Job responsibilities
Please see the full job description which is attached as a document which also contains the Generic Responsibilities
Job
title
Assistant Practice Manager
Line
manager
Practice Manager
Accountable
to
GP Partners
Hours
per week
To
be agreed
Job
summary
The post-holder is an
Assistant Practice Manager.
To
support the Practice Manager in all aspects of the day-to day operations and functionality
of the practice, motivating and managing staff, optimising efficiency and
overall performance, ensuring the practice achieves its long-term strategic
objectives in a safe and effective working environment.
Through
innovative ways of working, support the Practice Manager leading the team in
promoting ED&I (Equality, Diversity and Inclusion), SHEF (Safety, Health,
Environment and Fire), quality and continuous improvement, confidentiality,
collaborative working, service delivery, learning and development, and
ensuring the practice complies with CQC and GDPR regulations.
The post-holder will work closely
with and under the direction of the practice manager. The successful candidate will be highly
motivated, able to work independently, and confident in taking a lead on
designated areas of responsibility.
Primary key responsibilities
The following are the core responsibilities
of the Assistant Practice Manager in delivering health services. There may
be, on occasion, a requirement to carry out other tasks. This will be
dependent upon factors such as workload and staffing levels. The role requires flexibility as this is
the nature of Primary Care, so be aware that these responsibilities may
increase, reduce or expand as the working environment changes.
You will assist and support the Practice Manager in:
Support the Practice Manager in the day-to-day operations
of the practice, ensuring staff achieve their primary responsibilities and
operational targets and projects are achieved
Provide leadership, management and guidance to all staff,
ensuring that they adhere to policy and procedure at all times
Oversee the administrative elements of QOF, Enhanced
Services and other targets and contracts, liaising with GPs, nursing staff
and administrators
Ensure compliance with CQC regulations and standards
Review and regularly update job descriptions and person
specifications, ensuring all staff are legally and gainfully employed
Assist with, and be delegated responsibilities, in the recruitment
and induction of staff and students, including pre-employment checks and DBS
Oversee and embed an effective staff appraisal process,
and undertake appraisals for those that they line manage
Assist in Developing, implementing and embedding
effective practice and staff development plans for all staff (clinical and
administrative) whilst maintaining a robust training record
Assist with disciplinary and grievance issues,
maintaining an overview of staff welfare and ensuring proper process is
followed
Lead the management of the clinical system and IT,
ensuring IT security and IG compliance at all times and responding to and
resolving all local IT issues
Take the lead on GDPR in the practice, ensuring all
required documentation is in place
Oversee, update and act as the focal point for the
practice website and social media sites
Be responsible for overseeing and organising the day-to-day
practice building and equipment maintenance requirements
Take the lead on Health and Safety matters, ensuring all documentation,
requirements and checks are in place and organised at appropriate times,
updating and undertaking risk assessments
Assist the Practice Manager in the administration of
financial management of the practice including Claims, Accounts, Invoicing
and Payroll, with delegated areas of responsibility
Update and develop Policies, Protocols, Procedures, Guidance
and Practice Literature/Forms. Be
responsible for keeping this documentation, and records of such, up to date
Ensure the staff implement the practice-wide approach to
the management of all patient services matters
Identify and deliver team training where required
Support the management team in the compilation of
practice reports and the practice development plan
Support the Practice Manager in coordinating and managing
the patient complaints process and ensure that staff are fully conversant
with the complaints procedure
Be delegated responsibilities for planning, undertaking
and implementing projects and change management as they arise
Be an integral part of the general practice team
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
Undertake all mandatory training and induction programmes
Act as a leader in support of the spectrum of clinical
governance
Maintain a clean, tidy, effective working area at all
times
Attend a formal appraisal with their manager. Once a
performance/training objective has been set, progress will be reviewed on a
regular basis so that new objectives can be agreed
Wider responsibilities
In addition to the primary responsibilities,
the Assistant Practice Manager has the following wider responsibilities:
Deputise for the Practice Manager
Oversee the complaints process, ensuring complaints are
dealt with in a timely manner and, where necessary, escalated to the next
level
Ensure all staff are aware of the management of the
premises, including health and safety aspects and undertake risk assessments
and mandatory training as required
Monitor and disseminate information on safety alerts and
other pertinent information
Support the overall practice clinical governance
framework, generating and submitting reports for QOF, enhanced services and
other reporting requirements
Brief clinicians on performance levels, advising actions
to ensure high achievement across all QOF areas
Attend and actively participate in practice management
meetings
Lead in the management of the Patient Participation Group
Attend any external meetings pertinent to this role
Build positive relationships with other organisations
such as CYGNET PCN, NHSE, ICB, N3i, liaising with external colleagues as
required
Stay up to date on changes in contracts, legislation,
regulation and the wider NHS Environment, implementing changes in practice
and process as required
Support and participate in shared learning
Participate in any
audits as directed