Deputy Practice Manager

Job description

Job responsibilities

Main Responsibilities

Organisational

Support the Practice Manager to prepare and annually update the Practice Development Plan, overseeing the implementation of the aims and objectives.

Work closely with the Practice Manager to understand the practice finance.

Attend and contribute to management and clinical meetings as required.

Organise meetings, prepare agendas, take minutes and ensure distribution of minutes as necessary.

Work with the Practice Manager and the HR team to develop, review and communicate any new or amended policies and procedures.

Collate relevant CQC information, attend meetings, facilitate investigations and address any queries that arise.

Ensure that the practice has adequate disaster recovery procedures and contingency plans in place.

Cover for the Practice Manager as and when required.

Maintain stock levels of clinical equipment, ensuring timely ordering of low stock items within budget.

Trouble shoot any problems within the practice as they arise and work to offer suitable solutions.

Premises and Facilities Management

Ensure that the practice premises are kept in a good state of repair and decoration in line with the lease agreement, liaising with the Operations Manager where necessary.

Ensure that the practice premises are properly maintained and cleaned, and that adequate fire prevention and security systems are in place.

Liaise and meet with third party organisation in regard to repairs, maintenance and cleaning. This may include obtaining and negotiating quotes, liaising with the Operations Manager for contract sign off and scheduling the work.

Ensure that all staff and visitors are aware of security and fire procedures and that these are correctly followed.

Maintain contract as required with the other practice that shares the practice building as well as those providing services from our share of the practice building.

Negotiate initial service contracts and renewals with potential contractors ensuring that the practice obtains the most effective service at the optimum price.

Maintain an awareness of any potential Health and Safety hazards, ensure risk assessments are completed (i.e.COSHH) and escalate any high risk areas where necessary.

Patient Services

Routinely monitor and assess practice performance against patient access and demand management targets.

Oversee the development and implementation of an effective complaints management system.

Liaise with patient groups.

Communication

Develop and maintain effective channels of communications both within the practice and with relevant third-party organisations.

Respond in a timely manner to communications from the CCG, NHSE and other third-party organisations.

Deal with incoming mail, emails and telephone calls relating to the practice as an organisation, action matters appropriately and communicate relevant material to partners and practice staff.

Line Management

Support the HR team with the recruitment and retention of staff, including interview and induction.

Mentor, supervise and develop new and existing staff, ensuring participation in required training.

Understand staffing levels within target budgets and monitor skill mix and the deployment of staff.

Organise GP and Administration timetables, duty rotas and holiday cover in a timely manner, always ensuring adequate staffing and sufficient cover.

Monitor and approve any overtime for the GPs and Administration team within the agreed baseline budgets.

Undertake staff 1:1, appraisals, and sign off probationary periods with sufficient evidence.

Review sickness, annual leave and performance of direct reports, dealing with any issues appropriately and liaising with the HR team where necessary.

Work with the HR Team to facilitate effective resolution of disputes and grievances as and when required.

Promote Invicta Health organisational values and behaviour and ensure staff work toward these and adhere to all policies and procedures.

Information Management and Technology

Motivate and support staff in the use of IT; organising, overseeing and evaluating IT training to ensure effective data entry and data collection outcomes and achievement of the Information Governance toolkit, requirements under CQRS etc.

Ensure that the practice has effective IT data security, back-up, maintenance, and disaster recovery plans in place.

Maintain the practices website and update NHS Choices sites.

Person Specification

Qualifications

Essential

• Good level of education including competent levels of numeracy and
• literacy.
• Numerate and IT literate including use of Microsoft Office.
• A demonstrable commitment to professional development.

Desirable

• Hold a relevant management qualification

Experience

Essential

• Proven experience within a customer experience environment.
• Proven experience of administration systems.
• Experience of dealing with external organisations at management or
• supervisory level.
• Experience of dealing with members of the public.
• Previous management or supervisory experience.

Desirable

• Previous experience within a GP Practice / NHS
• Experience of Patient Participation Groups / patient forums.

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

Invicta Health CIC

Address

Martello Health Centre

20 Chapel Road

Dymchurch

Romney Marsh

Kent

TN29 0TD

Employer's website

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