timely manner.
Keep abreast of the latest developments in primary
care IT including NHS England initiatives and regularly update the practice
management team.
Motivate, support and monitor staff in the use of
IT: organise, oversee and evaluate IT training.
Understand the need for and ensure targets and
monitoring standards for data entry and data collection are in place.
Ensure that the practice has effective IT data
security, back-up, maintenance and disaster recovery plans in place.
Ensure all necessary submissions are made
according to respective deadlines.
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.
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 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.