Job summary
(See document in supporting information section for more details)
To work with thepractice manager and the partners in the daily operational duties of thepractice in line with the GMScontract; CQC and statutoryresponsibilities.
The post holderwill take shared responsibility for the smooth running of the surgery. Key responsibilities will include appointment management, premises management and Health &Safety. Shared responsibilities will include HR; Trainee management: IT management; CQC and Information Governance.
General practicecontinues to change, and the post holder will be expected to assist, and atsometimes project manage new pathways, contract changes and service delivery.
Main duties of the job
The headings below will embrace the main but not all aspects of the job. The integral aspect of the job role is for the person to work with the practice manager and the partners to ensure the smooth running of the Surgery.
Registrations
Appointment management for GP's and GP Trainees
Premises and Equipment Management
Health & Safety
Human Resources
General Management
Trainee Management
Information Technology
CQC and Information Governance
About us
The Surgery is located at 28 Laycock Street, London N1 1SW. It has excellent transport links as within walking distance of Highbury and Islington tube and Overground stations.
It is a purpose-built surgery and there are two surgeries within the building - Islington Central Medical Centre and Roman Way Medical Centre. Although there are two, it is the same Partners and Staff for both of the surgeries and the Practice Manager is the manager for both. The combined list size is 24,000 patients. At some point in the near future, it is the intention to merge the two surgeries. As the surgeries are in the same building, staff and doctors work across both surgeries.
The Operations Manager would be the Operations Manager for both Islington Central and Roman Way.
We are a teaching and training practice, meaning that we host Medical Students as well as GP trainees. It is a very busy Practice. We have a cohesive and well-supported team who work together and strive to deliver care that we would expect for our own families.
Job description
Job responsibilities
(See document in supporting information section for more details)
Registrations
Registrations of new patients are done efficiently such thatpatients are registered within 72 hours. Ensurethat registration queries are dealt with in a timely and efficient manner. Deductions are dealt with in a timely and efficient manner. Work with the team to ensure that registrationprocess for patients either online of face to face is efficient and notperceived to be obstructive.
Appointmentmanagement for GPs
Plan and co-ordinate the GP appointment rota toinclude extended hours, additionalhours and specialized clinics and ensure that this data is capture accurately by NHSE.
Arrange locum cover where applicable in line withpractice policies and annually agreed budget.
Ensure all locumsare employed withinpractice and CQC guidelines.
Arrange access for staff to the clinical system,including smartcard access and assigning prescribing codes/roles.
Co-ordinate GP leave, studyleave.
Premises and Equipment Management
Be first point of contact for matters relatedto the management of the premises.
Coordinate premises and equipment management andensure all statutory and CQC requirements are met.
Maintain the practice asset register.
Co-ordinate routine checkingof fire alarms; emergency lighting, heating, water safety and any otheraspects to ensure safe running of surgery and CQC compliance.
Co-ordinate with third party equipment suppliersincluding the telephone system andother clinical and non-clinical software.
Coordinate the rental of roomsto outside agencies.
Have a robust system in place so that the roomsare adequately and appropriately stocked and implement a system to ensure thatthis happens in a regular and efficient basis.
Have a system in place to ensure clinicalwaste is handled appropriately on a weekly basis.
Health & Safety
Ensure all aspects of Health & Safety are met
Using appropriate infectioncontrol procedures
Reporting potential risks identified.
Carrying out audits and risk assessments and beresponsible for ensuring that any actions are followed up.
Review and update the practice Health &Safety policy to ensure compliance with CQCand statutory obligations.
Ensure staff are aware of Health and Safety/Infection Control issues and are trained appropriately.
Human Resources
Induction of all non-GP staff.
Maintain HR records in accordance with CQC and statutory obligations.
Periodically review all HR policies to ensurecompliance with statutory regulations.
To undertakeall reporting activities to NHSE and the CCGas required.
To support payrolland pension servicesas required (the provision is likely to be outsourced).
Planning and implementation of administrative staffrotas in a timely manner, taking into account adequate cover for absence.
To record and manage all practice staff annual leaveand absence, according to practice policies.
To maintain personnel files and the staff handbooks,ensuring compliance with current employment legislation and CQC requirements.
To manage issues of staff, conduct or performanceaccording to the relevant local HR policy.
To ensure all staff are up to date with relevantvaccinations and DBS checks.
To ensure trainee doctors are well supported and toassist with the practice accreditation for GP and foundation training.
Trainee Management
To coordinate the trainingprogrammes for all ST2 and ST3 trainees andmedical students.
To arrange induction, appointment schedules and IT requirements.
To assist with submission of the practicetraining plan as required.
General Management
To work with the practice manager in all areas ofthe management of the practice.
To manage varied projects which may involve theimplementation of new systems or aspects of practice development.
To act as responsible lead in the absence of thepractice manager.
To assist with the achievement of the organisationalelements within the QOF by taking responsibility for ensuring compliance withdelegated indicators.
To ensure effective and robust filing systems are inplace throughout the practice and that appropriate retention periods areapplied.
Information Technology
Ensure that digital services and IT systems areoptimised, to deliver a consistent level of excellent service to patients via the practice website and patient online services.
Co-ordinate the practiceIT system.
To liaise with emis, CSU andother third-party suppliers.
To maintain adequatesupplies of IT consumables.
CQC and Information Governance.
In conjunction with the practicemanager and registered manager to:
Maintain the register of CQC policies and audits andensure that these are up to date.
Have responsibility for information governance and data protection.
To submit the annual IT Governance report.
Confidentiality:
In the course of seeking treatment, patients entrustus with, or allow us to gather,sensitive information in relation to their health and other matters. They do so in confidence and have theright to expect that staff will respect their privacyand act appropriately.
In the performance of the duties outlined in thisJob Description, the post- holder mayhave access to confidential information relating to patients and their carers, Practicestaff and other healthcare workers. They may also have accessto information relating to the Practice as a business organisation. All such information from any sourceis to be regarded as strictly confidential.
Information relating to patients, carers,colleagues, other healthcare workers or the business of the Practicemay only be divulged to authorised personsin accordance with thePractice policies and procedures relating toconfidentiality and the protectionof personal and sensitive data.
Equality and Diversity:
Thepost-holder will support the equality, diversity and rights of patients,carers, and colleagues, to include:
Respecting the privacy, dignity, needs and beliefsof patients, carers, and colleagues.
Behaving in a manner which is welcoming to and ofthe individual, is non- judgmental and respects their circumstances, feelingspriorities and rights.
Personal/Professional Development:
Thepost-holder will participate in any training program implemented by the Practice as part of this employment, such training to include:
Participation in an annualindividual performance review, including taking responsibility for maintaining a record of own personal and/orprofessional development.
Completion of all mandatory and recommended training
Quality:
The post-holder will strive to maintain qualitywithin the Practice,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 ofthe 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 agenciesto meet patients needs.
Effectively manage own time, workloadand resources.
Seek out andencourage opportunities for Quality Improvement in every aspect of the role andwithin the teams you lead. You will seek out innovation and beneficial changein all areas of the business and provide constructive challenge to staff andPartners where required to seek agreed outcomes.
Communication: Thepost-holder should recognize the importance of effective communication within the team and will strive to:
Effectively and positively communicate between andacross teams within the practice, to ensure a high standard of informationflow, including the sharing of relevant external information.
Communicate effectively with patients and carers.
Coordinate various meetings thatoccur in the practice, liaising with invitees, sending invites, reminders andsupporting documentation.
Create and coordinate agendas.
Take meeting minutes and ensuretimely distribution and follow up of action points.
Participate in audit where appropriate.
Oversee and support the role of theadministration/reception and general office staff to continually improvecurrent processes and systems. This includes Reception, Secretarial andAdministration teams and all associated functions, including patient access,appointment and triage systems, workflow and general administration, patientfeedback and complaints and communication regarding services.
To investigate and respond to formal complaints inconjunction with other members of the practice team, adhering to the practicecomplaints procedure and develop remedial action plans to prevent recurringissues.
Continuously monitor the performance of theadministrative service against agreed internal standards, taking remedialaction where necessary. This includes but is not limited to the turnaroundtimes for patient requests, prescriptions, document management and callerwaiting times.
To develop and review organisational templates andforms.
Financial
To support the practice manager with some aspects offinancial administration.
To ensure that the procurement of supplies andequipment continues to provide good value for money.
To support the monthly staff payroll process.
To manage the procurement of stationery and other non-clinical consumables
Changes to Duties:
The Partners reserve the right to distribute duties and functionsamongst the members of staff fromtime to time. Staff are expected totake on additional duties, withtraining, and to relinquish existing duties in order to maintain the effective runningof the Practice. Any such changes will always be made in consultation with the post holder.
Person Specification
Qualifications
Essential
1. GCSE grades A to C in English and Maths
2. Previous administrative experience
3. Strong IT skills with Microsoft Office tools
4. Ability to learn new programs quickly
Desirable
5. NHS experience
6. Experience of working with EMIS
7. Experience of working in a GP Practice
Experience
Essential
8. Previous NHS experience, working in a GP Practice helpful