Rewarding work, working with an amazing dedicated team of staff who want to innovate and push the boundaries of General Practice. This will be a fun job with the best management and partners, but we expect high standards and hard work.
Main duties of the job
To support the Business Manager in all aspects of practice functionality, motivating and managing staff, optimising efficiency and overall performance, ensuring the practice achieves its long-term strategic objectives in a safe and effective working environment.
To manage and coordinate all aspects of practice functionality, motivating and managing staff, patient services, premises and health and safety management.
Through innovative ways of working, support the Business Manager leading the team in promoting Equality, Diversity and Inclusion; Safety, Health, Environment and Fire, quality and continuous improvement, confidentiality, collaborative working, service delivery, learning and development and ensuring the practice complies with CQC regulations.
About us
Our team are hard working, fun, inclusive and innovative. They work hard and we play hard, with great rewards for our hard work, including food trucks, Christmas parties and other events throughout the year.
In return we expect high standards of work, accuracy in what you do and staff bringing their best every day.
We expect our staff to continually look at ways of improving our services and giving our patients the best possible care.
Job responsibilities
The following are the core responsibilities of the Management Assistant. 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 Management Assistant is responsible for:
1. Supporting the Practice Manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities.
2. Providing leadership and guidance to all staff ensuring that they adhere to policy and procedure at all times.
3. Overseeing the administrative elements of QOF, liaising with GPs, nursing staff and administrators.
4. Implementing systems to ensure compliance with CQC regulations and standards.
5. Acting as the lead for recruitment including pre-employment checks and DBS.
6. Evaluating, organising and overseeing the staff induction programme.
7. Implementing and embedding an effective staff appraisal process.
8. Implementing and embedding an effective practice and staff development plan for all staff (clinical and administrative) whilst maintaining a robust training record.
9. Implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare.
10. 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.
11. Updating and acting as the focal point for the practice website and social media sites.
12. Guiding staff and developing searches and audits on the clinical system.
13. Marketing the practice appropriately to ensure patient population is stable or increasing.
14. Highlighting and reporting issues with services i.e., cleaning, gardening, window cleaning etc.
15. Guiding the team to reach QOF targets (supported by the nursing and administrative leads).
16. Ensuring the staff implement the practice-wide approach to the management of all patient services matters.
17. Managing DNAs, providing data and planning tools coupled with liaison with referred repeat offenders.
18. Supporting the Practice Manager in the reviewing and updating of practice policies and procedures.
19. Supporting the Practice Manager with Continuous improvement and change initiatives.
20. Managing asset registers as directed by the Practice Manager.
21. Coordinating all staff absences, maintaining an effective absence register.
22. Representing the practice locally as required.
23. Maintaining a working knowledge of ICS/ICB initiatives.
24. Helping support and maintain IT systems.
In addition to the primary responsibilities, the Management Assistant may be requested to:
1. Deputise for the Practice Manager.
2. Implement the complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalated to the next level.
3. 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.
4. Monitor and disseminate information on safety alerts and other pertinent information.
5. Brief clinicians on performance levels, advising actions to ensure high achievement across all QOF areas.
6. Maintain the significant event database, providing advice to staff and briefing the team at meetings as required.
7. Identify trends and devise solutions to reduce risk and repeated occurrences of significant events.
Person Specification
Qualifications
* Good standard of education with excellent literacy and numeracy skills.
* Educated to degree level/equivalent or higher with relevant experience.
Skills and other requirements
* Excellent communication skills (written, oral and presenting).
* Excellent leadership skills.
* Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment.
* Effective time management (planning and organisation).
* Ability to network and build relationships.
* Proven problem solving and analytical skills.
* Ability to implement and embed policy and procedure.
* Ability to motivate and train staff.
* Polite and confident.
* Flexible and cooperative.
* Excellent interpersonal skills.
* Motivated and proactive.
* Ability to use initiative and judgement.
* Forward thinker with a 'solution' focused approach.
* High levels of integrity and loyalty.
* Sensitive and empathetic in distressing situations.
* Ability to work under pressure.
* Confident, assertive and resilient.
* Ability to drive and deliver change effectively.
* Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions.
* Flexibility to work outside core office hours.
* Maintain confidentiality at all times.
* Full UK driving license.
* Ability to recognise opportunities to enhance service delivery.
* Strategic thinker and negotiator.
Experience
* Experience of working with the general public.
* Experience of working in a healthcare setting.
* Experience of managing multidisciplinary teams.
* Experience of performance management, including appraisal writing, staff development and disciplinary procedures.
* Experience of successfully developing and implementing projects.
* NHS/Primary Care general Practice Experience.
* Relevant Health and Safety Experience.
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.
£14 an hour. This rate will depend on experience.
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