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 an 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 as 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 subject access requests, information governance, taking the lead on health and safety 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 approximately 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 3 salaried GPs, nursing team, admin team and receptionists. Our staff are hardworking and dedicated and many of the staff have been here 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 and 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 ir meets demand
- co-ordinate and manage any changes to the practice leaflet/website/socials
- line manage and oversee the administration team
- oversee and/or organise annual leave for the admin team
- oversee staff inductions and training and ensuring all staff are adequately trained
- support and mentor staff
- 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
- maintain registration policies and monitor patient turnover and capitation
- run an effective complaints management system
- guide and support reception team leader to maximise satisfaction
- IT/Information governance
- Oversee SAR and GDPR responsibilities
- work with Caldicott Guardian to ensure that personal data is processed
- co-ordinate with DHCW for any IT issues
- Information Governance toolkit
Health and Safety
- You will lead and manage on the full range of their own and others health and safety
- Support infection prevention lead to ensure all staff adhere to their responsibilities
- Maintain an up to date knowledge of health and safety, infection control and best practice guidelines
- ensure personal security systems are adhered to
- make effective use of training to update knowledge and skills, initiate and manage training of others
Other Duties
- Contribute to the future development of the practice
- Deputise for the Practice Manager in their abscence
- Undertake any reasonable duties as required
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 and 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 ir meets demand
- co-ordinate and manage any changes to the practice leaflet/website/socials
- line manage and oversee the administration team
- oversee and/or organise annual leave for the admin team
- oversee staff inductions and training and ensuring all staff are adequately trained
- support and mentor staff
- 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
- maintain registration policies and monitor patient turnover and capitation
- run an effective complaints management system
- guide and support reception team leader to maximise satisfaction
- IT/Information governance
- Oversee SAR and GDPR responsibilities
- work with Caldicott Guardian to ensure that personal data is processed
- co-ordinate with DHCW for any IT issues
- Information Governance toolkit
Health and Safety
- You will lead and manage on the full range of their own and others health and safety
- Support infection prevention lead to ensure all staff adhere to their responsibilities
- Maintain an up to date knowledge of health and safety, infection control and best practice guidelines
- ensure personal security systems are adhered to
- make effective use of training to update knowledge and skills, initiate and manage training of others
Other Duties
- Contribute to the future development of the practice
- Deputise for the Practice Manager in their abscence
- Undertake any reasonable duties as required
Person Specification
Experience
Essential
- Leadership and management: experience in a leadership role or managing a team, with the ability to motivate and guide staff.
- Organisational: excellent ability to manage multiple tasks, prioritise effectively and meet deadlines
- Communication: strong written and verbal communication skills
- IT proficiency: competency in using healthcare management software, office suites incl word, excel etc
- Experience in dealing with patient enquiries and complaints.
- Ability to work effectively as part of a team.
Desirable
- Experience working in a GP practice, hospital or other healthcare environment.
Qualifications
Essential
- Relevant professional qualifications (e.g. management, healthcare administration) or equivalent experience
Person Specification
Experience
Essential
- Leadership and management: experience in a leadership role or managing a team, with the ability to motivate and guide staff.
- Organisational: excellent ability to manage multiple tasks, prioritise effectively and meet deadlines
- Communication: strong written and verbal communication skills
- IT proficiency: competency in using healthcare management software, office suites incl word, excel etc
- Experience in dealing with patient enquiries and complaints.
- Ability to work effectively as part of a team.
Desirable
- Experience working in a GP practice, hospital or other healthcare environment.
Qualifications
Essential
- Relevant professional qualifications (e.g. management, healthcare administration) or equivalent experience
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.
