Job summary
Narrowcliff Surgery, in Newquay, Cornwall is a friendly GP practice looking to recruit for a new role of Deputy Practice Manager to compliment the current management team.
The role of Deputy Practice Manager requires a self-motivated,disciplined individual to take ownership of the efficient day to day running ofthe practice, supporting the team and working as a key member of theManagement Team.
The postholder will offer strong leadership with business, financialand people skills to continue to drive the practice forward by identifying, andacting on, practice and business opportunities.
Main duties of the job
1. To take responsibility for the management of the administration staff
2. To ensure all financial claims are made in an effective and efficient manner
3. To maintain Clinical Services and Appointments systems
4. To ensure effective administration support
5. To manage all aspects of patient information and communications.
6. To provide appropriate assistance to the Practice Manager in all day-to-day activities and duties.
About us
Narrowcliff Surgery is a GP practice in a single-site,purpose-built premises residing at the heart of the community we serve inNewquay, Cornwall.
We are alively, friendly, diverse and non-hierarchical team and highly value ourreceptionists and managers, recognising the challenges of these patient-facingroles.
We are a values-driven organisation, and strive to provide thebest care we can to all patients.
We prioritiseour staff wellbeing and have many initiatives, good support networks, andinclusive team meetings to ensure this is monitored and maintained.
We achieved very high scores in the QoF last year, achieved aGood rating in our last CQC assessment, and have one of the best patientfeedback scores in the region.
Practice Summary:-
List size of 16000 patients
Team consisting of 10 GP partners (8 WTE), 3 salaried GP, 2 GP Registrars, 5 practice nurses, 1 AP, 3 HCA, and associated administration and reception staff.
Clinical system used EmisWeb
High QOF achieving and CQC overall rating of good
Medical student teaching and VTS Training Practice, with three approved trainers
Prospective candidates are very welcome to visit the practice on an informal basis. Please call our Practice Manager, Susan Beadle on 01637 303122.
Job description
Job responsibilities
Staffing and People Management
7. Evaluate, organize and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role
8. Support Practice Manager in planning and co-ordinating the recruitment, induction and training of new administrative staff.
9. Plan/assist in planning and recruitment of Locum cover.
10. Prepare/assist in the preparation of weekly/monthly shift planning for Practice Staff, arranging cover (including locum cover) when necessary.
11. Identify training and development needs for Practice staff.
12. Ensure that all staff are legally and gainfully employed. Monitor skill-mix and deployment of staff
13. Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies)
14. To monitor staff annual leave, sickness and absence and mitigate any impact to practice staffing rotas.
15. Ensure all Practice staff are aware of the need for confidentiality, both of patient and Practice information.
Monitoring Practice Performance and Targets
16. To read and be aware of all the primary Care KPIs and relevant targets and contractual obligations, including;
17. Enhanced Services
18. Locally Commissioned Services
19. QOF (Quality Outcomes Framework)
20. GP Contract
21. Medicines Management and additional Services.
22. To be updated with specifications on an annual and ad hoc basis of all requirements.
23. Monitor and evaluate performance of the Practice team against objectives; identify and manage change
24. To plan and implement processes to achieve targets with GPs, Partners and Practice Manager
25. Support and work with Partners, GPs, Nurses and administrative staff to achieve targets.
Strategic Management and Planning
26. Keep abreast of current affairs and identify potential threats and opportunities
27. Contribute to Practice strategy; formulate objectives and research and develop ideas for future Practice development
28. Work with Partners and Practice Manager in planning and setting strategic targets
29. To undertake required tasks to meet the agreed aims and be wholly responsible for them
30. Develop and maintain effective communication both within the Practice and with relevant outside agencies
31. Assess and evaluate accommodation requirements and manage development and expansion plans
Financial Management
32. Understand and report on the financial implications of contract and legislation changes
33. Manage Practice accounts; submit year-end figures promptly and liaise with the Practice accountant
34. Monitor cash-flow, prepare regular forecasts and reports to the partners
35. Manage and reconcile bank accounts; negotiate/liaise with the Practice bankers
36. Monitor and reconcile income and expenditure statements and purchase/sales ledger transactions
37. Manage and monitor PAYE for Practice staff and maintain appropriate records
38. Manage contributions to the Practice pension scheme(s) and maintain appropriate records
39. Manage appropriate systems for handling and recording of cash and cheques and petty cash.
Organisational
40. Convene meetings, prepare agendas, write minutes and ensure distribution of minutes as necessary
41. Develop Practice protocols and procedures, review and update as required
42. Ensure that Practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place
43. Ensure the procurement of Practice equipment, supplies and services within target budgets
Patient Services
44. Adopt a strategic approach to the development and management of patient services
45. Ensure service development and delivery is in accordance with local and national guidelines
46. Ensure that the Practice complies with NHS contractual obligations in relation to patient care
47. Maintain registration policies and monitor patient turnover and capitation
48. Oversee and/or develop repeat prescribing systems
49. Oversee and/or develop and manage an effective appointments systems
50. Oversee and/or organise surgery timetables, duty rotas and holiday cover
51. Routinely monitor and assess Practice performance against patient access and demand management targets
52. Develop and implement an effective complaints management system
53. Liaise with patient groups/PALS
Information Management and Technology
54. Evaluate and plan Practice IT implementation and modernisation
55. Keep abreast of the latest development in primary care IT including DoH initiatives such EPRs and disease coding, and regularly update the Practice management team
56. Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training
57. Set targets and monitoring standards for data entry and data collection
58. Ensure that the Practice has effective IT data security, back-up, maintenance and disaster recovery plans in place
59. Liaise with the CCG regarding systems procurement, IT funding and national IT development programmes.
60. Maintain the Practices website.
Confidentiality:
61. 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
62. 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
63. 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:
64. Using personal security systems within the workplace according to Practice guidelines
65. Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
66. Making effective use of training to update knowledge and skills
67. Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
68. Reporting potential risks identified
69. Develop/Review Health & Safety policies and procedures and keep abreast of current legislation
70. Arrange appropriate insurance cover
71. Ensure that the Practice has adequate disaster recovery procedures in place
72. Arrange appropriate maintenance for Practice equipment
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
73. Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation
74. Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
75. 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:
76. Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
77. 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:
78. Alert other team members to issues of quality and risk
79. Assess own performance and take accountability for own actions, either directly or under supervision
80. 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
81. Work effectively with individuals in other agencies to meet patients needs
82. Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
83. Communicate effectively with other team members
84. Communicate effectively with patients and carers
85. Recognize peoples needs for alternative methods of communication and respond accordingly
86. Contribution to the Implementation of Services:
87. Apply Practice policies, standards and guidance
88. Discuss with other members of the team how the policies, standards and guidelines will affect own work
89. Participate in audit where appropriate
This job description is not exhaustive and is indicative of the roles of The Deputy Practice Manager.
Person Specification
Qualifications
Essential
90. Good standard of education with excellent literacy and numeracy skills
91. Educated to A-level/equivalent or higher with relevant experience
Desirable
92. Leadership and/or management qualification
93. AMSPAR qualification
Experience
Essential
94. Experience of working with the general public
95. Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
96. Effective time management (planning and organising)
97. Ability to network and build relationships
98. Ability to implement and embed policy and procedure
99. Ability to motivate and train staff
Desirable
100. Experience of managing multidisciplinary teams
101. Experience of performance management, including appraisal writing, staff development and disciplinary procedures
102. Experience of successfully developing and implementing projects
103. NHS/Primary Care general practice experience
104. Relevant health and safety experience