Responsibilities
Oversee the day-to-day operation of the practice, supported by departmental managers.
Line management of the following staff: Reception Supervisor, Admin Team Leader, Rota Manager, Research Team.
Recruitment of clinical staff (including locums) – adverts, job descriptions and specifications, interviews, offer letters, contracts, and inductions, vaccinations records.
Support recruitment of non-clinical staff with departmental managers – job descriptions and specifications, interviews, offer letters, contracts.
Work with the Practice Manager to review and regularly update job descriptions and person specifications, ensuring all staff are legally and gainfully employed.
Annual appraisals with departmental managers and, as and when necessary, support them with their team appraisals.
Support annual leave allocation and requests for departmental managers.
Support departmental managers with staff sickness and ensure robust processes are followed, along with monitoring regular themes from return-to-work interviews.
Ensure all staff have had an exit interview and that leaver forms are processed.
Support the practice with implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare.
Maintain and update HR policies, ensuring the practice is compliant with employment legislation.
Oversee the staff training process to ensure all staff have the appropriate level of training.
Ensure effective internal communications.
Finance – support procurement of practice equipment, supplies and services within budget; support Finance Officer with ARR reimbursement claims within the PCN; submit manual and automatic CQRS; support with NHS pension administration (AW8, management of the online system); claim coils and implants from North Somerset Council quarterly.
Contractual and compliance support – act as primary point of contact for NHSE, ICB, PCN and other external organisations and stakeholders; support the Practice Manager with NHS contractual obligations; ensure deadlines for Enhanced Services, QOF; implement systems to ensure compliance with CQC regulations and standards; support annual review of Business Continuity Plan; manage incident reporting processes; implement complaint process, ensuring complaints are dealt with in a timely manner and, where necessary, escalated to the next level; submit K041B to NHSE yearly; alert other teams to quality and risk issues.
Oversee the Practice Research activities, working with clinical teams and ensuring compliance for searches.
Ensure all compliance policies are reviewed and up to date.
Deputise and support the Practice Manager; support development of the practice strategy in line with partners’ aspirations; represent the practice locally for internal and external meetings; serve as main link to the Patient Participation Group; help produce business plans and costings for new initiatives or workforce planning; assist with identifying trends and devising solutions to reduce risk and repeated significant events; support continuous improvement and change initiatives.
Ensure high-quality, friendly, and approachable patient services, appointment booking, and patient involvement.
Deputise for the Practice Manager in their absence.
IT – support the Practice Manager with IT-related queries; keep training updated on all systems to support colleagues; support care coordinators with external communications for social media messaging; create EMIS searches as required.
General Terms & Responsibilities
Undertake any other duties reasonably requested of the post holder to help the practice run smoothly.
Ensure that you and others operate within relevant Health & Safety guidelines.
Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues by: Acting in a way that recognises the importance of peoples rights, interpreting them consistently with Practice procedures and policies and current legislation; respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues; behaving in a welcoming, non-judgmental manner that respects their circumstances, feelings, priorities and rights.
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