Job summary
Are you a Deputy or Assistant Practice Manager who enjoys the day job but would like a more supported role?
CGPN are an established GP Federation covering Cambridge and surrounding areas. We are looking for a motivated Assistant Practice Manager to lead Cherry Hinton & Brookfields Medical Centre with the Practice Manager. You will have experience with management in the NHS and be responsible for the day-to-day operations within the practice but will benefit from the support of our excellent GP federation Senior Management Team and Practice Manager
You wont have to deal with payroll and wont be alone when it comes to HR or finance
If this appeals, read on.
Main duties of the job
To support the Practice Manager and service delivery of the Medical Centre supporting all aspects of practice functionality & management, line managing administrative staff, and other non-clinical staff ensuring the practice achieves its long-term objectives in a safe and effective working environment and to deputise in their absence.
About us
Welcome to Cherry Hinton & Brookfields Medical Centre
Welcome to CGPN
We are Cambs GP Network - a Federation of Practices across Cambridge and surrounding villages, with a social enterprise ethos - wholly owned by our local member practices.
Cherry Hinton & Brookfields Medical Centre has a main practice and hub location with 9,470 patients - cared for by a supportive team. The clinical team includes a Team of GPs, GP Lead, Lead Nurse, Advanced Nurse Practitioners and HCAs as well as a Pharmacist, in addition we have Social Prescribers and a Pharmacy Team as part of Cambridge City Four PCN.
The practice also has an Practice Manager, Medical Secretary Lead and Patient Administrator lead, all supporting the managed structure of the practice.
The finance / payroll and HR elements of the role are all manged centrally by the CGPN Head Office to allow you as the Assistant Practice Manager the space to focus on the day to day management and development of the practice.
Cherry Hinton & Brookfields Medical Centre is a traditional practice supporting old-fashioned face-to-face high-quality consulting, that has the support of a bigger network in the form of Cambs GP Network, so you can focus on patients, not firefighting and be sure of transparent and stable running of the practice.
Job description
Job responsibilities
To support the Practice Manager and service delivery of the Medical Centre supporting all aspects of practice functionality & management, line managing administrative staff, and other non-clinical staff ensuring the practice achieves its long-term objectives in a safe and effective working environment and to deputise in their absence.
Primary Areas of Responsibility
Human Resources
- Conduct staff 1:1s for the Clerical team alongside the Practice Manager
- Providing Leadership and guidance alongside the Lead Patient Administrator to the Patient Administrative Team
- Support Practice Manager in planning and co-ordinating the recruitment, induction and training of new staff.
- Evaluate, organise and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role
- Ensure the maintenance of proper personnel and attendance records
- Support HR processes including sickness reviews and performance management.
- Encourage team-working, promote the 'one practice' concept across the two surgery sites
Policy and Planning
- To deputise in the Practice Managers absence
- To support the Practice Manager in meeting the requirements of all regulatory bodies
- To read, be aware of and contribute to all the primary Care KPIs and relevant targets and contractual obligations, including.
- Enhanced Services
- Locally Commissioned Services
- QOF (Quality Outcomes Framework)
- GP Contract
- Medicines Management and additional Services.
- CQC requirements
- Liaising with external stakeholders and agencies such as the Cambridgeshire & Peterborough ICB, NHSE & NHS Property Services
- Monitor group mailboxes, ensuring information is disseminated efficiently
- Maintain a working knowledge of ICB initiatives
- Developing content for and attending Practice Meetings alongside the Practice Manager
- Attend refresher and update training as required
- Liaise with other local practices through the practice managers' forum and other relevant forums.
- Act in accordance with the CGPN rules and code of conduct
- Supporting with IT issues
Management of Premises, Equipment and Stock
- Coordinate Portable appliance testing & calibration of equipment
- Ensure adherence to health and safety and fire procedures throughout the practice and relevant training and updates are undertaken as required by all practice staff.
- Ensure that Practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place
Management of Information Technology Systems
- Oversight of Online Triage system to ensure efficient usage
- Ensure the training of all personnel and users of the practice IT systems
- Adding new users to the practice clinical system/NHS email
- Maintain the Practices website
Confidentiality
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, CGPN staff and other healthcare workers. They may also have access to information relating to CGPN as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of CGPN may only be divulged to authorised persons in accordance with CGPN policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & Safety
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the CGPN Health & Safety Policy, to include:
- Using personal security systems within the workplace according to CGPN guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Reporting potential risks identified
Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with CGPN procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development
The post-holder will participate in any training programme implemented by CGPN as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality
The post-holder will strive to maintain quality within CGPN, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
Communication
The post-holder should recognise the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise peoples needs for alternative methods of communication and respond accordingly
This job description is not exhaustive and is indicative of the role of The Assistant Practice Manager. There may be other duties that you will be expected to undertake in line with the responsibility of this position.
Job description
Job responsibilities
To support the Practice Manager and service delivery of the Medical Centre supporting all aspects of practice functionality & management, line managing administrative staff, and other non-clinical staff ensuring the practice achieves its long-term objectives in a safe and effective working environment and to deputise in their absence.
Primary Areas of Responsibility
Human Resources
- Conduct staff 1:1s for the Clerical team alongside the Practice Manager
- Providing Leadership and guidance alongside the Lead Patient Administrator to the Patient Administrative Team
- Support Practice Manager in planning and co-ordinating the recruitment, induction and training of new staff.
- Evaluate, organise and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role
- Ensure the maintenance of proper personnel and attendance records
- Support HR processes including sickness reviews and performance management.
- Encourage team-working, promote the 'one practice' concept across the two surgery sites
Policy and Planning
- To deputise in the Practice Managers absence
- To support the Practice Manager in meeting the requirements of all regulatory bodies
- To read, be aware of and contribute to all the primary Care KPIs and relevant targets and contractual obligations, including.
- Enhanced Services
- Locally Commissioned Services
- QOF (Quality Outcomes Framework)
- GP Contract
- Medicines Management and additional Services.
- CQC requirements
- Liaising with external stakeholders and agencies such as the Cambridgeshire & Peterborough ICB, NHSE & NHS Property Services
- Monitor group mailboxes, ensuring information is disseminated efficiently
- Maintain a working knowledge of ICB initiatives
- Developing content for and attending Practice Meetings alongside the Practice Manager
- Attend refresher and update training as required
- Liaise with other local practices through the practice managers' forum and other relevant forums.
- Act in accordance with the CGPN rules and code of conduct
- Supporting with IT issues
Management of Premises, Equipment and Stock
- Coordinate Portable appliance testing & calibration of equipment
- Ensure adherence to health and safety and fire procedures throughout the practice and relevant training and updates are undertaken as required by all practice staff.
- Ensure that Practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place
Management of Information Technology Systems
- Oversight of Online Triage system to ensure efficient usage
- Ensure the training of all personnel and users of the practice IT systems
- Adding new users to the practice clinical system/NHS email
- Maintain the Practices website
Confidentiality
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, CGPN staff and other healthcare workers. They may also have access to information relating to CGPN as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of CGPN may only be divulged to authorised persons in accordance with CGPN policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & Safety
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the CGPN Health & Safety Policy, to include:
- Using personal security systems within the workplace according to CGPN guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Reporting potential risks identified
Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with CGPN procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development
The post-holder will participate in any training programme implemented by CGPN as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality
The post-holder will strive to maintain quality within CGPN, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
Communication
The post-holder should recognise the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognise peoples needs for alternative methods of communication and respond accordingly
This job description is not exhaustive and is indicative of the role of The Assistant Practice Manager. There may be other duties that you will be expected to undertake in line with the responsibility of this position.
Person Specification
Other
Essential
Experience
Essential
- Experience of working in General Practice.
- Experience of working within a busy environment, and dealing with members of the general public
Desirable
- Experience of working in a General Practice Leadership position
- Experience of customer service delivery
Knowledge
Essential
- Knowledge of SystmOne/EMIS or other GP IT systems
- Knowledge of General Practice
Skills, Abilities and Personal Qualities
Essential
- Excellent communication, presentation, and interpersonal skills.
- Able to build relationships and work well with a diverse range of professionals and with the public
- A proven ability to deal effectively with difficult and contentious situations whilst maintaining positive working relationships
- Able to problem solve and respond to sudden demands
- Excellent organisational skills
- Self-motivated and able to organise own workload with minimal supervision
- Confident in the use of Microsoft Office
- Strong IT skills
Desirable
- Pro-active and a forward thinker
- Able to work autonomously
Qualifications
Essential
- Educated to GCSE Level or Equivalent
Desirable
Person Specification
Other
Essential
Experience
Essential
- Experience of working in General Practice.
- Experience of working within a busy environment, and dealing with members of the general public
Desirable
- Experience of working in a General Practice Leadership position
- Experience of customer service delivery
Knowledge
Essential
- Knowledge of SystmOne/EMIS or other GP IT systems
- Knowledge of General Practice
Skills, Abilities and Personal Qualities
Essential
- Excellent communication, presentation, and interpersonal skills.
- Able to build relationships and work well with a diverse range of professionals and with the public
- A proven ability to deal effectively with difficult and contentious situations whilst maintaining positive working relationships
- Able to problem solve and respond to sudden demands
- Excellent organisational skills
- Self-motivated and able to organise own workload with minimal supervision
- Confident in the use of Microsoft Office
- Strong IT skills
Desirable
- Pro-active and a forward thinker
- Able to work autonomously
Qualifications
Essential
- Educated to GCSE Level or Equivalent
Desirable
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.
