Assistant Practice Manager

Job description

Job responsibilities

Job description

Job responsibilities

Supervisory Duties:

Provide day to day support, leadership, first line management and guidance for the practice team, ensuring an efficient and professional manner is maintained and to provide cover to the reception team, when needed.

Co-ordinate staff to ensure all tasks are completed on a daily basis to include, but not limited to, Appointment management, issuing of Scripts, Doc man and workflow.

Produce rotas for reception team whilst taking into account all leave, training and any other issues which need to be included or may impact on the rotas. Ensuring that there is adequate cover and developing solutions to maintain safe staffing levels where necessary.

Receive staff annual leave requests from staff members and manage staff annual leave. Monitoring and recording reception staff annual leave. Monitor staff attendance, sickness absence and annual leave. Use the HR package from peninsula called Bright to record and monitor leave.

Identify any training needs for reception and administration staff discuss with the practice manager and arrange/provide necessary training.

Act as a role model to reception staff, supporting, motivating and promoting good staff relations.

Assist the practice manager to ensure all Practice Protocols and Standard Operating Procedures are understood and adhered to.

Assist the practice manager and take instructions from her to ensure all staff are aware of the disciplinary and grievance procedure and have an understanding of health & safety.

Coordinate the activities of the reception and administration team daily and provide training with support from Management team to new and existing staff where appropriate.

Ensure that the front desk premises are kept tidy and clean at all times.

Assist the practice manager to ensure compliance with all company policies, procedures, and guidelines are updated.

Manage day to day issues that may arise within the team or with individuals.

Weekly briefings with the Practice Manager .

Regularly evaluate quality of individual and team performance

Support the practice manager with the annual appraisal process for reception and administration staff

Reception Duties:

Deal with both general and more complex enquiries from patients and general public

First point of contact for dealing with patient concerns and informal complaints relation to reception functions.

Deal with complaints as a complaints manager and where appropriate referring any issues with the Practice Manager.

Monitor the appointment system on a daily basis, ensuring patients are booked in with correct clinicians.

Oversee requests for repeat prescriptions where required

Promote NHS App to patients to allow the patients choice in how to manage their prescription

Administrative Duties:

To ensure all information is up to date/current and communicate information with all reception staff, ensuring relevant changes are embedded. Amendment of processes and procedures in agreement with the practice manager.

To undertake a variety of administrative duties to assist in the smooth running of the practice including management of patient registrations and ensure process followed for deductions and amendments

To support the practice management team in achieving QOF standards and targets e.g. booking appointments, clinics.

To support the Practice Manager in sending out group letters, texts etc.

To support the Practice Manager with the day-to-day operations of the Practice.

Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.

Ensuring the patient information boards are kept up to date and current

Check on stocks both clinical and non clinical and have a full proof system for ordering supplies and monitoring stock.

Responding to emails, telephone calls, letters and giving information and taking due care in relation to Data Protection Act.

Collate and store any documentary evidence for audit purposes

IT/Data:

Identify IT training needs for reception staff.

Data Quality:

Monitor data entered to ensure correct codes used by reception staff.

Laise with the GP IT team and report to the Practice Manager

General

Offer flexibility to cover annual leave or sickness of colleagues within the reception team

Project a positive, confident and friendly image to patients and visitors at all times

Respond well to work pressures and use own initiative

Support the ongoing development of the Practice

Undertake any other duties as requested by the Partners or Practice Manager.

Education and Training

Ensure own knowledge and skills are kept up to date and in line to any changes

Ensuring self and others attend any mandatory training sessions or up-dates

To ensure all information is up to date/current and communicate information with all reception staff, ensuring relevant changes are embedded. Amendment of processes and procedures in agreement with the practice manager.

To undertake a variety of administrative duties to assist in the smooth running of the practice including management of patient registrations and ensure process followed for deductions and amendments

To support the practice management team in achieving QOF standards and targets e.g. booking appointments, clinics.

To support the Practice Manager in sending out group letters, texts etc.

To support the Practice Manager with the day-to-day operations of the Practice.

Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures.

Person Specification

Experience

Essential

• Experience
• Previous experience in managing staff including HR management
• Previous experience in working in a patient customer focused enviornment
• experience of micro soft software
• experience of providing training to staff

Desirable

• Experience of working in General Practice
• Experience of working in Primary care

Qualifications

Essential

• GCSE grade A to C in English and Maths
• Good standard of secondary education
• Evidence of recent continuous professional development
• Experience
• Previous experience in managing staff including HR management
• Previous experience in working in a patient customer focused enviornment
• experience of micro soft office software.
• Additional Criteria
• Positive role model
• High standard of work

Desirable

• Management or Administrative qualification
• Experience of General Practice or the NHS
• Experience of using clinical software systems including Emis WEB and Docman

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

Pennine Drive Surgery

Address

8 Pennine Drive

London

NW2 1PA

Employer's website

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