Job summary We are seeking a skilled and experienced Management Support professional to join our team at Chapelgreen Surgery. We are a well-established, forward thinking, 8 partner practice, in the North of Sheffield, serving over 14,000 patients across two sites. We are an enthusiastic training practice and take pride in delivering excellent patient care. The successful candidate will provide high-level support to our current management team and assist with the day-to-day operations of the practice. We are looking for a motivated, and proactive individual with skills in people management along with patient services, compliance and health and safety, as well as excellent IT skills. Main duties of the job The Management Support is responsible for supporting all day-to-day operations of Chapelgreen Surgery. Responsibilities include: Assisting with compiling and submitting monthly and quarterly reports Support the monitoring of QOF Monitoring of the petty cash system Collating payroll information for processing Support the management team in preparations for CQC Implementing clinical staff rotas and arranging adequate cover if needed. Ensure adequate room rota for all staff and outside bookings to generate income Preparing inductions and training schedules for trainees Responsible for registering new users on all IT platforms needed such as, AccuRX and ICE in accordance with the new starter form Liaising with training providers for trainee sickness Assist with monitoring annual leave and absences via Bright HR Assist management team with creation of new starter packs Maintaining the significant event record on Bright HR Minute taking for practice meetings. Manage asset registers and equipment log. Support in adhering to the leavers policy e.g. deactivation of smart card, preparing leavers form for interview About us Information about the Practice & Team 8 GP Partners (including 4 GP Trainers) 2 Salaried GPs 1 ANP 6 Practice Nurses, 2 HCAs 4 Physicians Associate shared with the PCN A Clinical Pharmacist Team shared with the PCN Well-resourced management & administrative team Training posts include GPR, Medical Students, Physicians Associates and Business Admin Apprenticeships. Systmone clinical system Date posted 16 January 2025 Pay scheme Other Salary Depending on experience £12.00 - £13.66 per hour Contract Permanent Working pattern Full-time Reference number A4643-25-0000 Job locations Chapelgreen Practice Bevan Way Chapeltown Sheffield S35 1RN High Green Health Centre Foster Way High Green Sheffield S35 4NF Job description Job responsibilities The following are the core responsibilities of the Management Support. 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 Support is responsible for supporting all day-to-day operations of Chapelgreen Surgery. Responsibilities include: Assisting with compiling and submitting monthly and quarterly report Support the monitoring of QOF Monitoring of the petty cash system Collating payroll information for processing Support the management team in preparations for CQC Implementing clinical staff rotas and arranging adequate cover if needed. Ensure adequate room rota for all staff and outside bookings to generate income Preparing inductions and training schedules for trainees Responsible for registering new users on all IT platforms needed such as, AccuRX and ICE in accordance with the new starter form Liaising with training providers for trainee sickness Assist with monitoring annual leave and absences via Bright HR Assist management team with creation of new starter packs Maintaining the significant event record on Bright HR Minute taking for practice meetings Manage asset registers and equipment log Support in adhering to the leavers policy e.g. deactivation of smart card, preparing leavers form for interview Supporting in dealing with day-to-day issues that arise relating to staff and buildings. Deputise in Operations Managers absence Responding to I.T issues Managing, organising PPG meetings Manage the practice website and Facebook page Organising and collecting lunch for training events and meetings Guiding staff and developing searches and audits on the clinical system Monitoring and disseminating information on safety alerts and other patient information All staff at Chapelgreen Surgery have a duty to conform to the following: Equality, Diversity & Inclusion (ED&I) A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law. Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect. Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect. Safety, Health, Environment and Fire Safety This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being, and safety. You have a duty to take reasonable care of health and safety at work for you, your team, and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation. Confidentiality This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and always maintain confidentiality. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service. Quality & Continuous Improvement To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice. This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care. Induction Training On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the Operations Team. Learning and Development The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude, and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery. Collaborative Working All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner. Service Delivery Staff at The Mandeville Practice must adhere to the information contained with practice policies and regional directives, ensuring protocols are always adhered to. Staff will be given detailed information during the induction process regarding policy and procedure. Security The security of the practice is the responsibility of all personnel. Staff must ensure they always remain vigilant and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured. Professional Conduct At Chapelgreen Surgery, staff are required to dress appropriately for their role. Administrative staff will be provided with a uniform whilst clinical staff must dress in accordance with their role. Job description Job responsibilities The following are the core responsibilities of the Management Support. 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 Support is responsible for supporting all day-to-day operations of Chapelgreen Surgery. Responsibilities include: Assisting with compiling and submitting monthly and quarterly report Support the monitoring of QOF Monitoring of the petty cash system Collating payroll information for processing Support the management team in preparations for CQC Implementing clinical staff rotas and arranging adequate cover if needed. Ensure adequate room rota for all staff and outside bookings to generate income Preparing inductions and training schedules for trainees Responsible for registering new users on all IT platforms needed such as, AccuRX and ICE in accordance with the new starter form Liaising with training providers for trainee sickness Assist with monitoring annual leave and absences via Bright HR Assist management team with creation of new starter packs Maintaining the significant event record on Bright HR Minute taking for practice meetings Manage asset registers and equipment log Support in adhering to the leavers policy e.g. deactivation of smart card, preparing leavers form for interview Supporting in dealing with day-to-day issues that arise relating to staff and buildings. Deputise in Operations Managers absence Responding to I.T issues Managing, organising PPG meetings Manage the practice website and Facebook page Organising and collecting lunch for training events and meetings Guiding staff and developing searches and audits on the clinical system Monitoring and disseminating information on safety alerts and other patient information All staff at Chapelgreen Surgery have a duty to conform to the following: Equality, Diversity & Inclusion (ED&I) A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law. Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect. Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect. Safety, Health, Environment and Fire Safety This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being, and safety. You have a duty to take reasonable care of health and safety at work for you, your team, and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation. Confidentiality This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and always maintain confidentiality. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service. Quality & Continuous Improvement To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice. This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care. Induction Training On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the Operations Team. Learning and Development The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude, and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery. Collaborative Working All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner. Service Delivery Staff at The Mandeville Practice must adhere to the information contained with practice policies and regional directives, ensuring protocols are always adhered to. Staff will be given detailed information during the induction process regarding policy and procedure. Security The security of the practice is the responsibility of all personnel. Staff must ensure they always remain vigilant and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured. Professional Conduct At Chapelgreen Surgery, staff are required to dress appropriately for their role. Administrative staff will be provided with a uniform whilst clinical staff must dress in accordance with their role. Person Specification Qualifications Essential GCSE grade A to C in English and Maths Good standard of education with excellent literacy and numeracy skills Full UK Driving License Desirable Leadership and / or Management Qualification Person Specification Qualifications Essential GCSE grade A to C in English and Maths Good standard of education with excellent literacy and numeracy skills Full UK Driving License Desirable Leadership and / or Management Qualification 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 Chapelgreen Practice Address Chapelgreen Practice Bevan Way Chapeltown Sheffield S35 1RN Employer's website https://www.chapelgreenpractice.co.uk/ (Opens in a new tab)