Job summary
We are seeking an amazing Practice Management Assistant to join our management team.
This is a full-time role split between Little Common and Old Town Surgeries.
Are you great at spotting a problem before its even happened?
Can you multi-task and still keep a sense of humour?
Do you work well in a team environment?
Are you solutions-focused and ready to meet your next challenge?
Do you have experience of working in a GP Practice?
If you have answered yes to all of these questions we would love to hear from you!
Main duties of the job
Our Practice Management Assistant will support the Practice management team in the day-to-day operations of the Practice, ensuring the delivery of safe, effective, and high-quality services for patients. The role includes assisting with CQC and data compliance, day to day operational support and service improvement.
About us
Dr Stocks and Partners run a busy GP practice, over two sites: Little Common Surgery and Old Town Surgery in Bexhill. With nearly 19,000 patients and a workforce of over 80 staff, this well-established Practice has been in existence for many years, providing high quality primary care services to its population.
Job responsibilities
Job Purpose
The Practice Management Assistant will support the Practice management team in the day-to-day operations of the practice, ensuring the delivery of safe, effective, and high-quality services for patients. The role includes assisting with CQC compliance, IT compliance, and service improvement.
Key Responsibilities
Operational Management
* Support the management team in the smooth running of the practice on a daily basis.
* Assist with the coordination of clinical and administrative rotas.
* Ensure reception and administration systems are efficient and patient-focused.
* Monitor and improve patient access, appointments, and service delivery.
Human Resources
* Assist in recruitment, induction, and training of staff.
* Support staff supervision, appraisals, and performance monitoring.
* Help manage staff absence, annual leave, and workload allocation.
* Promote a positive working environment and effective communication across teams.
Compliance & Governance
* Support the maintenance of CQC compliance and practice policies.
* Ensure health and safety procedures are followed.
* Assist with audits, significant events, and risk assessments.
* Help ensure compliance with GDPR and data protection standards.
Patient Services & Engagement
* Support the handling of patient queries and complaints in a professional manner.
* Support Patient Participation Group activities.
* Support the contribution to patient communication, including newsletters, notices, and digital platforms.
IT & Systems
* Assist with the management of clinical systems (e.g., EMIS/SystmOne).
* Support digital initiatives such as online consultations and telephony systems.
* Troubleshoot IT issues and liaise with external providers when needed.
Person Specification
Experience
Essential:
* Previous experience in administration or team supervision.
* Strong organisational and problem-solving skills.
* Excellent communication and interpersonal abilities.
* Ability to work under pressure and manage competing priorities.
* Competence in Microsoft Office and practice clinical systems (training provided if needed).
Desirable:
* Experience in a GP practice, NHS, or healthcare environment.
* Knowledge of CQC requirements and primary care contracts.
* Financial administration experience.
Qualifications
Essential:
* GCSE grade A to C, or 9 to 4, in English and Maths
Desirable:
* Leadership or management training/qualification.
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.
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