Job summary
We are excited to offer an excellent opportunity for a
highly motivated, and organised individual to join Lyme Bay Medical Practice as
an Assistant Practice Manager. This role is perfect for someone who thrives in
a fast-paced healthcare environment and is passionate about supporting both
clinical teams and patients. This is ideally a full-time position, but we would consider an applicant who can offer a minimum of 32 hours a week
Main duties of the job
The Assistant Practice Manager will work closely with the Practice Manager to oversee the day-to-day running of the practice. This role involves supporting staff to deliver high-quality care, managing clinical systems and IT security, and helping to ensure the practice meets all regulatory standards.
You will coordinate meetings, manage patient feedback and complaints, and assist with staff training and development. The Assistant Practice Manager may also deputise for the Practice Manager when required and help maintain health and safety within the practice. As an Assistant Practice Manager, you'll gain hands-on experience in operational management, compliance, and patient services.
The ideal candidate will have strong organisational and communication skills, experience working in healthcare, and the ability to lead and motivate a team. Flexibility, a proactive attitude, and the ability to work well under pressure are essential for this role.
About us
A great opportunity for an enthusiastic individual to join this friendly Practice in a beautiful seaside town. For nearly 30 years we have delivered an integrated model of patient-centred primary and community care where services have been delivered closer to home wherever possible for physical and mental health. We are now increasingly focussing on wellbeing for all ages and working with the community on population health. The right candidate will be joining an extensive Administration Team. They will be required to work at both sites in Lyme Regis and Charmouth.
If you would like an informal discussion or to know more about the role please call Sarah on 01297 445777 or email sarah.hill2@dorsetgp.nhs.uk after 10th November due to annual leave.
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.
- The
Assistant Practice Manager is responsible for:
- a.
Supporting
the Practice Manager in the day-to-day operations of the practice, ensuring
staff achieve their primary responsibilities
- b. Supporting the Practice Manager as
required with Practice based initiatives, QI projects and implementing
changes.
- c.
Contributing
to Implementing systems to ensure compliance with CQC regulations and
standards
- d.
Contributing
to Implementing and embedding an effective staff appraisal process
- e. Contributing to the development,
implementation and embedding of an effective practice training programme for
all staff
- f.
Coordinating
the practice diary, ensuring meetings are scheduled appropriately
- g.
Coordinating
internal and external meeting arrangements, preparing agendas and producing
minutes for meetings
- h.
Leading
the management of the clinical system, ensuring IT security and IG compliance
at all times and responding to and resolving all local IT issues
- i.
Actively
encouraging and promoting the use of patient online services
- j.
Updating
and acting as the focal point for the practice website and social media sites
and patient feedback
- k.
Guiding
the team to reach QOF targets (supported by the nursing and administrative
leads)
- l.
Managing
DNAs, providing data and planning tools coupled with liaison with identified
patients
-
Secondary
responsibilities
In addition to the primary responsibilities,
the Assistant Practice Manager may be requested to:
a.
Deputise
for the Practice Manager
b.
Lead
the management of the Patient Participation Group
c.
Implement
the complaints process, ensuring complaints are dealt with in a timely manner
and, where necessary, escalated to the next level
d.
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
e.
Monitor
and disseminate information on safety alerts and other pertinent information
f.
Support
the overall practice clinical governance framework, submitting reports for
OQF, enhanced services and other reporting requirements
g.
Brief
clinicians on performance levels, advising actions to ensure high achievement
across all QOF areas
h.
Maintain
the significant event database, providing advice to staff and briefing the
team at meetings as required
i.
Identify
trends and devise solutions to reduce risk and repeated occurrences of
significant events
j.
Support
the Practice Manager in the reviewing and updating of practice policies and
procedures
k. Responsible for updating the
appointment system to reflect leave and other approved absences
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.
- The
Assistant Practice Manager is responsible for:
- a.
Supporting
the Practice Manager in the day-to-day operations of the practice, ensuring
staff achieve their primary responsibilities
- b. Supporting the Practice Manager as
required with Practice based initiatives, QI projects and implementing
changes.
- c.
Contributing
to Implementing systems to ensure compliance with CQC regulations and
standards
- d.
Contributing
to Implementing and embedding an effective staff appraisal process
- e. Contributing to the development,
implementation and embedding of an effective practice training programme for
all staff
- f.
Coordinating
the practice diary, ensuring meetings are scheduled appropriately
- g.
Coordinating
internal and external meeting arrangements, preparing agendas and producing
minutes for meetings
- h.
Leading
the management of the clinical system, ensuring IT security and IG compliance
at all times and responding to and resolving all local IT issues
- i.
Actively
encouraging and promoting the use of patient online services
- j.
Updating
and acting as the focal point for the practice website and social media sites
and patient feedback
- k.
Guiding
the team to reach QOF targets (supported by the nursing and administrative
leads)
- l.
Managing
DNAs, providing data and planning tools coupled with liaison with identified
patients
-
Secondary
responsibilities
In addition to the primary responsibilities,
the Assistant Practice Manager may be requested to:
a.
Deputise
for the Practice Manager
b.
Lead
the management of the Patient Participation Group
c.
Implement
the complaints process, ensuring complaints are dealt with in a timely manner
and, where necessary, escalated to the next level
d.
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
e.
Monitor
and disseminate information on safety alerts and other pertinent information
f.
Support
the overall practice clinical governance framework, submitting reports for
OQF, enhanced services and other reporting requirements
g.
Brief
clinicians on performance levels, advising actions to ensure high achievement
across all QOF areas
h.
Maintain
the significant event database, providing advice to staff and briefing the
team at meetings as required
i.
Identify
trends and devise solutions to reduce risk and repeated occurrences of
significant events
j.
Support
the Practice Manager in the reviewing and updating of practice policies and
procedures
k. Responsible for updating the
appointment system to reflect leave and other approved absences
Person Specification
Experience
Essential
- Experience of working with the general public
- Experience of working in a healthcare setting
- Excellent communication skills (written, oral and presenting)
- Strong IT skills (generic)
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management (planning and organising)
- Ability to network and build relationships
- Ability to implement and embed policy and procedure
- Ability to motivate and train staff
- Polite and confident
- Flexible and cooperative
- Excellent interpersonal skills
- Motivated and proactive
- Ability to use initiative and judgement
- Forward thinker with a solution focused approach
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Confident, assertive and resilient
- Ability to drive and deliver change effectively
- Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
- Flexibility to work outside core office hours
- Disclosure Barring Service (DBS) check
- Maintain confidentiality at all times
- Full UK driving licence and willing to travel to external meetings
Desirable
- Experience of managing multidisciplinary teams
- Experience of performance management, including appraisal writing, staff development and disciplinary procedures
- Experience of successfully developing and implementing projects
- NHS/Primary Care general practice experience
- Relevant health and safety experience
- Ability to recognise opportunities to enhance service delivery
- Excellent leadership skills
- Strategic thinker and negotiator
- SystmOne user skills
- Proven problem solving and analytical skills
- This document may be amended following consultation with the post holder to facilitate the development of the role, the practice and the individual. All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the organisation.
Qualifications
Essential
- Good standard of education with excellent literacy and numeracy skills
Desirable
- Educated to A-level/equivalent or higher with relevant experience
- Leadership and/or management qualification
- AMSPAR qualification
Person Specification
Experience
Essential
- Experience of working with the general public
- Experience of working in a healthcare setting
- Excellent communication skills (written, oral and presenting)
- Strong IT skills (generic)
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management (planning and organising)
- Ability to network and build relationships
- Ability to implement and embed policy and procedure
- Ability to motivate and train staff
- Polite and confident
- Flexible and cooperative
- Excellent interpersonal skills
- Motivated and proactive
- Ability to use initiative and judgement
- Forward thinker with a solution focused approach
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Confident, assertive and resilient
- Ability to drive and deliver change effectively
- Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
- Flexibility to work outside core office hours
- Disclosure Barring Service (DBS) check
- Maintain confidentiality at all times
- Full UK driving licence and willing to travel to external meetings
Desirable
- Experience of managing multidisciplinary teams
- Experience of performance management, including appraisal writing, staff development and disciplinary procedures
- Experience of successfully developing and implementing projects
- NHS/Primary Care general practice experience
- Relevant health and safety experience
- Ability to recognise opportunities to enhance service delivery
- Excellent leadership skills
- Strategic thinker and negotiator
- SystmOne user skills
- Proven problem solving and analytical skills
- This document may be amended following consultation with the post holder to facilitate the development of the role, the practice and the individual. All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the organisation.
Qualifications
Essential
- Good standard of education with excellent literacy and numeracy skills
Desirable
- Educated to A-level/equivalent or higher with relevant experience
- Leadership and/or management qualification
- AMSPAR qualification
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.