An opportunity has arisen to employ a hard-working, self-motivated individual as an Assistant Practice Manager.
37.5 hours per week, working Monday - Friday.
This role will include supporting the smooth efficient day to day running of the practice. Assist the Practice Manager, undertaking duties as necessary. Provide Line Management/HR support to the Dispensary, Reception, Admin, Secretarial, Cleaning and Nursing Teams.
Main duties of the job
This Role will support the practice manager in the day to day smooth running of the practice. Deputise for the practice manager in their absence.
Line Management responsibility for the following departments (Dispensary, Reception, Admin, Secretarial, Cleaning & Nursing Teams), to include recruitment, appraisals, sickness return, welfare meetings, performance reviews, disciplinary meetings etc.
Management/Oversight of practice Patient Participation Group.
Complaints & Significant Event Investigations, liaising with patients/families to resolve incidents/complaints.
Protocol Management, ensuring protocols are reviewed, updated, current and disseminated. Ensuring compliance with Health & Safety, Fire Safety and Employment Law procedures.
Information Governance (GDPR) - ensuring the practice adheres to legislation.
Overview of Buildings / Grounds Maintenance. Co-ordinate repairs / replacements.
About us
Winterton Medical Practice is a forward thinking GMS Dispensing Practicebased in a small market town in North Lincolnshire over two sites. We are a Teaching practice and a Trainingpractice with the Hull York Medical School. We reside in purpose built premiseswhich includes a Minor Surgery Suite:
SystmOne Clinical System
High QOF Achiever
Rated Outstanding for the care given to our older population andGood in all other areas by CQC
Friendlysupportive practice team with a real commitment to high quality patientcare
We are part of an established Primary Care Network that is responsive to the changing climate of General Practice
Good local Schools and Colleges
Good road networks
Job responsibilities
WintertonMedical Practice
JobDescription
Management
Assisting the Practice Manager inthe day to day running of the practice undertaking duties as necessary.
Responsibility for the smoothrunning of the practice in the Practice Managers absence including dealingwith staffing and IT Issues.
Dispensary Management
LineManagement of the Dispensary Supervisor and oversight of her role andresponsibilities specifically around:
Tooversee the review of SOPS and ensure that all staff keep up to date with thecorrect processes
Investigateany issues raised by the dispensary supervisor regarding the CD Register.
managingthe risks associated with dealing with cytotoxic drugs
Arrangeand chair dispensing meetings and follow up on actions.
Overseeand deal with any issues associated with the adjoining pharmacy
LineManager responsibility for the dispensing team with support of the dispensarysupervisor, dealing with all HR related matters as well as completion of annualappraisals and competency checks. Follow up on PDP identified.
Managestaff sickness cover when necessary and maintain sickness records. Undertakereturn to work interviews following staff sickness with support of thedispensary supervisor.
Reception, Admin, Secretarial & Cleaning TeamManagement
LineManagement of the Reception Supervisor and oversight of her role andresponsibilities specifically around:
Managingstaff sickness cover when necessary and maintain sickness records. Undertakereturn to work interviews following staff sickness for the reception,administration. secretarial and Cleaning Team
LineManager responsibility for the reception, admin, secretarial and cleaning teamwith support of the reception supervisor, dealing with all HR related mattersas well as completion of annual appraisals. Follow up on PDP identified.
Checkstaff time sheets and calculate for the practice manager with the support ofthe reception supervisor.
Organiseand chair departmental meetings with the support of the reception supervisorand follow up on actions.
Nursing TeamManagement (Practice Nurse, HCA, CVD Care Coordinator, TNA and NA)
Responsibilityfor the nursing team, dealing with all HR related matters
Manage staff sickness cover when necessaryand maintain sickness records. Undertake return to work interviewsfollowing staff sickness.
Arrange appraisals for nursingteam with GPs or peer reviews with colleagues. Follow up on PDPidentified.
Attend Nurse Team Meeting andfollow up on actions as required.
Oversight of the nurse team rota,prepared by the practice nurse, ensuring compliance
Oversight of the nursing teamstock management/reordering system, ensuring stock levels are maintainedand rotated.
Ad hocManagement/Admin Duties
Set up staff files for new membersof staff and complete staff filing.
Participate/organise recruitmentfor departments where line management responsibilities are held.
Involvement with interviews fordepartments where line management responsibilities are held.
Organise and develop timetable forany work experience undertaken at the practice and provide support asrequired.
Management of PatientParticipation groups (face to face & virtual), ensuring relevantinformation is distributed as needed. Attendance at PPG meetings and ensureminutes are taken. Ensure that as directed by the Practice Manager thatall follow up action from the PPG meetings is completed with the supportof the reception supervisor.
Undertake Audit as necessary inrelation to the requirements of the practice.
Oversight of the practiceinduction process for the Hyms Students (Years 3, 4 & 5) as undertakenby the reception supervisor
Liaise with Ongo Recruitmentregarding practice apprentices and participate in review meetings withOngo and apprentice to monitor performance.
Monitor practice private fees listand research/update annually
Complaints & Significant EventsManagement
Actas the practice Complaints & Significant Event Administrative Lead for thepractice
Liaisewith all patients and family members regarding any complaints raised.
Investigate all complaints raisedby patients, liaising with staff members involved and the GP complaintslead/Practice Manager. Draft complaint response for sign off by the GPComplaints Lead or GP Partner.
Attend any complaints meetingswith the patient alongside the GP Complaints lead/GP Partner and documentmeeting minutes.
Maintain Complaint Log andcomplete the annual K041b submission
Investigate all significant eventsin the practice, liaising with staff involved as necessary and detailoutcome and implement any changes needed as a result of the investigationliaising with the practice manager as required. Identify events that areto be discussed at a clinical meeting. Ensure all significant events aresummarised for discussion/distribution at practice clinical meetings.Ensure full documentation is maintained for audit purposes on thesignificant event summary sheet.
Log significant event issues onto ICBportal for investigation
Policies & Procedures (Health&Safety,Fire Safety & Employment Law)
Ensure the day to day running ofthe practice adheres to current employment, health & Safety and firesafety legislation procedures.
Legionella compliance recordschecked and kept up to date.
Communicate Policies &Procedures to practice staff.
Participate in practice riskassessments alongside the Work Nest Health & Safety representative,identifying and prioritising risks and taking any necessary steps to ensureany possible risks are dealt with and the risk removed or managed. Keep upto date records on risk assessments undertaken in partnership with theHealth & Safety Support representative.
Manage the updates of Health &Safety, COSHH, Fire Safety and Employment Law Policies and Procedures andarrange staff training where necessary.
Arrange six monthly testing of thepractice fire procedure including an evacuation of the practice at bothWinterton & Burton Sites. Document staff in attendance and identifyany issues during the planned evacuation.
Manage and coordinate the annualreview of all practice policies, distributing to responsible staff forreview as necessary. Update policies in G Drive and Practice Index andmaintain Protocol review spreadsheet.
Manage compliance with PatientGroup Directions (PGDs) ensuring up to date directions are available,shared and accessible to the nursing team. Ensure all copies are fullysigned.
Information Governance (GDPR)
Ensure the practice adheres to legislation inrelation to Information Governance and the General Data ProtectionRegulation (GDPR)
Undertake Data Impact Assessments as necessary inline with GDPR.
Maintain the Practice Asset Register
Investigate and liaise with the practice dataprotection officer as needed regarding any reported data protectionbreaches.
Report to the ICO where necessary regarding anyreportable data breaches following agreement with the DPO, PracticeManager and GP IG Lead.
Act as SIRO (Senior Information Risk Officer) for thepractice.
Buildings/Equipment Maintenance
Overview of buildings and grounds at both practicesites to ensure they are kept tidy and well maintained. Liaise with GP partnersand/or Practice Manager regarding any remedial action required.
Manage and organise decorating rotation as requiredto maintain premises upkeep.
Organise deep cleans as required includingcarpet/blind cleaning.
Co-ordinate and manage repair work and maintenancefor the Practice through liaison and follow up with the caretaker andother external service providers.
Responsibility for ad-hoc purchase of equipment tomeet the needs of the Practice.
Person Specification
* Fluency in written / spoken English
Experience
* At least 2 years HR / Staff Management experience.
* Ability to work as a team and autonomously and be able to lead the team.
* Have problem solving and analytical skills.
* Ability to work in a busy environment and prioritise work effectively, working on own initiative. Ability to work to deadlines and have flexibility to meet the practice needs.
* Good level of IT experience / Knowledge.
* Full UK driving licence and vehicle as the role will involve working over two practice sites (however reasonable adjustments will be made for disabled individuals in line with the equality Act 2010).
* Experience of working in Primary Care or other Healthcare Setting.
* High level knowledge of Microsoft Office Systems.
* Experience with Complaint Management.
* A good understanding/knowledge of the General Data Protection Regulation (GDPR) and associated guidance.
* Experience working in a previous Assistant Practice Manager Role.
Qualifications
* GCSE (or equivalent) Mathematics and English Grade C or above.
* Human Resource Training.
* Management Training.
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.
£29,000 to £34,500 a yearDependent on Experience
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