Job summary We are looking for an experienced NHS leader to join our team to support the Practice Manager. This will include the day to day running of the practice, plus overseeing compliance with the various NHS requirements, regulations and care standards. Closing date 19/11/24 with interviews on 27/11/24. Main duties of the job Responsible for the day to day management and coordination of the personnel, facilities and premises to enable all staff to provide an excellent service to patients. Ensuring the practice achieves its long-term strategic objectives in a positive, safe and effective working environment. Promoting Equality, Diversity & Inclusion, Quality & Continuous improvement, Confidentiality, Collaborative Working, Service Delivery, Learning and Development, and ensure the practice complies with CQC regulations. To act as a focal point in communication between the GPs, Practice Manager and other members of the practice/other organisations. To ensure administrative and clerical duties in the practice are carried out within the practice's guidelines and policies. To use own initiative and proactively manage own workload and assist the Practice Manager in the smooth running of the practice. Carry out ad hoc projects liaising with key people. IT Lead - including new projects/changes and on-going IT support for the staff across the practice. About us Litchdon Medical Centre is a friendly busy GP surgery in North Devon. Our focus is providing quality healthcare by valuing both patients and staff in a supportive and sustainable environment. Date posted 06 November 2024 Pay scheme Other Salary £30,000 to £33,766 a year depending on experience Contract Permanent Working pattern Full-time Reference number A3177-24-0007 Job locations Landkey Road Barnstaple EX32 9LL Job description Job responsibilities IT SERVICES IT Lead including new projects/changes and on-going IT support for the staff across the practice. To hold administration rights for SystmOne, NHS Mail, Windows and other IT systems as necessary. Reporting any IT issues as an administrator for SystmOne, NHS Mail & Windows and other IT systems in the practice. Issue smartcards and deal with queries. Troubleshoot and deal with any minor IT problems reported by members of the practice and escalate to DELT as needed. Support departmental IT super-users to maintain their knowledge. ENSURING THE DAY TO DAY OPERATIONS OF THE PRACTICE Supporting team managers as required, acting for them if a crisis occurs in their absence. Deputise for the Practice Manager in their absence whilst on leave, sick or attending offsite meetings, taking decisions within defined limits. Ensure good clear communication of day to day issues between all practice teams and throughout the practice. To maintain and enhance the practice social media and digital activity. Actively encouraging and promoting the use of patient online services. Join PPG Meetings and liaise with PPG as appropriate as a practice representative. HR RESPONSIBLITIES Overall People Management Coordinate and organise internal meetings, ensuring accurate and timely minutes are produced. Support and encourage personal development, job satisfaction and wellbeing in work for personnel. Manage conflict management and mediation between individuals, support and work closely with team managers. Ensure cooperation between teams. Supporting the Practice Manager in implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare. Maintaining an effective overview of HR legislation. Recruitment of new staff Support the Practice Manager, Head of Depts and Assistant to the Practice Manager with new staff recruitment. GOVERNANCE OF SERVICES AND FACILITIES Health and Safety Compliance Act as Health and Safety Officer for the practice. Ensure risk assessments are undertaken when necessary and the assessment is logged and periodically reviewed. Ensure accidents are logged in the Accident Logbook. Act as Fire Safety Officer conducting routine and ad hoc fire drills. Book Fire warden training as required. Ensure the security of the premises advising staff on actions to take if a breach or unauthorised visitor is found. Ensuring workstations are fit for use and staff have the equipment they need. Ensure the cleaning up spillage policy is followed. MONITORING AND REPORTING ON QUALITY OF SERVICE Acting as Complaints Manager, along with the Practice Manager, following the procedures set out in the complaints procedure. Recording complaints on the intranet, collating and preparing the annual report for review. Reporting breaches to CQC, RIDDOR, CCG and NHSE as required. Assist with CQC legislation, Quality Statements and policies. Maintain and update Health and Safety policies as required. Record and collate significant events, arranging and taking minutes at the LEA meetings, dissemination of all relevant documents and details in line with the compliance procedures. MONITORING PRACTICE PERFORMANCE AND TARGETS To read and be aware of all the Primary Care KPIs and relevant targets and contractual obligations, including; Enhanced Services Locally Commissioned Services QOF (Quality Outcomes Framework) GP Contract Medicines Management and additional Services Recall systems to be updated with specifications on an annual and ad hoc basis for all requirements. Monitor and evaluate performance of the practice team against objectives; identify and manage change. To plan and implement processes to achieve targets with GPs, Partners and Practice Manager. Support and work with Partners, GPs, Nurses and administrative staff to achieve targets. Developing, implementing and embedding the practice audit programme. PREMISES AND FACILITIES MANAGEMENT Maintain the surgery premises, along with the Practice Manager and Head of Maintenance and Hygiene, organising repairs to the building and contents as required to maintain health and safety and infection control standards. Working with the Lead Nurse and Heads of Depts to ensure medical equipment and non medical equipment is maintained and serviced, calibrated and tested as appropriate. Oversee the coordination of portable appliance testing (PAT), working alongside Lead Nurse and Heads of Depts. Ensure the practice has an up to date Business Continuity Plan and communicate it to all staff. MDT ADMINISTRATOR Co-ordinate MDT (Multi-Disciplinary Team) meetings and making sure information shared within those meetings is accurately recorded on patient records and other electronic documents. Keep GPs fully informed of meeting dates and ensure their templates are amended to show attendance. To work as part of the team who liaise with clinicians to ensure availability to attend scheduled meetings and keep them updated with any changes to procedure or information received. Run searches to ensure patient records correspond correctly with their GSF status. OTHER DUTIES Co-ordinate GP education and practice Mega meetings and provide leadership and admin support as needed. Provide support for review and update of practice policies and procedures. Provide admin support for clinical research in the practice. Provide leadership support to the green and environmental work of the practice. Working with Management and Clinical team to organise and coordinate the annual influenza vaccination process. Other tasks and projects as directed by the Practice Manager. Full Job Description attached. Job description Job responsibilities IT SERVICES IT Lead including new projects/changes and on-going IT support for the staff across the practice. To hold administration rights for SystmOne, NHS Mail, Windows and other IT systems as necessary. Reporting any IT issues as an administrator for SystmOne, NHS Mail & Windows and other IT systems in the practice. Issue smartcards and deal with queries. Troubleshoot and deal with any minor IT problems reported by members of the practice and escalate to DELT as needed. Support departmental IT super-users to maintain their knowledge. ENSURING THE DAY TO DAY OPERATIONS OF THE PRACTICE Supporting team managers as required, acting for them if a crisis occurs in their absence. Deputise for the Practice Manager in their absence whilst on leave, sick or attending offsite meetings, taking decisions within defined limits. Ensure good clear communication of day to day issues between all practice teams and throughout the practice. To maintain and enhance the practice social media and digital activity. Actively encouraging and promoting the use of patient online services. Join PPG Meetings and liaise with PPG as appropriate as a practice representative. HR RESPONSIBLITIES Overall People Management Coordinate and organise internal meetings, ensuring accurate and timely minutes are produced. Support and encourage personal development, job satisfaction and wellbeing in work for personnel. Manage conflict management and mediation between individuals, support and work closely with team managers. Ensure cooperation between teams. Supporting the Practice Manager in implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare. Maintaining an effective overview of HR legislation. Recruitment of new staff Support the Practice Manager, Head of Depts and Assistant to the Practice Manager with new staff recruitment. GOVERNANCE OF SERVICES AND FACILITIES Health and Safety Compliance Act as Health and Safety Officer for the practice. Ensure risk assessments are undertaken when necessary and the assessment is logged and periodically reviewed. Ensure accidents are logged in the Accident Logbook. Act as Fire Safety Officer conducting routine and ad hoc fire drills. Book Fire warden training as required. Ensure the security of the premises advising staff on actions to take if a breach or unauthorised visitor is found. Ensuring workstations are fit for use and staff have the equipment they need. Ensure the cleaning up spillage policy is followed. MONITORING AND REPORTING ON QUALITY OF SERVICE Acting as Complaints Manager, along with the Practice Manager, following the procedures set out in the complaints procedure. Recording complaints on the intranet, collating and preparing the annual report for review. Reporting breaches to CQC, RIDDOR, CCG and NHSE as required. Assist with CQC legislation, Quality Statements and policies. Maintain and update Health and Safety policies as required. Record and collate significant events, arranging and taking minutes at the LEA meetings, dissemination of all relevant documents and details in line with the compliance procedures. MONITORING PRACTICE PERFORMANCE AND TARGETS To read and be aware of all the Primary Care KPIs and relevant targets and contractual obligations, including; Enhanced Services Locally Commissioned Services QOF (Quality Outcomes Framework) GP Contract Medicines Management and additional Services Recall systems to be updated with specifications on an annual and ad hoc basis for all requirements. Monitor and evaluate performance of the practice team against objectives; identify and manage change. To plan and implement processes to achieve targets with GPs, Partners and Practice Manager. Support and work with Partners, GPs, Nurses and administrative staff to achieve targets. Developing, implementing and embedding the practice audit programme. PREMISES AND FACILITIES MANAGEMENT Maintain the surgery premises, along with the Practice Manager and Head of Maintenance and Hygiene, organising repairs to the building and contents as required to maintain health and safety and infection control standards. Working with the Lead Nurse and Heads of Depts to ensure medical equipment and non medical equipment is maintained and serviced, calibrated and tested as appropriate. Oversee the coordination of portable appliance testing (PAT), working alongside Lead Nurse and Heads of Depts. Ensure the practice has an up to date Business Continuity Plan and communicate it to all staff. MDT ADMINISTRATOR Co-ordinate MDT (Multi-Disciplinary Team) meetings and making sure information shared within those meetings is accurately recorded on patient records and other electronic documents. Keep GPs fully informed of meeting dates and ensure their templates are amended to show attendance. To work as part of the team who liaise with clinicians to ensure availability to attend scheduled meetings and keep them updated with any changes to procedure or information received. Run searches to ensure patient records correspond correctly with their GSF status. OTHER DUTIES Co-ordinate GP education and practice Mega meetings and provide leadership and admin support as needed. Provide support for review and update of practice policies and procedures. Provide admin support for clinical research in the practice. Provide leadership support to the green and environmental work of the practice. Working with Management and Clinical team to organise and coordinate the annual influenza vaccination process. Other tasks and projects as directed by the Practice Manager. Full Job Description attached. Person Specification Experience Essential See Person Specification on the Job Description attached. Qualifications Essential See Person Specification on Job Description attached. Person Specification Experience Essential See Person Specification on the Job Description attached. Qualifications Essential See Person Specification on Job Description attached. 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. Employer details Employer name Litchdon Medical Centre Address Landkey Road Barnstaple EX32 9LL Employer's website https://www.litchdonmedicalcentre.co.uk/ (Opens in a new tab)