Assistant Practice Manager

Job description

Job responsibilities

The following are the core responsibilities of the Assistant Practice Manager. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:

Support the Practice Manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities

Provide leadership and guidance to all staff, ensuring that they adhere to policy and procedure at all times

Deputisefor the Practice Manager in their absence

Governance

DS&P toolkit

E-Dec

Management of data breaches in accordance with policy and ICO regulatory guidelines

IG audit & management lead

GDPR

Support introduction of systems in relation to CQC compliance with current regulations and standards

Act as a leader in support of the spectrum of clinical governance

HR management functions

Direct line management of assigned staff members

Review and regularly update job descriptions and person specifications, ensuring all staff are legally and gainfully employed

Act as the lead for recruitment, including pre-employment checks and DBS

Evaluate, organise and oversee the staff induction programme (including access set up for appropriate role related systems)

Maintain accurate electronic HR files

Supporting absence management and reporting

Workforce vacancy reporting on behalf of practice

HR audit reviews as required

Support effective systems for the resolution of disciplinary and grievance issues where required

Maintain effective staff appraisal process across the practice, and undertake appraisals for those that they line manage

Foster a positive, inclusive working environment and promote team cohesion and staff wellbeing.

Support PLT events by identifying and delivering team training where required

Manage and monitor practices mandatory training programme

Policies management

Identification and drafting of new policies in line with current legislation and requirements

Maintenance, review and audit of all practice policies

Contribute to business continuity planning and risk management

Manage and enforcement of Zero Tolerance & DNA policies

Meetings management

Facilitating meeting schedules, invitations, location bookings of mandatory meetings, educational sessions and Protected Learning Time within the practice

Facilitation of meeting hospitality

Setting of agendas and document preparation

Preparation and management of meeting minutes and action planning

Practice communications

Update and manage the practice website and social media sites

Regular review and update of patient leaflets and communications

Production of practice newsletter

Support management of information technology in waiting rooms

Complaints management

Autonomous management of patient complaints and compliments in accordance with practice policy and set timeframes

Ensuring that staff are fully conversant with the complaints procedure

Managing, investigating and responding personally to formal complaints.

Internal and external audit and reporting

Liaise with patients, healthcare professionals, and external agencies professionally and efficiently

Additional responsibilities

Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on Safeguarding Adults and Safeguarding Children

Support in the delivery of enhanced services and other service requirements

Maintain a clean, tidy, effective working area at all times

Attend a formal appraisal with their manager at least every 12 months.

Person Specification

Knowledge and skills

Essential

• Excellent communication skills (written, oral and presenting)
• Proven leadership skills
• Competent in the use of MS Office and Outlook
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• Problem solver with the ability to process information accurately and effectively, interpreting data as required
• Ability to use own initiative, discretion, and sensitivity
• Clinical system IT user skills
• Ability to get along with people from all backgrounds and communities, respecting lifestyles and diversity
• Ability to work as a team member and autonomously
• Sensitive and empathetic in distressing situations
• Strategic thinker with a solutions-focused approach
• Effective time management (planning and organising)
• Good organisational skills
• Ability to effectively utilise resources
• High performer in relation to work ethic and commitment
• High levels of integrity and loyalty
• Ability to network and build relationships
• Flexible, cooperative and motivated
• Confident, assertive and resilient
• Ability to drive and deliver change effectively
• Ability to use initiative and judgement
• Ability to motivate teams, enhance morale and maintain a positive working environment, including team-building sessions
• Understanding of safeguarding adults and children
• Demonstrate personal accountability, emotional resilience and the ability to work well under pressure
• Ability to implement and embed policies and procedures

Qualifications

Essential

• A good standard of education, with an expectation of having both GCSE Maths and English at Grade C or above, or Functional Skills Level 2 in Maths and English.

Desirable

• Associate Member of IGPM in view of becoming a full member (MIGPM)
• AMSPAR qualification (L5 in Primary Care and Health Management)
• Leadership and/or management qualification

Experience

Essential

• Experience of managing multidisciplinary teams
• Experience of working with the general public
• Experience of patient/client/customer complaints and feedback management
• Experience of performance management, including appraisal writing, staff development and disciplinary procedures
• Experience of governance & policies management
• HR understanding and experience
• Experience of meetings management, producing agendas and minutes

Desirable

• Experience of working in a healthcare setting
• NHS or general practice experience
• Understanding of Health and Safety requirements

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

Severn Valley Medical Practice

Address

Henwick Halt Medical Practice

1 Ingles Drive, St Johns

Worcester

WR2 5HL

Employer's website

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