Assistant to Practice Manager

Job description

Job responsibilities

The post holder will be required to support the Practice Manager to ensure a safe and efficient running of the Surgery and aspects of the Primary Care Network (PCN). Working within the management team, you will be supporting the Practice Manager to monitor budgets; operational capacity, developing and communicating new projects to meet the day-to-day demand placed on the services.

You will be responsible for coordinating recruitment, monitoring HR legislation compliance and supporting the development of a strong governance structure through the use of documentation.

Roles & Responsibilities:

Working with the Practice Managers to implement changes: Supporting recruitment and successful induction and integration of new roles across the network,

Support the development and presentation of papers and proposals.

Support processes required to ensure CQC compliance.

Undertake audits and surveys as required to enable and support project delivery.

Manage specific projects such as the Covid & Flu campaign

Support the collection and presentation of key data enabling visibility against key performance indicators

Draft, monitor and maintain governance documents such as policies and procedures

Respond to complaints and incident reports using provided templates and Practice Managers support

Monitor, collate and present complaints and incident reports

Organise meetings and attendees when required

The above areas of responsibility are an indication of the role and could be subject to change as the impact of primary care network commissioning evolves.

Maintain confidentiality

Maintain HR filing systems and records

Financial Management

Working closely with the Practice Manager to oversee invoices, debt management and budget presentations

Coordinate monthly claims for ARRS funding through the ARRS portal.

Support the development of bids for new money and funding streams as they become available to the Surgery or PCN.

Strategy and Leadership

Operate alongside the Partners and Practice Manager as a key member of the management team.

Work with the Practice Managers to clarify objectives and priorities for network delivery in line with operational realities, financial parameters and contract requirements.

Supplementary Information

This job description should be read alongside the Employee Handbook for current staff and the Practice profile

Person Specification

Other job related requirements

Essential

• Personable and approachable
• Self-motivated and able to work on own initiative
• Customer focused
• Confidential and conscientious with attention to detail
• Hard working, reliable and resourceful
• Flexible approach to the role & duties
• The ability & willingness to travel to meetings & courses
• Non-smoking environment
• Sufficient English language fluency as required under the Immigration Act 2016

Qualifications

Essential

• Evidence of a sound education to A level standard or equivalent
• Evidence of continuing professional development
• IT literate to include Microsoft Word, Excel and Outlook

Desirable

• Degree level certification

Experience

Essential

• Previous experience in administration or office management
• Experience and success of communicating with people at all levels
• Experience of managing and maintaining controlled documents
• Experience of working with and presenting data

Desirable

• Administrative experience in the NHS or in general practice
• Experience of working with recruitment agencies and HR monitoring of locum staff
• Experience of managing invoices and accounting systems

Knowledge & Skills

Essential

• Excellent written & verbal skills
• Ability to manage own workload
• Flexibility to respond to change
• Confident attitude with the ability to work under pressure
• Customer service and complaints resolution
• Negotiating and managing conflict

Desirable

• Presentation skills

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

Merchiston Surgery

Address

Merchiston Surgery

Highworth Road

Swindon

Wiltshire

SN3 4BF

Employer's website

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