Management Support Assist the Management Team in the implementation and monitoring of operational processes. Ensure that the practices daily operations are in line with current guidelines and regulations and to: Understand the work of general practice both clinical and administrative. Have knowledge of the work carried out by the Supervisor, Senior Admin Team, Reception and Admin Team to be able to support where required. Be able to update social media when required.
Administrative Assistance Prepare, organise and maintain essential documents, reports and records for the Senior Management Team. Coordinate and schedule meetings, training sessions and other events, ensuring that all required resources are available to include producing practice meeting agenda and minutes. Maintain staff sickness absence records in line with the practice policy for the Senior Management Team. Maintain staff annual leave records for the Senior Management Team.
Support the Senior Management Team in maintaining complaint records. Support the Senior Management Team to coordinate recruitment and maintain training records of current staff. Responsible for organising practice premises and equipment are properly maintained and cleaned to profession standards. Requesting new starter information and access as necessary and updating systems as needed for leavers for the practice.
Any other duties as instructed by GPs, nurses, and the Senior Management Team. Resource Management Assist in the allocation and management of resources including personnel, equipment, uniforms and supplies. Ensure that all tools and systems used in the Practice are up to date and functioning optimally to include: Maintenance - ensuring both sites are adequately maintained internally and externally. Working with the Senior Management Team to ensure there is a maintenance programme including - boiler checks, fire alarms, gardening, decorating, cleaning.
Liaising with IT Department for software and hardware issues. Ensuring TeamNet is up to date. Team Collaboration Act as a liaison between the Senior Management Team and other staff members facilitating open communication. Participate in team meetings providing input and feedback on operational issues.
Training and Development Assist in the onboarding process for new team members ensuring they are familiar with the practices processes and guidelines. Circulating policies and procedures in accordance with legislation changes ensuring TeamNet is up to date. Performance Monitoring Assist the Senior Management Team to ensure the Practice is CQC compliant. Collaborate with the Senior Management Team to set, review and achieve targets and objectives.
Social Media - Facebook, Instagram and Website Creating any Practice specific messages - sign off required from the Senior Management Team. Sharing appropriate messages from the community - sign off required from the Senior Management Team. Ensuring TARGET dates are communicated on Facebook and Instagram. Updating the practice website as necessary e.g.
new starters, TARGET dates. Research Liaise with the lead research GP and Senior Management Team regarding current and new research trials. Assist in the setup of research trials. Providing administrative support as required for research trials.
GPs with Assistance from Assistant Business Finance Manager Adding rotas to the system - taking into account any specific clinics. needed, e.g. LN, steroids, minor ops, coils, implants and planning accordingly. Liaising with Working Win, Alcohol Early Intervention and Citizens Advice ensuring rooms are available.
Emailing GP's WC rota weekly. Provide WC room allocation weekly to the Senior Management Team. Submit a monthly Enhanced Access report to Primary Care Doncaster Limited. Registrars with Assistance from Assistant Business Finance Manager Requesting new starter information and access as necessary and updating systems as needed for leavers.
Adding registrars to the system and notifying staff. Adding rota's to the system. Liaising with Medical HR re their spreadsheet for registrar sickness, ensuring return to work forms are completed and sent to Medical HR and DBTH absence reporting. Emailing Registrar's WC rota weekly.
Medical Students with Assistance from Assistant Business Finance Manager Creating induction plans and timetable templates, taking account where GP's are to debrief as appropriate. Creating and amending SystmOne Clinic Templates. Adapting rota's were needed, E.G Target. Stakeholder Communication: Develop and maintain relationships with external stakeholders such as suppliers, regulatory bodies and partner organisations.
Ensure that all communications and correspondence with stakeholders are timely and accurate. Communicate effectively with other team members, patients and carers. Communicate effectively with patients and carers. Recognise peoples needs for alternative methods of communication and respond accordingly.
Risk Management Identify potential risks in the Practices operations and assist the Senior Management Team to develop mitigations strategies. Ensure that all staff members are aware of and adhere to safety protocols. Compliance and Regulation Assist in conducting periodic internal audits to ensure adherence to standards and regulations. Continuous Improvement Stay updated with the latest trends and best practices in healthcare management.
Recommend and implement improvements to the practices processes and operations based on research and feedback. 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.