Job responsibilities
Duties and Responsibilities - Practice
Organisation:
Support the Practice Manager & deputise in her absence to
assist with planning, development & implementation of changes necessary to
meet new demands on the practice from internal & external sources.
Assist in ensuring that all contracted
primary care services are provided to the practice population & that the
services are to a high quality.
Support the practice to introduce, develop & deliver
initiatives.
Be responsible for the coordination of regular meetings,
ensuring that all delegates are notified in ample time, co-ordinating &
adjusting appointments where clinicians are attending, distributing agendas,
taking minutes, ensuring follow-up action is undertaken.
Review & maintain the practice business continuity plan.
Be responsible for the organisation & administration of
medical teaching rotas.
Patient Services:
Commitment to support the delivery of excellent patient care
& enhance patient involvement.
Develop & maintain good communication with patients, the
practice team & with relevant outside agencies & help lead the practice
forward & maintain good working relationships with these agencies &
professional bodies.
Support the practice to manage an effective appointment system.
Management Support Duties:
Assist the Practice Manager to ensure the practice meets its
agreed aims & objectives within a profitable, efficient, safe &
effective working environment.
Assist the Practice Manager in ensuring that the Practice is
fully compliant in its outcomes eg CQC, premises, inspections & infection
control.
Assist with the production & upkeep of practice policies
& procedures under the direction of the Practice Manager.
Ensure communication systems are running smoothly &
clinicians, reception & admin staff are kept fully informed of changes in
procedures.
To be the first line of contact for patients in line with the
practice complaints procedure & to take appropriate action as set out in
the practice policy. To discuss this with the lead complaints GP if needed
& document the outcome & write to the patient.
Oversee & be responsible for monitoring & ordering
stationary supplies & ensure effective stock control.
Be proactive & liaise with the practice manager regarding
staffing & organisation of work.
Assist in supervising & managing the reception & admin
staff.
Monitor & record time-keeping, sickness, unauthorised
absences etc & manage the sickness absence process for staff. Ensure
personnel records are maintained for all staff, including DBS checks,
absenteeism & training records.
Assist in the recruitment, administration, induction &
training of new staff members within the practice.
Ensure staff are up to date with all mandatory & statutory
training including the timely completion of all refresher training modules
& maintain and update the practices training matrix accordingly. Identify
needs for the whole practice & arrange induction programmes, forecast
training & facilitate in-house training.
Coordinate & participate staff inductions, training &
appraisals.
Manage annual leave sheets & annual leave requests from
staff, ensuring adequate cover is maintained.
Support locums, students & GP trainees working in the
Practice.
Practice Premises:
Monitor equipment & report operating problems to the
appropriate parties including third party suppliers & monitor maintenance
schedules as appropriate.
Arrange for repairs or replacements to maintain good working
order with the Practice Manager to identify & source suppliers & manage
costs.
Liaise with maintenance contractors when maintenance &
development of the premises is required including cleaners, gardener, utilities
etc.
Assist the Practice Manager with all matters relating to Health
& Safety for the practice ensuring appropriate checks, risk assessments,
schedules & any required repairs are completed within expected timescales
in a safe manner.
Information Technology:
Support the Senior Administrator in the implementation &
maintenance of all associated requirements, upgrades, security & services
supporting the practice IT systems.
Audit & maintain confidentiality of information.
Assist & support the practice with data quality.
To perform regular checks & quality audits.
Oversee the maintenance & content of the
practice website and social media.
Confidentiality -In
the course of seeking treatment, patients entrust us with, or allow us to
gather, sensitive information in relation to their health & other matters.
They do so in confidence & have the right to expect that staff will respect
their privacy & act appropriately.
Understand the legislative requirements & practice polices
for GDPR & Data Protection ensuring compliance with information governance.
In the performance of the duties outlined in this job
description, the post-holder may have access to confidential information
relating to patients & their carers, practice staff & other healthcare
workers. They may also have access to information relating to the practice
& partners 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 & procedures relating to
confidentiality & the protection of personal & sensitive data.
Health & Safety -The
post-holder will promote & manage their own health & safety &
infection control as defined in the practice health & safety Policy, the
practice standard operating procedures, & the practice infection control
policy & published procedures. This will include (but will not be limited
to):
Using personal security systems within the workplace according
to practice guidelines.
Awareness of national standards of infection control &
cleanliness & regulatory/ contractual/professional requirements, & good
practice guidelines.
Assist in the monitoring of the correct use of standard
operating procedures for cleaning & infection control.
Actively identifying, reporting, & correction of health
& safety hazards & infection hazards immediately when recognised.
Keeping own work areas & general/patient areas generally
clean, sterile, identifying issues & hazards/risks in relation to other
work areas within the business, & assuming responsibility in the
maintenance of general standards of cleanliness across the business in
consultation (where appropriate).
Assist in the monitoring of waste management including
collection, handling, segregation, container management, storage &
collection.
Equality and Diversity -The
post-holder will support the equality, diversity & rights of patients,
carers & colleagues, to include:
Acting in a way that recognises the importance of peoples
rights, interpreting them in a way that is consistent with practice procedures
& policies, & current legislation.
Respecting the privacy, dignity, needs & beliefs of
patients, carers & colleagues.
Behaving in a manner which is welcoming to & of the
individual, is non-judgmental & respects their circumstances, feelings,
priorities and rights.
Personal/Professional Development -The
post-holder will participate in any training programme implemented by the
practice as part of this employment, such training to include:
Participation in an annual individual performance review,
including taking responsibility for maintaining a record of own personal
&/or professional development.
Taking responsibility for own development, learning & performance
& demonstrating skills & activities to others who are undertaking
similar work.
Attendance at meetings as specified.
Attendance at all mandatory & statutory training
requirements as indicated by the Practice Manager.
Quality -The post-holder will
strive to maintain quality within the practice, & will:
Alert other team members to issues of quality & risk.
Assess own performance & take accountability for own
actions, either directly or under supervision whilst embracing the practices
ethos of recording of any errors or near misses & learning by mistakes
without blame.
Contribute to the effectiveness of the team by reflecting on own
& team activities & making suggestions on ways to improve & enhance
the teams performance.
Work effectively with individuals in other agencies to meet
patients needs.
Effectively manage own time, workload & resources.