Job Summary
To manage and coordinate all aspects of practice functionality, motivating and managing staff, patient services, premises and health and safety management. Support the practice manager in leading the team in promoting ED&I, SHEF, Quality & CI, Confidentiality, Collaborative Working, Service Delivery, Learning and Development and ensuring the practice complies with CQC regulations. Supporting the Practice Manager to deliver a consistently excellent experience to our patients. Work closely with key members of our team to uphold the highest standards in our non-clinical operations. To actively be involved in continually improving how we do things (for both staff and patients). Lead and motivate a team to drive their own performance, quality and pride in their work.
Main duties
The following are the core responsibilities of the Assistant Manager. There may occasionally be a requirement to carry out other tasks depending on workload and staffing levels.
* Ensuring compliance with CQC regulations and standards
* Supporting the practice manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities
* Direct line management of Medical Secretaries and Admin team
* Session management for clinical staff
* Establishing, reviewing and regularly updating Job Descriptions and Person Specifications for own team
* Developing, implementing and embedding an effective staff appraisal process
* Co-ordinating statutory and mandatory training for the team
* Managing certain financial elements of the practice (e.g., petty cash, patient income, PPA claim) and supporting PM in maximising income and reducing expenditure
* Managing contracts for services (e.g., cleaning, gardening, window cleaning)
* Developing, implementing and embedding an efficient business resilience plan (BRP)
* Co-ordinating reviewing and updating of all practice policies and procedures
* Leading change and continuous improvement initiatives and coordinating projects
* Managing procurement of practice equipment, supplies and services
* Developing, implementing and embedding an effective internal and external communication strategy
* Encouraging and promoting the use of patient online services
* Liaising at external meetings as required
* Marketing the practice appropriately
* Acting as deputy complaints manager, ensuring complaints are dealt with promptly and escalated where necessary
* Management of the premises, including health and safety (risk assessments and mandatory training)
* Managing facilities and maintenance (PAT testing, calibration, fire extinguishers, alarm systems) and reviewing contract effectiveness
* Managing equipment owned by the surgery (maintaining up-to-date asset registers)
* Responding and resolving local IT issues where appropriate
* Ensuring the team has appropriate training to perform their roles effectively
The above is a general outline and not exhaustive. The Practice Manager is expected to delegate these duties until the assistant PM can take over.
Person Specification
Experience
Essential
* Experience of working in primary care
* Experience of working in a GP practice
* Experience of working with the general public
* Experience of managing teams
* Experience of performance management, including appraisal writing, staff development and disciplinary procedures
* Experience of chairing meetings, producing agendas and minutes
* Ability to exploit and negotiate opportunities to enhance service delivery
* Excellent communication skills (written, oral and presenting)
* Strong IT skills
* Excellent leadership skills
* Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
* Effective time management
* Ability to network and build relationships
* Proven problem solving and analytical skills
* Ability to develop, implement and embed policy and procedure
* Ability to motivate and train staff
* Polite, confident, flexible and cooperative
* Excellent interpersonal skills
* Motivated and proactive with initiative and judgement
* Forward thinker with a solutions-focused approach
* High 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
Desirable
* Experience of EMIS
* Disclosure and Barring Service Check
* This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a DBS disclosure as part of the recruitment process.
Qualifications
Essential
* Experience in the role within a GP Surgery is essential
Desirable
* Suitable qualifications will be considered
Employer details
Employer: Birchills Health Centre
Address: 23 - 37 Old Birchills, Walsall, West Midlands, WS2 8QH
Website: https://www.birchillshc.co.uk
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