Job summary
To manage and coordinate all aspects of practice functionality,motivating and managing staff, patient services, premises and health and safetymanagement. Through innovative ways ofworking, support the practice manager leading the team in promoting ED&I,SHEF, Quality & CI, Confidentiality, Collaborative Working, ServiceDelivery, Learning and Development and ensuring the practice complies with CQCregulations.
Main duties of the job
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 & patients).
Lead & motivate team of people to drive their own performance, quality, & pride in their work.
About us
We are a relatively small practice, & due to this we are a very close team, who have a 'family doctor' culture & philosophy rather than a corporate one.
We currently have 3 partners, all of whom are dedicated to continuous improvement.
We have 4 'salaried' GPs, a strong nursing team, & have a variety of 'ARRs' staff who are part of our team too.
Our reception & admin team range from brand new to many years loyal service, are & supportive of each other & the wider team, & we encourage input on how to improve from all of them.
We are a teaching practice, currently hosting an ST3 & an ST1
All of the above results in us all being extremely hands on, & supportive to all staff, & allows us to be very responsive to people's needs, & in itself is very rewarding
Job description
Job responsibilities
The following are the core responsibilities of the Assistant Manager. 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 Assistant Manager is responsible for:
a. Ensuring compliance with CQC regulations and standards
b. Supporting the practice manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities
c. Direct line management of the following staff: Medical secretaries & Admin team
d. Duty Manager for a minimum 3 sessions a week, & pre-triaging triage/train &/or coach staff in the same.
e. Establishing, reviewing and regularly updating Job Descriptions and Person Specifications, for own team ensuring all staff are legally and gainfully employed
f. Developing, implementing and embedding an effective staff appraisal process with own team
g. Co-ordinating statutory & mandatory training for the team, liaising with PM, Reception Manager & Senior Nurse where applicable
h. Managing certain financial elements of the practice, such as, petty cash, patient income, PPA claim. Support PM in maximising income and reduce expenditure
i. Managing contracts for services cleaning, gardening, window cleaning etc.
j. Developing, implementing and embedding an efficient business resilience plan (BRP)
k. Coordinating the reviewing and updating of all practice policies and procedures
l. Leading change and continuous improvement initiatives; coordinating specific projects within the practice
m. Managing the procurement of practice equipment, supplies and services
n. Developing, implementing and embedding an effective communication strategy (internal and external)
o. Actively encouraging and promoting the use of patient online services
p. Liaising at external meetings as required
q. Marketing the practice appropriately
r. Acting as the deputy complaints manager, ensuring complaints are dealt with in a timely manner and where necessary escalated to the next level
s. The management of the premises, including health and safety aspects such as risk assessments and mandatory training
t. Managing facilities & maintenance of Pat testing, calibration, fire extinguishers, alarm systems, & reviewing effectiveness of contracts.
u. Managing equipment owned by the surgery (maintaining up to date asset registers etc)
v. Responding and resolving all local IT issues where appropriate
w. Anything else the PM asks!
x. Ensuring all own team have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively
Person Specification
Experience
Essential
1. Experience of working with the general public
2. Experience of managing teams
3. Experience of performance management, including appraisal writing, staff development and disciplinary procedures
4. Experience of chairing meetings, producing agendas and minutes
5. Ability to exploit and negotiate opportunities to enhance service delivery
6. Excellent communication skills (written, oral and presenting)
7. Strong IT skills (generic)
8. Excellent leadership skills
9. Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
10. Effective time management (Planning & Organising)
11. Ability to network and build relationships
12. Proven problem solving & analytical skills
13. Ability to develop, implement and embed policy and procedure
14. Ability to motivate and train staff
15. Polite and confident
16. Flexible and cooperative
17. Excellent interpersonal skills
18. Motivated and proactive
19. Ability to use initiative and judgement
20. Forward thinker with a solutions focused approach
21. High levels of integrity and loyalty
22. Sensitive and empathetic in distressing situations
23. Ability to work under pressure
24. Confident, assertive and resilient
25. Ability to drive and deliver change effectively
26. Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
Desirable
27. Experience of working in primary care
28. Experience of working in a GP practice
29. Experience of Systmone