Job summary
To support the Practice Manager and partners in all aspects of practice functionality, motivating and managing staff, optimising efficiency and overall performance and ensuring the practice achieves its long-term strategic objectives in a safe and effective working environment.
Focusing on quality, covering all aspects including service delivery and the processes required to maximise the practices performance and income and balancing that with patient satisfaction.
This role will support GP Partners in championing the patient experience at Bretton Park Health Care. It will support a wide range of initiatives to ensure that Bretton Park Health Care listens to patients, enabling them to feedback effectively
Primary responsibilities
The following are the core responsibilities of the Assistant Practice Manager. There may be, on occasion, a requirement to carry out other tasks but will be dependent upon factors such as workload and staffing levels.
The Assistant Practice Manager is responsible for:
a. Supporting the Practice Manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities.
b. Supporting the implementation of systems to ensure compliance with CQC regulations and standards.
c. Leading the management of the clinical system, ensuring IT security and IG compliance at all times and responding to and resolving all local IT issues.
d. Actively encouraging and promoting the use of patient online services, running searches on activity and reporting back to the Practice Manager.
e. Be the practice lead for the practice website and social media sites.
f. Guiding staff and building on and developing searches and audits on the clinical system and act as the practice lead for Ardens.
g. Reviewing and updating clinical templates ensuring they relate to current practice.
h. Marketing the practice appropriately to ensure patient population is stable or increasing.
i. Managing the team to reach QOF targets (supported by the nursing and administrative leads).
j. Ensuring the staff implement the practice wide approach to the management of all patient services matters.
k. Managing DNAs, providing data and planning tools coupled with liaison with referred repeat offenders.
l. Maintaining and monitoring the complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalated to the relevant person.
m. Managing the overall practice clinical governance framework, submitting reports for QOF, enhanced services and other reporting requirements which includes use of CQRS and CQRS Local, PCSE, PPA and Eclipse. Ensuring all claims are submitted and activity audited.
n. Providing support for the financial elements of the practice, including budgets, petty cash, payroll, payments and receipts. Ensuring financial and contractual scrutiny is given on all transactions and activity.
o. Assisting in maximising income revenue and reducing expenditure where required.
p. Be the lead for patient and staff surveys and the reporting of findings and analysis at meetings.
q. Managing the workflow and summarising team, ensuring coding and workload are audited and plans are in place if backlogs occur.
r. Be the practice lead for the Patient Participation Group (PPG).
Secondary responsibilities
In addition to the primary responsibilities, may be required to:
1. Deputise for the Practice Manager.
2. Ensure all staff are aware of the management of the premises, including health and safety aspects and undertake risk assessments and mandatory training as required.
3. Support the Practice Manager in the reviewing and updating of practice policies and procedures.
4. Support the practice and management team with continuous improvement and change initiatives.
Person Specification
Qualifications
Essential
5. Good standard of education with excellent literacy and numeracy skills
Desirable
6. Educated to A-level/equivalent or higher with relevant experience
7. Leadership and/or management qualification
8. AMSPAR qualification
Skills
Essential
9. Excellent communication skills (written, oral and presenting)
10. Strong IT skills (generic)
11. Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
12. Effective time management (planning and organising)
13. Ability to network and build relationships
14. Ability to implement and embed policy and procedure
15. Ability to motivate and train staff
16. Proven problem solving and analytical skills
Desirable
17. Ability to recognise opportunities to enhance service delivery
18. Excellent leadership skills
19. Strategic thinker and negotiator
20. EMIS/SystmOne/Vision user skills
Experience
Essential
21. Experience of working with the general public
22. Experience of working in a healthcare setting
23. Experience of managing multidisciplinary teams
24. Experience of performance management, including appraisal writing, staff development and disciplinary procedures
Desirable
25. Experience of successfully developing and implementing projects
26. NHS/ Primary Care general practice experience
27. Relevant health and safety experience
28. Experience of working with accounting procedures including budget and cash flow forecasting
Personal qualities/Other
Essential
29. Polite and confident
30. Flexible and cooperative
31. Excellent interpersonal skills
32. Motivated and proactive
33. Ability to use initiative and judgement
34. Forward thinker with a solution focused approach
35. High levels of integrity and loyalty
36. Sensitive and empathetic in distressing situations
37. Ability to work under pressure
38. Ability to drive and deliver change effectively
39. Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
Desirable
40. Flexibility to work outside core office hours
41. Disclosure Barring Service (DBS) check
42. Maintain confidentiality at all times
43. Full UK driving licence