Staithe Surgery JOB DESCRIPTION Job Title: Assistant Practice Manager / HR Lead Reports to: The Practice Manager Responsible to: The Partners Salary: Dependent on experience Annual leave: 5 weeks plus bank holidays pro rota Hours: Job Summary The purpose of the role is to: Provide assistance and support to the Practice Manager, working closely with departmental managers to deliver safe and excellent medical care to patients. Lead on compliance to ensure that practice policies are reviewed, updated and implemented. Manage core HR responsibilities including payroll, pensions, HR admin, mandatory training, staff leave and assist with complaints response. Provide support for all the practice IT, telephone and appointments systems. Job Responsibilities Duties and responsibilities may be varied from time to time under the direction of the Practice Manager, dependent on current and evolving practice workload and staffing levels. Practice Management To work efficiently as part of the management team with shared responsibility for the day to day running of the practice, deputising in the absence of the Practice Manager. Lead on compliance ensuring that practice policies and standard operating procedures are reviewed, updated and implemented. Support the Practice Manager and practice team with CQC compliance and NHS governance, monitoring new developments and suggesting plans for improvement and implementation. Assist with complaints response in line with practice policy. Record and assist with managing significant events. Assist with compliance of infection control and prevention policy and Health and Safety regulations. Assist with managing the practice IT, telephone and clinical system (SystmOne). Management of vaccination programmes and clinics alongside the Management Assistant and the nursing team. To support the GP Partners or other practice staff with ad hoc audit / project work. HR Management Payroll and management of the practice NHS Pension Scheme (IRIS GP payroll) Schedule annual appraisals and staff reviews with appropriate managers. Staff sickness and absence management. Monitor and schedule mandatory staff training. Recruitment administration. Oversee apprenticeship and work experience placements. Assist with staff inductions and staff leavers administration. Update and input data for the National Workforce Reporting Service (NWRS). Assist with clinical staff rotas and appointment ledgers. The role includes some overlap with our Management Assistant role, and you will work closely together to ensure that the practice continues to operate smoothly during each others absence. In addition to the above, the post holder will be required to carry out any other duties that are commensurate with the grade for the post. 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 assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, to include: 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. Making effective use of training to update knowledge and skills. Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards. Reporting potential risks identified. 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 recognises 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. Quality The post-holder will strive to maintain quality within the practice, and will: Alert other team members to issues of quality and risk. Assess own performance and take accountability for own actions, either directly or under supervision. Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance. Work effectively with individuals in other agencies to meet patients needs. Effectively manage own time, workload and resources. Communication The post-holder should recognise the importance of effective communication within the team and will strive to: Communicate effectively with other team members. Communicate effectively with patients and carers Recognise peoples needs for alternative methods of communication and respond accordingly. Contribution to the Implementation of Services The post-holder will: Apply practice policies, standards and guidance. Discuss with other members of the team how the policies, standards and guidelines will affect own work. Participate in audits where appropriate.