Orchard Surgery is looking for an experienced, enthusiastic and motivated person to join our friendly practice team. Our current post-holder is relocating to another part of the country. The ideal candidate will already have at least 3 years primary care experience and 1 year in general practice as a manager.
We are looking for an exceptional, all-round deputy practice manager with excellent communication skills, who will work closely with our Practice Manager and management team to provide leadership and support to the practice staff.
For the right candidate, this role may lead to succession to the position of practice manager due to retirement in the next few years.
We are one of two practices in Park and Orchard Primary Care Network in Horsham. Our management team are actively involved in the running of the PCN and our GP managing partner is one of two PCN co-clinical directors. Our vision for our populations is closely aligned and our focus is on improving the care of our frail elderly housebound population and improving access and quality of women's health care in Horsham. The practice has recently been awarded funding to develop and establish a Women's Health Hub. We are working closely with community organisations in both these arenas.
Please get in touch with Dr Emma Woodcock GP Managing Partner on 07884495232 or emmawoodcock@nhs.net for more information or an informal chat.
Main duties of the job
PLEASE NOTE THIS ADVERT MAY BE CLOSED EARLY IF THERE ARE A HIGH LEVEL OF APPLICATIONS
This role requires the ability to work as part of a team with confidence and resilience. You will need to be adaptable day by day and to understand and respond to the dynamic nature of the role. This includes being able to balance the needs of the practice and our workforce with the challenge of providing good quality healthcare for our patients.
You will be closely supported by our GP managing partner and practice manager, and will work closely with our reception managers, workflow staff, care navigators, administrators and our clinical team.
We have 5 GPs, 3 paramedics, 3 clinical pharmacists, 2 pharmacy techs, a First Contact Practitioner physiotherapist and our personalized care team comprising a social prescriber, health coach and care coordinator.
Within the practice, we have a strong learning environment. We support clinical and non-clinical roles to progress. You will have access to regular clinical supervision and project meetings with the GP managing partner. We will support you to access agreed training requirements both within the practice or externally.
About us
Orchard Surgery is in the centre of Horsham.
Practice parking is available.
We are based within a modern, purpose-built surgery and are dedicated to providing a high-quality service to our patients.
We have a wellbeing programme for our staff.
We close the front doors at lunchtimes to give staff a chance to take a break or attend training.
We are rated good in our last CQC report and achieve good QOF reimbursement.
We work closely with community organisations in Horsham to help our patients through support for dementia, ageing, loneliness, improving lifestyle and wellbeing, volunteering, financial and housing concerns.
We work closely with Horsham Wellbeing Hub to hold regular women's health information sessions and we run Menopause Cafe Horsham.
We run innovative group consultations and are looking at expanding these.
We have an active PPG with regular coffee mornings and fundraising.
Job responsibilities
Postholder duties will include:
1. Management of services required to meet contractual, quality and safety expectations
2. People/staff management and day-to-day operational management
3. Quality assurance and CQC compliance
4. Providing a confident working knowledge of HR legislation, day-to-day management of HR issues, provision of contracts and ensuring DBS checks and references are in place.
5. Supporting the management team in the recruitment of staff
6. Managing complaints, compliments, learning events compliance
7. Data collection, reporting and patient feedback
8. Working with admin and clinical staff to ensure QOF targets are met
9. Supporting the provision and future development of the practice and patient services within the local community.
10. Ensuring equitable access to health care for our patient population including minority groups
11. Supporting the GP managing partner
The post holder will:
1. Support the management and delivery of all Directed, National and Local Enhanced Services and services commissioned through the CCG, Federation and Public Health Departments.
2. Promote the development and maintenance of a quality learning environment
3. Have full understanding of patient access and appointment system and lead the operational management of it
4. Ensure the effective processing of all administrative work and appropriate liaison with the reception and administrative team.
5. Ensure policy and procedures are reviewed on an annual basis with full oversight.
6. Arrange or delegate meeting dates, agendas and minutes of clinical, governance meetings and partners meetings.
7. Have oversight of practice long term condition Recall system
8. Manage clinical rotas
Quality Assurance
The post holder will:
1. Ensure that the services provided are fit for purpose and meets customer expectations.
2. Have oversight of CQC policies and readiness for inspection
3. Have oversight of mandatory training
4. Monitor and advise on how the quality management systems are performing and produce data and reports regarding practice performance set against objectives
5. Have a clear understanding of telephony systems.
6. Be conversant with General Data Protection Regulation and information governance and contribute to Information Governance audits as required
7. Support leads in Infection Control and Health and Safety where needed
8. Liaise with other managers and staff to ensure that all systems are functioning properly.
9. Advise on changes and their implementation and provide training to enable others to achieve quality services.
10. Support the practice manager to develop efficient systems of management within the practice.
11. Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and keeping them free from hazards
12. Monitor and manage sickness, annual leave and shift cover for the clinical, reception and administrative teams, supporting and line managing reception managers to do this.
13. Have oversight of induction processes in the practice
14. Assist in performance reviews and annual appraisals for non-clinical staff and have oversight of reception managers role in this
15. Take part in disciplinary / grievance and performance management meetings as required
16. Deputise for the practice manager in their absence, covering payroll and accounting if required
17. Function as the primary point of contact for NHS(E), Sussex ICB, community services, suppliers and other external stakeholders in the absence of the practice manager
18. Assist with the recruitment of staff as requested by the GP managing partner
19. Review and implement practice policies and procedures
Research and Training
The post holder will:
1. Participate as required in any research projects within the Practice
2. Undertake specific assigned tasks, project support, or development and change work which may arise from time to time.
3. Support and log student/staff education and training
4. Participate in and support the induction of all members of Practice staff
5. Organise sixth form or college student work experience opportunities and medical student placements
Partnership
The post holder will:
1. Maintain effective liaison with other agencies and staff concerned with patient care and with all other disciplines within the Practice, with appropriate regard to confidentiality
The post holder will:
1. Maintain continued education by attendance at courses and study days as deemed useful or necessary for professional development after discussion with the GP managing partner
2. Participate in any training programme implemented by the practice as part of this employment
3. Participate in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
4. Take responsibility for their own development, learning and performance and demonstrate skills and activities to others who are undertaking similar work including participation in clinical supervision and acting as a positive role model
5. Support the development of others in order to maximise potential
6. Work towards training for the role of Practice Manager if agreed by the partners when appropriate
Confidentiality:
The post holder will:
1. Support awareness in the practice team that 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.
2. Have awareness and responsibility towards confidential information: access to information relating to patients and their carers, practice staff and other healthcare workers and access to information relating to the Practice as a business organisation should be regarded as strictly confidential.
3. Have an awareness that 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:
1. Use personal security systems within the workplace according to practice guidelines
2. Identify the risks involved in work activities and undertaking such activities in a way that manages those risks
3. Make effective use of training to update knowledge and skills
4. Use appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
5. Assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy
There may be other duties in addition to those listed above.
Person Specification
Knowledge and Skills
* Strong organisational skills
* A good team player
* Excellent IT skills including Word and Excel
* Competent with SystmOne, Open Exeter, PCSE online
* Good standard of education with excellent literacy and numeracy skills
* Experienced in and competent at providing supervision and training.
* Competency with Clarity Team Net
Qualifications
* GCSE Maths & English Grade A-C as a minimum
* Good standard of education with excellent literacy and numeracy skills
* Working towards or achieved Level 5 Diploma in Primary Care and Health Management (AMSPAR qualification)
Experience
* Experience working as a Operational or Assistant/Deputy Manager level in General Practice and the wider NHS
* Strong HR, team management and communication skills with both patients and staff
* Experience of working in primary care
* Experience of working in a GP practice
* Experience in the management and coordination of practice finances to optimise efficiency and financial performance
* Experienced in and competent at providing supervision and training.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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