Job summary
A newly created position to support the practice as the Deputy Practice Manager. Supporting the Practice Business Manager you will support 2 operation managers to provide the best patient care possible along with smooth day-to-day operations.
Main duties of the job
With our expanding team, we are looking to appoint a permanent Deputy Practice Manager to support the business. You will need to be available between our current opening times of Monday-Friday & once a month on a Saturday as required.
Deputy Practice Manager will help lead the daily management of the practice to meet the business needs and will work with our other managers and team members to keep the service running smoothly.
The Deputy Practice Managerwill also work closely with the Partners and Practice Business Manager to further develop the practice and to provide an effective service to our patients.
We are looking for someone with excellent IT skills, team management experience and is highly organised. EMIS system experience is essential for this role along with Docman and GPTeamNet.
Please note the salary range is depending on either 30 hours worked per week or hours per week. If your application is considering 4 days then it must be noted that Monday, Wednesday, Thursday and Fridays are essential for this role.
Below are general responsibilities of the role, with specific tasks to be determined according to the skills and abilities of the successful candidate.
About us
Nightingale Valley is a GP Practice in Southeast of the thriving city of Bristol. Our priority is to provide the highest standard of clinical care to our 15200 registered patients. We aim to work collaboratively with our Primary Care network other healthcare providers and support organisations, to enable more patients to be treated in a primary care setting, closer to home. We embrace a continuous improvement ethos and strive to ensure that we are available to patients when they need a consultation. We have an holistic approach to patient care and a strong training ethos within the practice, with a team of medical and non-medical educators as well as opportunities for non-clinical staff to develop and progress. We are also a sessional research practice.
Job description
Job responsibilities
Role Responsibilities
The following are the core responsibilities of the Deputy Practice may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.
Responsible for:
1. Supporting the Partners and Practice Business Manager with the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities.
2. Providing leadership and guidance to all staff ensuring that they always adhere to policies and procedure.
3. Overseeing the administrative elements of QOF, IIF, liaising with GPs, nursing staff and administrators.
4. Implementing systems to ensure compliance with CQC regulations and standards.
5. Reviewing and regularly updating job descriptions and person specifications ensuring all staff are legally and gainfully employed.
6. Ensuring reception and clinical rotas are created in a timely manner and arranging cover in the event of staff sickness and annual leave.
7. Acting as the lead for recruitment including pre-employment checks and DBS.
8. Evaluating, organising and overseeing the staff induction programme.
9. Implementing and embedding an effective practice and staff development plan for all staff (clinical and administrative) and an effective appraisal process whilst maintaining a robust training record.
10. Implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare.
11. Leading the management of the clinical system, ensuring IT security and IG compliance at all times and responding to and resolving all local IT issues.
12. Actively encouraging and promoting the use of patient online services.
13. Updating and acting as the focal point for the practice website and social media sites.
14. Guiding staff and developing searches and audits on the clinical system.
15. Reviewing and updating clinical templates ensuring they relate to current practice.
16. Marketing the practice appropriately to ensure patient population is stable or increasing.
17. Managing contracts for and highlighting issues with services, cleaning, gardening, window cleaning etc.
18. Guiding the team to reach QOF, IIF and other targets (supported by the nursing and administrative leads).
19. Ensuring the staff implement the practice wide approach to the management of all patient services matters.
20. Managing DNAs, providing data and planning tools coupled with liaison with referred repeat offenders.
21. Lead the patient facing members of staff to ensure a high level of patient satisfaction, expert care navigation via triaging and overall enhanced patient care is provided.
22. Assisting the Practice Business Manager with Payroll, Banking, Project work, Strategic support and deputising in their absence.
23. Acting as the lead for escalated patient complaints.
24. Chairing the clinical meetings and ensuring minutes are published in a timely manner by an operations manager.
25. Providing management to 2 operations managers to ensure smooth day to day operations are covered.
26. Attending various meetings with the Practice Business Manager.
27. Taking the lead role for H&S across both locations.
In addition to the primary responsibilities, you may be requested to:
28. Lead the management of the Patient Participation Group.
29. Ensure all staff are aware of the management of the premises, including health and safety aspects and undertake risk assessments and mandatory training as required.
30. Monitor and disseminate information on safety alerts and other pertinent information.
31. Support the overall practice clinical governance framework, submitting reports for OQF, enhanced services, IIF, and other reporting requirements using CQRS, Open Exeter etc.
32. Guide the team to reach QOF targets (supported by the nursing and administrative leads).
33. Brief clinicians on performance levels, advising actions to ensure high achievement across all QOF areas.
Person Specification
Experience
Essential
34. - A minimum of 1 years experience of working within Primary care
35. - Experience of line management of a team in excess of 10 staff
36. - HR experience
37. - Financial management experience
38. - H&S experience
39. - EMIS experience
40. - Intradoc experience
41. - High attention to detail
42. - Can multiple task projects and work under pressure
Desirable
43. - 2+ years emis experience
44. - Experience of working in a senior management role within primary care
45. - Experience of leading change
46. - Xero accounting experience
47. - Patient Participation Group management experience