Job summary
Are
you ambitious and ready to make the move to a position of responsibility within
a well-managed and respected GP Practice in Cardiff?
We
are currently looking to employ a hard-working, self-motivated individual as Assistant Practice Manager to support
the Practice Manager and provide staff leadership in Birchgrove Surgery.
Owing
to the complexity of working in Primary Care, prior experience in a role
similar to this will be advantageous, but is not essential training will be
provided for the right candidate.
Main duties of the job
This role is primarily responsible for the smooth running of the practices administrative operations; overseeing the admin team, monitoring disease registers, overseeing SARs/information governance, and taking the lead on H&S and IT support. The successful applicant also plays a significant role in other key areas of the practice, and will work closely with the Practice Manager.
About us
Birchgrove Surgery is a well established practice serving nearly 11,000 patients. We have a purpose built premises with ample parking and easy access to the M4, city centre, and Cardiff Bay area.
There are 5 GP partners, who work alongside our 2 salaried GPs, our nursing team, and our reception and admin staff. Our staff are all hardworking and dedicated, and many of of staff have been with us for many years. We maintain a friendly working environment, and organise regular socials/excursions outside of work!
Job description
Job responsibilities
Organisational
- Convene staff meetings, prepare agendas and ensure distribution of minutes as necessary.
- Develop practice protocols and procedures, review and update as required.
- Implement Health & Safety policies and procedures and keep abreast of current legislation, with support and advice provided by Croner.
- Support the Practice manager to implement any new Welsh Assembly/GMS contract changes to patient services.
- Maintain and review appointment capacity to ensure it meets demand.
- Co-ordinate and manage any changes to the practice leaflet/website/app.
- Line manage and oversee the administration team.
- Oversee and/or organise annual leave for the reception and admin team
- Oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role.
- Support and mentor staff, both as individuals and as team members.
- Routinely monitor and assess practice performance against patient access and demand management targets.
- Liaise with and support the Nurse Manager, Reception Team Leader, and Practice Manager to ensure the practice is running efficiently.
- Support practice-based initiatives, QI projects and implementing changes within the practice.
Patient services
- Ensure service development and delivery is in accordance with and complies to local and national guidelines, and meeting GMS contractual obligations.
- Oversee disease registers and ensure they are being run effectively
- Maintain registration policies and monitor patient turnover and capitation.
- Oversee and/or develop repeat prescribing systems.
- Oversee and/or develop and manage an effective appointment system with support from the management team and partners.
- Develop, implement and run an effective complaints management system.
- Guide and support Reception Team Leader to maximise patient satisfaction.
- Set targets and monitoring standards for data entry and data collection.
- IT/Information Governance
- Oversee Subject Access requests/GDPR responsibilities
- Work with the Caldicott Guardian to ensure that personal data is processed in accordance with the Caldicott Principles.
- Co-ordinate with DHCW for any IT issues and act as point of contact for any staff requiring IT support
- Maintain and complete the Information Governance Toolkit
- Monitor the efficient production of medical and insurance reports, private letters and Subject Access Requests.
Health and Safety- The post-holder will implement, lead and manage on the full range of their own and others Health, Safety and Security as defined in the Practice Health and Safety Policy, the Practice Infection Control Policy and published procedures and legislation.
- Support the Infection Prevention Lead to ensure all staff across the Practice adhere to their individual responsibilities for infection control and health and safety using a system of observation, audit, hazard identification, reporting and risk management.
- Maintain an up-to-date knowledge of health and safety and infection control, statutory and best practice guidelines and ensure implementation across the business.
- Ensure personal security systems with the workplace are adhered to across the practice.
- Make effective use of training to update knowledge and skills and initiate and manage the training of others.
Health Inspectorate Wales (HIW)
- Work with the Practice Manager to ensure that the Practice meets the standards laid down by Health Inspectorate Wales (HIW).
- Act as a focal point within the Practice for matters pertaining to HIW standards.
Other Duties
- Contribute to the future development of the practice by communicating ideas/patient and staff needs to the Practice Manager/Partners.
- Deputise for the Practice Manager in their absence.
- Undertake any reasonable duties as required of the post.
Job description
Job responsibilities
Organisational
- Convene staff meetings, prepare agendas and ensure distribution of minutes as necessary.
- Develop practice protocols and procedures, review and update as required.
- Implement Health & Safety policies and procedures and keep abreast of current legislation, with support and advice provided by Croner.
- Support the Practice manager to implement any new Welsh Assembly/GMS contract changes to patient services.
- Maintain and review appointment capacity to ensure it meets demand.
- Co-ordinate and manage any changes to the practice leaflet/website/app.
- Line manage and oversee the administration team.
- Oversee and/or organise annual leave for the reception and admin team
- Oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role.
- Support and mentor staff, both as individuals and as team members.
- Routinely monitor and assess practice performance against patient access and demand management targets.
- Liaise with and support the Nurse Manager, Reception Team Leader, and Practice Manager to ensure the practice is running efficiently.
- Support practice-based initiatives, QI projects and implementing changes within the practice.
Patient services
- Ensure service development and delivery is in accordance with and complies to local and national guidelines, and meeting GMS contractual obligations.
- Oversee disease registers and ensure they are being run effectively
- Maintain registration policies and monitor patient turnover and capitation.
- Oversee and/or develop repeat prescribing systems.
- Oversee and/or develop and manage an effective appointment system with support from the management team and partners.
- Develop, implement and run an effective complaints management system.
- Guide and support Reception Team Leader to maximise patient satisfaction.
- Set targets and monitoring standards for data entry and data collection.
- IT/Information Governance
- Oversee Subject Access requests/GDPR responsibilities
- Work with the Caldicott Guardian to ensure that personal data is processed in accordance with the Caldicott Principles.
- Co-ordinate with DHCW for any IT issues and act as point of contact for any staff requiring IT support
- Maintain and complete the Information Governance Toolkit
- Monitor the efficient production of medical and insurance reports, private letters and Subject Access Requests.
Health and Safety- The post-holder will implement, lead and manage on the full range of their own and others Health, Safety and Security as defined in the Practice Health and Safety Policy, the Practice Infection Control Policy and published procedures and legislation.
- Support the Infection Prevention Lead to ensure all staff across the Practice adhere to their individual responsibilities for infection control and health and safety using a system of observation, audit, hazard identification, reporting and risk management.
- Maintain an up-to-date knowledge of health and safety and infection control, statutory and best practice guidelines and ensure implementation across the business.
- Ensure personal security systems with the workplace are adhered to across the practice.
- Make effective use of training to update knowledge and skills and initiate and manage the training of others.
Health Inspectorate Wales (HIW)
- Work with the Practice Manager to ensure that the Practice meets the standards laid down by Health Inspectorate Wales (HIW).
- Act as a focal point within the Practice for matters pertaining to HIW standards.
Other Duties
- Contribute to the future development of the practice by communicating ideas/patient and staff needs to the Practice Manager/Partners.
- Deputise for the Practice Manager in their absence.
- Undertake any reasonable duties as required of the post.
Person Specification
Qualifications
Essential
- relevant professional qualifications (e.g., in management, healthcare administration), or equivalent experience
Experience
Essential
- Leadership & Management: Experience in a leadership role or managing a team, with the ability to motivate and guide staff.
- Organisational Skills: Excellent ability to manage multiple tasks, prioritise effectively, and meet deadlines.
- Communication: Strong written and verbal communication skills, including the ability to communicate clearly with patients, staff, and external stakeholders.
- IT Proficiency: Competency in using healthcare management software, Microsoft Office Suite (including Word, Excel, and Outlook), and other relevant systems, e.g. EMIS.
- Problem-Solving: Ability to identify and resolve issues, both independently and as part of a team.
- Healthcare Knowledge: Understanding of HIW standards, health and safety regulations, and other relevant policies and procedures.
- Customer Service: Experience in dealing with patient inquiries and complaints.
- Adaptability: Ability to work in a fast-paced and changing environment, with the ability to adapt to new situations and technologies.
- Teamwork: Ability to work effectively as part of a team, providing support and guidance to colleagues.
- Time Management: Ability to manage time effectively and work to deadlines.
Desirable
- Experience working in a GP practice, hospital, or other healthcare environment.
- Understanding of QOF registers and managing/overseeing an effective patient recall system for chronic disease management.
- Proficient in running quality improvement projects.
Person Specification
Qualifications
Essential
- relevant professional qualifications (e.g., in management, healthcare administration), or equivalent experience
Experience
Essential
- Leadership & Management: Experience in a leadership role or managing a team, with the ability to motivate and guide staff.
- Organisational Skills: Excellent ability to manage multiple tasks, prioritise effectively, and meet deadlines.
- Communication: Strong written and verbal communication skills, including the ability to communicate clearly with patients, staff, and external stakeholders.
- IT Proficiency: Competency in using healthcare management software, Microsoft Office Suite (including Word, Excel, and Outlook), and other relevant systems, e.g. EMIS.
- Problem-Solving: Ability to identify and resolve issues, both independently and as part of a team.
- Healthcare Knowledge: Understanding of HIW standards, health and safety regulations, and other relevant policies and procedures.
- Customer Service: Experience in dealing with patient inquiries and complaints.
- Adaptability: Ability to work in a fast-paced and changing environment, with the ability to adapt to new situations and technologies.
- Teamwork: Ability to work effectively as part of a team, providing support and guidance to colleagues.
- Time Management: Ability to manage time effectively and work to deadlines.
Desirable
- Experience working in a GP practice, hospital, or other healthcare environment.
- Understanding of QOF registers and managing/overseeing an effective patient recall system for chronic disease management.
- Proficient in running quality improvement projects.
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.
