Job summary Annual Salary: £30,000.00 37.5 hours a week Forest View Medical Centre is looking for an enthusiastic and motivated individual to join our management team as Assistant Practice Manager. Working full time, across 3 sites, the ideal candidate will have had managerial experience in the healthcare sector or similar patient,customer facing industries. The successful candidate will have excellent interpersonal and leadership skills, be team focused, compassionate and will foster excellent team working and share our values and ethos. Training and mentorship in the role will be provided. Main duties of the job To support the Practice Manager in all aspects of practice functionality, motivating and managing staff, optimising efficiency and overall performance, ensuring the practice achieves its long-term strategic objectives in a safe and effective working environment. Through innovative ways of working, support the Practice Manager leading the team in promoting ED&I, SHEF, quality and continuous improvement, confidentiality, collaborative working, service delivery, learning and development and ensuring the practice complies with HEIW regulations. About us We are a patient focused team committed to delivering excellent care to our list size of circa 16, 000 patients. A friendly and supportive training practice, with 6 GP Partners, 8 Salaried GPs, 4 Nurses, 3 Health Care Assistants, a Mental Health Practitioner and 2 Pharmacists - we deliver care using a multi-disciplinary approach. The practice operates across 3 sites in Treorchy and Tre Herbert within the North Rhondda Cluster and actively participates in local initiatives to promote a healthy lifestyle. The practice is keen to support professional development of individuals and recognises the need to offer opportunities for learning for both clinical and non-clinical staff. Please visit Practice website Date posted 30 December 2024 Pay scheme Other Salary £30,000 a year Annual Salary: £30,000.00 37.5 hours a week Contract Permanent Working pattern Full-time, Flexible working Reference number M0044-24-0364 Job locations Forest View Medical Centre Abergorki Industrial Estate Treorchy Mid Glamorgan CF42 6DL Job description 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; this will be dependent upon factors such as workload and staffing levels. The Assistant Practice Manager is responsible for: a. Supporting the Practice Manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities b. Providing leadership and guidance to all staff ensuring that they always adhere to policy and procedure c. Overseeing the administrative elements of QIF, liaising with GPs, nursing staff and administrators d. Implementing systems to ensure compliance with HEIW regulations and standards e. Reviewing and regularly updating job descriptions and person specifications ensuring all staff are legally and gainfully employed f. Acting as the lead for recruitment including pre-employment checks and DBS g. Evaluating, organising and overseeing the staff induction programme h. Implementing and embedding an effective staff appraisal process i. Implementing and embedding an effective practice and staff development plan for all staff (clinical and administrative) whilst maintaining a robust training record j. Implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare k. Leading the management of the clinical system, always ensuring IT security and IG compliance and responding to and resolving all local IT issues l. Actively encouraging and promoting the use of patient online services m. Updating and acting as the focal point for the practice website and social media sites n. Guiding staff and developing searches and audits on the clinical system o. Reviewing and updating clinical templates ensuring they relate to current practice p. Marketing the practice appropriately to ensure patient population is stable or increasing q. Managing contracts for and highlighting issues with services i.e., cleaning, gardening, window cleaning etc. r. Guiding the team to reach QIF targets (supported by the nursing and administrative leads) s. Ensuring the staff implement the practice wide approach to the management of all patient services matters t. Managing DNAs, providing data and planning tools coupled with liaison with referred repeat offenders Secondary responsibilities In addition to the primary responsibilities, the Assistant Practice Manager may be requested to: a. Deputise for the Practice Manager b. Lead the management of the Patient Participation Group c. Implement the complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalated to the next level d. 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 e. Monitor and disseminate information on safety alerts and other pertinent information f. Support the overall practice clinical governance framework, submitting reports for enhanced services and other reporting requirements g. Guide the team to reach QIF targets, supported by the nursing and administrative leads h. Brief clinicians on performance levels, advising actions to ensure high achievement across all QIF areas i. Maintain the significant event database, providing advice to staff and briefing the team at meetings as required j. Identify trends and devise solutions to reduce risk and repeated occurrences of significant events k. Develop, implement and embed the practice audit programme, in conjunction with the lead nurse l. Support the Practice Manager in the reviewing and updating of practice policies and procedures m. Support the practice and management team with continuous improvement and change initiatives Job description 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; this will be dependent upon factors such as workload and staffing levels. The Assistant Practice Manager is responsible for: a. Supporting the Practice Manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities b. Providing leadership and guidance to all staff ensuring that they always adhere to policy and procedure c. Overseeing the administrative elements of QIF, liaising with GPs, nursing staff and administrators d. Implementing systems to ensure compliance with HEIW regulations and standards e. Reviewing and regularly updating job descriptions and person specifications ensuring all staff are legally and gainfully employed f. Acting as the lead for recruitment including pre-employment checks and DBS g. Evaluating, organising and overseeing the staff induction programme h. Implementing and embedding an effective staff appraisal process i. Implementing and embedding an effective practice and staff development plan for all staff (clinical and administrative) whilst maintaining a robust training record j. Implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare k. Leading the management of the clinical system, always ensuring IT security and IG compliance and responding to and resolving all local IT issues l. Actively encouraging and promoting the use of patient online services m. Updating and acting as the focal point for the practice website and social media sites n. Guiding staff and developing searches and audits on the clinical system o. Reviewing and updating clinical templates ensuring they relate to current practice p. Marketing the practice appropriately to ensure patient population is stable or increasing q. Managing contracts for and highlighting issues with services i.e., cleaning, gardening, window cleaning etc. r. Guiding the team to reach QIF targets (supported by the nursing and administrative leads) s. Ensuring the staff implement the practice wide approach to the management of all patient services matters t. Managing DNAs, providing data and planning tools coupled with liaison with referred repeat offenders Secondary responsibilities In addition to the primary responsibilities, the Assistant Practice Manager may be requested to: a. Deputise for the Practice Manager b. Lead the management of the Patient Participation Group c. Implement the complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalated to the next level d. 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 e. Monitor and disseminate information on safety alerts and other pertinent information f. Support the overall practice clinical governance framework, submitting reports for enhanced services and other reporting requirements g. Guide the team to reach QIF targets, supported by the nursing and administrative leads h. Brief clinicians on performance levels, advising actions to ensure high achievement across all QIF areas i. Maintain the significant event database, providing advice to staff and briefing the team at meetings as required j. Identify trends and devise solutions to reduce risk and repeated occurrences of significant events k. Develop, implement and embed the practice audit programme, in conjunction with the lead nurse l. Support the Practice Manager in the reviewing and updating of practice policies and procedures m. Support the practice and management team with continuous improvement and change initiatives Person Specification Qualifications Essential Good standard of education with excellent literacy and numeracy skills Educated to A-level/equivalent or higher with relevant experience Desirable Leadership and/or management qualification AMSPAR qualification Experience Essential Experience of working with the general public Experience of working in a healthcare/ retail/ service based setting Desirable Experience of managing multidisciplinary teams Experience of performance management, including appraisal writing, staff development and disciplinary procedures Experience of successfully developing and implementing projects NHS/Primary Care general practice experience Relevant health and safety experience ADDITIONAL CRITERIA Essential Ability to recognise opportunities to enhance service delivery Excellent communication skills (written, oral and presenting) Strong IT skills (generic) Excellent leadership skills Strategic thinker and negotiator Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment Effective time management (planning and organising) Ability to network and build relationships Proven problem solving and analytical skills Ability to implement and embed policy and procedure Ability to motivate and train staff Desirable EMIS user skills Person Specification Qualifications Essential Good standard of education with excellent literacy and numeracy skills Educated to A-level/equivalent or higher with relevant experience Desirable Leadership and/or management qualification AMSPAR qualification Experience Essential Experience of working with the general public Experience of working in a healthcare/ retail/ service based setting Desirable Experience of managing multidisciplinary teams Experience of performance management, including appraisal writing, staff development and disciplinary procedures Experience of successfully developing and implementing projects NHS/Primary Care general practice experience Relevant health and safety experience ADDITIONAL CRITERIA Essential Ability to recognise opportunities to enhance service delivery Excellent communication skills (written, oral and presenting) Strong IT skills (generic) Excellent leadership skills Strategic thinker and negotiator Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment Effective time management (planning and organising) Ability to network and build relationships Proven problem solving and analytical skills Ability to implement and embed policy and procedure Ability to motivate and train staff Desirable EMIS user skills 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name GP Practice in Wales Address Forest View Medical Centre Abergorki Industrial Estate Treorchy Mid Glamorgan CF42 6DL Employer's website https://gpwales.co.uk (Opens in a new tab)