Bean Medical Practice is a friendly and dynamic GP surgery that values teamwork, innovation, and excellence in patient care. We are part of the Dudley and Netherton Primary Care Network, serving a diverse patient population. We are seeking a motivated, experienced, and proactive Assistant Practice Manager to join our leadership team.
Main duties of the job
As Assistant Practice Manager, you will work closely with the Practice Manager to ensure the smooth running of daily operations, compliance with NHS standards, and delivery of exceptional patient care. Your responsibilities will include:
* Supporting the management and supervision of administrative staff, ensuring effective training and development.
* Managing patient services, including appointment systems, complaint resolution, and patient satisfaction initiatives.
* Overseeing clinical systems, including EMIS and DOCMAN, ensuring efficient and compliant data management.
* Assisting with financial operations, including budgeting, payroll, and invoicing.
* Contributing to the achievement of Quality Outcomes Framework (QOF) and Incentive Improvement Framework (IIF) targets.
* Ensuring compliance with CQC regulations and promoting quality improvement across the practice.
This role will require you to act as a proactive leader, supporting the team while fostering a positive and professional working environment.
About us
Bean Medical Practice is committed to providing outstanding care to our patients while maintaining a supportive and collaborative workplace for our team. We pride ourselves on innovation, adaptability, and inclusivity. Our practice has a strong focus on professional development, offering opportunities for training and career progression. As a part of the Dudley and Netherton PCN, we are dedicated to achieving excellent health outcomes for our community.
At Bean Medical Practice, you will work within a diverse and welcoming team that values every contribution to our shared mission of improving patient care.
Job responsibilities
The following are the core responsibilities of the Assistant Practice Manager. There may be, on occasion, a requirement to carry out other tasks depending on workload and staffing levels.
Operational Management
* Supporting the Practice Manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities.
* Deputising for the Practice Manager in their absence.
* Coordinating the medical student and work experience programmes.
* Supporting the Practice Manager and Reception Manager with line management of all administrative staff, ensuring staff development, guidance, and adherence to mandatory training.
* Overseeing annual leave, study leave, and sickness absence for staff.
* Ensuring up-to-date smartcard profiles and comprehensive personnel files for all staff.
* Ensuring all staff have appropriate contracts, references, and DBS checks.
* Managing professional registration updates for clinical staff via Bright HR.
* Reviewing and updating job descriptions and person specifications to ensure compliance.
Human Resources and Staff Management
* Supporting recruitment activities, including pre-employment checks and paperwork preparation for new starters.
* Conducting return-to-work and exit interviews as required.
* Implementing effective staff induction and appraisal processes.
* Providing management support to the reception and administrative teams to resolve on-the-ground issues.
* Embedding a staff development plan and maintaining robust training records.
* Managing staff welfare, disciplinary proceedings, and grievance issues.
Compliance and Quality Improvement
* Ensuring adherence to CQC regulations and standards.
* Maintaining health and safety standards, including risk assessments and mandatory training.
* Supporting continuous quality improvement initiatives and encouraging staff participation in these.
* Updating clinical templates to align with current practices.
* Assisting with the submission of QOF, enhanced services, and other reports using CQRS/Open Exeter.
Patient Services and Communication
* Promoting the use of online patient services.
* Handling patient complaints and implementing the complaints process when required.
* Ensuring excellent communication across the entire practice team and keeping staff informed of changes.
Premises and Facilities Management
* Managing contracts for services such as cleaning and maintenance.
* Ensuring the building is well-maintained and arranging necessary repairs.
* Acting as the building fire marshal and ensuring evacuation lists and visitor logs are current.
IT and Data Management
* Leading the management of the clinical system, ensuring IT security and compliance with information governance.
* Resolving local IT issues promptly.
Other Responsibilities
* Supporting the implementation of new technologies and processes to meet national and local targets.
* Supporting medical students and trainees within the practice.
* Developing and embedding the practice audit programme in conjunction with clinical leads.
* Maintaining the significant event database and briefing the team on trends and solutions.
* Ensuring NHS email is used appropriately for practice-related communication.
General Expectations
* Adhere to practice policies, procedures, and guidelines.
* Keep updated on HR legislation changes and implement necessary procedural changes.
* Take minutes at all decision-making meetings held by or on behalf of the practice.
* Undertake other duties as appropriate to the role.
This comprehensive job description outlines the responsibilities required to ensure the effective operation and continued development of the practice.
Person Specification
Qualifications
* Educated to degree level or equivalent in a relevant field (e.g., healthcare management, business administration).
* Strong IT skills, including proficiency in Microsoft Office, EMIS, and DOCMAN.
* Evidence of ongoing professional development.
* Diploma or certification in healthcare or practice management.
* Relevant HR qualification or training (e.g., CIPD Level 3 or above).
* Advanced understanding of NHS frameworks and regulations.
Experience
* Proven experience in a leadership or management role within primary care, healthcare, or a similar setting.
* Demonstrable knowledge of CQC regulations and compliance standards.
* Experience in managing administrative processes, including recruitment, training, and appraisals.
* Proven ability to manage IT systems, data protection, and information governance.
* Experience in financial administration, including budgeting, payroll, and invoicing.
* Experience in handling patient complaints and implementing quality improvement initiatives.
* Familiarity with QOF, IIF, and enhanced service requirements.
* Experience coordinating medical student or trainee programmes.
Additional Criteria
* Excellent communication and interpersonal skills.
* Strong organisational and problem-solving abilities, with the ability to prioritise and manage competing demands.
* A proactive approach to leadership and staff development.
* Ability to work collaboratively within a multidisciplinary team.
* Knowledge of health and safety standards, including risk assessments and fire safety.
* Familiarity with NHS digital tools and reporting systems (e.g., CQRS, Open Exeter).
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.
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