Long Bennington Medical Centre
Compliance and Contracts Officer job description & person specification
Job Title Compliance and Contracts Officer
Line Manager Practice Manager
Accountable to Practice Manager
Hours per week days, between Monday - Friday)
Job Summary
To manage and coordinate all aspects of compliance and contracts to deliver effective and efficient practice functionality, motivating and managing staff, patient services, premises and health and safety management. Through innovative ways of working, support the Practice
Manager leading the team in promoting Equality Diversity and Inclusion, ensuring Health and
Safety compliance, developing Quality & Continuous Improvement, Confidentiality, Collaborative
Working, Service Delivery, Learning and Development and ensuring the practice complies with
CQC regulations.
Mission Statement
Our mission is: Working together, we provide a patient-focused, quality service and are committed to improving the health, wellbeing and lives of those we care for.
Our vision is: We aspire to be an organisation that our team and patients are proud of. We strive to put the patients in our care at the centre of everything we do and in every decision we make, whilst ensuring we treat everyone with dignity and respect.
Our Team Values are:
Be Attentive – Listen carefully to our patients and colleagues. Give them your undivided attention, show genuine concern, ask thoughtful questions and always be prepared to act in their best interest.
Be Trustworthy – Our patients need to trust that the service that we give them is the one that we can achieve. Our colleagues need to be able to trust that we are all here for one another and our patients. It's that simple.
Be Approachable – We work in healthcare, our patients often contact us when they themselves are not at their best, a smile always matters; we care after all. Good manners are free. It's not always easy, but it pays to be nice. Remember, first impressions always count, especially when you have such a short window to do it in. Make every interaction matter; treat our patients and colleagues with dignity and respect.
Be Accessible – No problem should ever be too big or too small. It's always about being readily available and always ensuring we go above and beyond. We welcome feedback, apologise for our mistakes and ensure our commitments are both achievable and honoured.
Be Generous – Be generous with your time and the service you provide. Make our patients feel like they are the only person that matters at that moment in time.
Be Open– Be open to new ideas. Think about the way we do things and how we can make them better; for our team and our patients. Be forward-thinking and adaptable to change. Positively question process to help us improve.
Generic Responsibilities
All staff at Long Bennington Medical Centre have a duty to conform to the following:
Equality, Diversity & Inclusion (ED&I)
A good attitude and positive action towards ED&I creates an environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire (SHEF)
This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at
Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions
(workplace) Regulations 1999 and other statutory legislation.
Confidentiality
This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.
Quality & Continuous Improvement (CI)
To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.
This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
Induction Training
On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the HR Officer.
Learning and Development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role.
All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.
Collaborative Working
All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.
Service Delivery
Staff at Long Bennington Medical Centre must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.
Security
The security of the practice is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.
Professional Conduct
At Long Bennington Medical Centre, staff are required to dress appropriately for their role.
Administrative staff will be provided with a uniform whilst clinical staff must dress in accordance with their role.
Leave
All personnel are entitled to take leave. Line managers are to ensure all of their staff are afforded the opportunity to take all of their leave entitlement.
The primary and secondary responsibilities for this role are detailed overleaf.
Primary Responsibilities
The following are the core responsibilities of the Compliance & Contracts Officer. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.
The Compliance & Contracts Officer is responsible for:
* Ensuring The Practice maintains compliance with NHS contractual obligations. These include but are not limited to: NHS annual main contract, Primary Care Network obligations, Direct Enhanced Services (DES), Local Enhanced Services (LES)
* Overseeing the administrative elements of Quality and Outcomes Framework (QOF), liaising with GPs, Nursing staff and administrators to complete this obligation
* Ensuring compliance with CQC regulations and standards through the continuous creation and review of policies and procedures and evidencing compliance to such policies
* Responsible for the preparation of the submission of annual Data Security Protection (DSP) toolkit
* Accountable for patient LTC recall appointment invites utilising the Innovate system with the administration team.
* Supporting with the Implementation of effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare and making continuous improvements
* Responsible for the submission of the annual Electronic Self-Declaration (eDEC)
* Review and creation of Health and Safety (H&S) Risk Assessments, policy, annual statement, annual Safety Checks and Display Screen Equipment compliance in preparation for the annual audit/review
* Responsible for the preparation of the annual H&S audit/visit with external H&S specialist
* Responsible for Infection Control non-clinical compliance, regulations and the submission of the annual Infection Control Audit & Policy updates
* Responsible for the preparation of the submission of the annual submission of the Clinical Duty of Care Waste Audit
* Accountable for keeping Clarity Teamnet up to date with Policies, Risk Assessments, Audits, Topic Pages and Premise Checks.
* Developing, implementing and embedding an efficient business continuity plan (BCP)
* Supporting with leading change and continuous quality improvement initiatives; coordinating projects within the practice and collation of activity for quarterly review meetings
* Responsible for the preparation of the submission of the compliance to National Data Opt-Out
* Coordinating and leading the compilation of practice reports and the practice development plan (PDP)
* Adopting a strategic approach to the continuous improvement and management of all patient services matters
* Developing, implementing and embedding an effective communication strategy (internal and external)
* Leading the management of the Patient Participation Group (PPG)
* Supporting the complaints manager, ensuring complaints are dealt with in a timely manner and where necessary escalated to the next level, and processes reviewed accordingly.
* Responsible for the preparation of the submission of the annual Complaints Review
* Responsible for ensuring Significant Events are investigated in a timely manner and legal obligations are completed. (eg Data Breaches to be reported to DPO within 72 hours)
* Accountable for ensuring Patient Group Directives (PGD's) are signed, stored and available to the standards required.
* Oversee and be first point of contact for the Administrative team.
* Supporting the Dispensary Team and the Lead GP with the Dispensing Services Quality Scheme (DSQS) annual submission.
* Ensuring compliance with IT security and Information Governance (IG) including managing the practice IT system and delegating members of the team to act as administrators. Supporting with the maintenance of the practice and NHS choices websites.
* Know how to act should they recognise potential indicators of abuse or neglect.
* Understand the organisation's and local safeguarding policies and procedures.
* Partake in meetings and case conferences regarding safeguarding matters when requested.
* Attend and/or complete regular training commensurate with their role in accordance with their individual terms of reference and practice policy.
Secondary Responsibilities
In addition to the primary responsibilities, the Compliance & Contracts Manager may be requested to:
* Deputise for the Practice Manager at internal and external meetings
* Act as the primary point of contact for NHS(E), CCG, community services, suppliers and other external stakeholders
The person specification for this role is detailed overleaf:
Person Specification – Compliance and Contracts Officer
Qualifications Essential Desirable
Educated to degree level in healthcare or business ✓
Good standard of education with excellent literacy and numeracy ✓ skills
Leadership and / or Management Qualification ✓
AMSPAR Qualification ✓
Experience Essential Desirable
Experience of working with the general public ✓
Experience of change management & continual improvement ✓
Experience of working in a health care setting ✓
Experience of managing large multidisciplinary teams ✓
Experience of compliance management ✓
Experience of successfully developing and implementing projects ✓
Experience of workforce planning, forecasting and development ✓
NHS / Primary Care General Practice experience ✓
Relevant health and safety experience ✓
Experience of chairing meetings, producing agendas and minutes ✓
Skills Essential Desirable
Ability to exploit and negotiate opportunities to enhance service ✓ delivery
Excellent communication skills (written, oral and presenting) ✓
Strong IT skills (generic) ✓
Excellent leadership skills ✓
Strategic thinker and negotiator ✓
Ability to prioritise, delegate and work to tight deadlines in a fast- ✓ paced environment
SystmOne user skills ✓
Effective time management (Planning & Organising) ✓
Ability to network and build relationships ✓
Proven problem solving & analytical skills ✓
Ability to develop, implement and embed policy and procedure ✓
Ability to motivate and train staff ✓
Personal Qualities Essential Desirable
Polite and confident ✓
Flexible and cooperative ✓
Excellent interpersonal skills ✓
Motivated and proactive ✓
Ability to use initiative and judgement ✓
Forward thinker with a solutions focused approach ✓
High levels of integrity and loyalty ✓
Sensitive and empathetic in distressing situations ✓
Ability to work under pressure ✓
Confident, assertive and resilient ✓
Ability to drive and deliver change effectively ✓
Ability to motivate teams, enhance morale and maintain a positive ✓ working environment, including team building sessions
Other requirements Essential Desirable
Disclosure Barring Service (DBS) check ✓
Maintains confidentiality at all times ✓
Full UK driving licence ✓
Eligibility to work in the UK ✓
This document may be amended following consultation with the post holder, to facilitate the development of the role, the practice and the individual. All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the practice.
This job description may be amended following consultation with the post holder, to facilitate the development of the role, the practice and the individual. All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the practice.
Job Types: Part-time, Permanent
Expected hours: 25 – 30 per week
Benefits:
* Company pension
* On-site parking
Ability to commute/relocate:
* Newark-on-Trent NG23 5FR: reliably commute or plan to relocate before starting work (required)
Experience:
* Business/Healthcare Leadership: 3 years (required)
Work Location: In person