JOB TITLE: ASSISTANT to the PRACTICE MANAGER
HOURS: 37 hours per week but can be negotiated
Salary Banding: based on experience
Job Summary: Supporting the Practice Director to ensure the smooth running of the Practice. To deputise for the Practice Director in their absence. To be involved in the management and development of all Practice staff team members. To oversee the claims processes for work undertaken through the NHS contracts to ensure all claims are made and payments received.
To support the Practice Director in maintaining financial accounts for the Practice ensuring a full audit trail of all payments is maintained. To promote the development and maintenance of a quality learning environment throughout the Practice.
Job Responsibilities:
1. GMS Regulations and NHS Contracts:
To have a knowledge of the GMS Regulations, QOF framework, local and national Enhanced Services, and the Network DES. To ensure compliance of all requirements associated with the GMS regulations. To ensure that all claims processes are effective to enable the accurate receipt of all associated claims made. To ensure clinical and non-clinical staff are aware of the importance of maintaining disease registers and assist in the validation process. To assist in the production of information for clinical audit as required. To ensure that all training requirements for staff are completed to ensure compliance with all NHS associated contacts.
2. Finance:
To assist the Practice Director with the financial accounting systems as required, including documentation and reconciliation of all payments made and received. To maintain the petty cash and ensure that it is kept in balance and that all payments are documented on the reporting system. To ensure that the income and expenditure is recorded on the financial ledger system and that a full reconciliation takes place. To liaise with the Practice Accountants on all accounting and financial matters.
3. Human Resources:
To assist the Practice Director with the recruitment and selection processes for any roles when we are advertising a vacancy. To assist with the induction processes of all new staff members. To support the Practice Manager with the reporting of sickness absences and dealing with all absences in line with our Practice policies. To support staff members in the absence of the Practice Manager for any wellbeing or support issues that may arise. To maintain the training matrix to ensure that all team members keep up to date with all mandatory training and to assist the Practice Manager in ensuring that we are using the most appropriate training provider. To keep the Practice Handbook up to date and ensure that all amendments are communicated with all team members.
4. Organisational:
To be responsible for the maintenance of the holiday register for all clinical and non-clinical staff and to authorise annual leave in line with Practice policies and requirements. Manage the day-to-day petty cash. Manage incoming electronic payments in relation to medical reports completion and to liaise with the reception team regarding this. Liaising with the cleaners to ensure a high standard of cleaning for the premises. Arrange for contractors to carry out any urgent repairs needed to the building and to assist with the general maintenance of the building. To ensure along with the Reception Supervisor(s) that regular checks and maintenance care is carried out on the fire alarm system. To take full responsibility for the ordering of all supplies for use by all members and functions, to ensure organisation effectiveness in a timely and efficient manner. To ensure that all medical equipment is maintained and inspected in line with current regulatory requirements. To ensure that PAT testing and calibration of all equipment is undertaken in line with the regulatory processes. To assist the Practice Director with all issues relating to CQC inspections. To assist with the requirements for hosting medical students from Manchester University. To assist with the management functions associated with the hosting of FY2, ST2 and ST3 Doctors and ensuring that the management systems associated with these placements are maintained. To assist team members with the use of our Practice based intranet and to support with all training functions associated with it. At present this system is Agilio Teamnet (formerly Clarity Teamnet). To support the Practice Director in the investigation of any complaints received in line with the Practice complaints procedures. To participate in and support the planning of patient group meetings and to maintain a register of all members.
5. Data Management and IM&T:
To assist with the provision of support, advice, and training for current and new Practice staff in the use of the Clinical System and other IT support systems. To assist the IT Manager and to provide technical support for IM&T issues when required. To liaise with IT or clinical system suppliers support department to resolve other hardware and software issues. To assist the Practice Director with all information Governance requirements as required.
Working Relationships: To work as a flexible member of the team to ensure the smooth running of the practice, providing support to other team members when necessary.
Confidentiality: In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety: The post-holder will implement and lead on the full range of promotion and management of their own and others health, safety and security as defined in the practice Health & Safety policy, the Practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include (but will not be limited to): Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management. Maintain an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines and ensure implementation across the business. Using personal security systems within the workplace according to practice guidelines. Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business. Making effective use of training to update knowledge and skills and initiate and manage the training of others. Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed. Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised. Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers. Undertaking periodic infection control training (minimum annually). Routine management of own team / team areas, and maintenance of work space standards.
Equality and Diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation. Respecting the privacy, dignity, needs and beliefs of patients, carers, and colleagues. Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development: The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include: Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development. Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work. #J-18808-Ljbffr