Assistant Practice Manager

Evaluate, organize and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role Support Practice Manager in planning and co-ordinating the recruitment, induction and training of new administrative staff. Plan/assist in planning and recruitment of Locum cover. • Identify training and development needs for Practice staff. • Monitor skill-mix and deployment of staff • Assist in maintaining up-to-date HR documentation (including job descriptions, employment contracts and employment policies) • Ensure all Practice staff are aware of the need for confidentiality, both of patient and Practice information. • To read and be aware of all the primary Care KPIs and relevant targets and contractual obligations, including; • Enhanced Services • Locally Commissioned Services • QOF (Quality Outcomes Framework) • GP Contract • PCN DES contract • Medicines Management and additional Services. • To be updated with specifications on an annual and ad hoc basis of all requirements. • Monitor and evaluate performance of the Practice team against objectives; identify and manage change • To plan and implement processes to achieve targets with GPs, and Practice Manager • Support and work with GPs, Nurses and administrative staff to achieve targets. • Keep abreast of current affairs and identify potential threats and opportunities • Contribute to Practice strategy; formulate objectives and research and develop ideas for future Practice development • Work with GP Partner and Practice Manager in planning and setting strategic targets • To undertake required tasks to meet the agreed aims and be wholly responsible for them where appropriate • Develop and maintain effective communication both within the Practice and with relevant outside agencies • Keep records of overtime for correct preparation of monthly staff salaries • Keep records of supply ordering and receipt of goods for invoice verification • Convene meetings, prepare agendas, write minutes and ensure distribution of minutes as necessary • Assist in the Development of Practice protocols and procedures, review and update as required • Ensure that Practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place • Ensure the procurement of Practice equipment, supplies and services within target budgets • Adopt a strategic approach to the development and management of patient services • Ensure service development and delivery is in accordance with local and national guidelines • Ensure that the Practice complies with NHS contractual obligations in relation to patient care • Maintain registration policies and monitor patient turnover and capitation • Oversee and/or develop repeat prescribing systems, effective appointments system, surgery timetables, duty rotas and holiday cover • Routinely monitor and assess Practice performance against patient access and demand management targets • Develop and implement an effective complaints management system • Liaise with patient groups/PALS • Routinely monitor NHS Choices for patient review comments 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 • Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training and GDPR compliance • Set targets and monitor standards for data entry and data collection • Ensure that the Practice has effective IT data security, back-up, maintenance and disaster recovery plans in place • Liaise with the CCG regarding systems procurement, IT funding and national IT development programmes. • Maintain the Practices website. • 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 • 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 • Develop/Review Health and Safety policies and procedures and keep abreast of current legislation • Arrange appropriate insurance cover • Ensure that the Practice has adequate disaster recovery procedures in place • Arrange appropriate maintenance for Practice equipment • 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 • Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues • Behaving in a manner which is welcoming to the individual, is non-judgmental and respects their circumstances, feelings priorities and rights. • 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 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 The post-holder should recognize the importance of effective communication within the team and will strive to: • Communicate effectively with other team members • Communicate effectively with patients and carers • Recognize peoples needs for alternative methods of communication and respond accordingly • 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 audit where appropriate Job description Job responsibilities Evaluate, organize and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role Support Practice Manager in planning and co-ordinating the recruitment, induction and training of new administrative staff. Plan/assist in planning and recruitment of Locum cover. • Identify training and development needs for Practice staff. • Monitor skill-mix and deployment of staff • Assist in maintaining up-to-date HR documentation (including job descriptions, employment contracts and employment policies) • Ensure all Practice staff are aware of the need for confidentiality, both of patient and Practice information. • To read and be aware of all the primary Care KPIs and relevant targets and contractual obligations, including; • Enhanced Services • Locally Commissioned Services • QOF (Quality Outcomes Framework) • GP Contract • PCN DES contract • Medicines Management and additional Services. • To be updated with specifications on an annual and ad hoc basis of all requirements. • Monitor and evaluate performance of the Practice team against objectives; identify and manage change • To plan and implement processes to achieve targets with GPs, and Practice Manager • Support and work with GPs, Nurses and administrative staff to achieve targets. • Keep abreast of current affairs and identify potential threats and opportunities • Contribute to Practice strategy; formulate objectives and research and develop ideas for future Practice development • Work with GP Partner and Practice Manager in planning and setting strategic targets • To undertake required tasks to meet the agreed aims and be wholly responsible for them where appropriate • Develop and maintain effective communication both within the Practice and with relevant outside agencies • Keep records of overtime for correct preparation of monthly staff salaries • Keep records of supply ordering and receipt of goods for invoice verification • Convene meetings, prepare agendas, write minutes and ensure distribution of minutes as necessary • Assist in the Development of Practice protocols and procedures, review and update as required • Ensure that Practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place • Ensure the procurement of Practice equipment, supplies and services within target budgets • Adopt a strategic approach to the development and management of patient services • Ensure service development and delivery is in accordance with local and national guidelines • Ensure that the Practice complies with NHS contractual obligations in relation to patient care • Maintain registration policies and monitor patient turnover and capitation • Oversee and/or develop repeat prescribing systems, effective appointments system, surgery timetables, duty rotas and holiday cover • Routinely monitor and assess Practice performance against patient access and demand management targets • Develop and implement an effective complaints management system • Liaise with patient groups/PALS • Routinely monitor NHS Choices for patient review comments 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 • Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training and GDPR compliance • Set targets and monitor standards for data entry and data collection • Ensure that the Practice has effective IT data security, back-up, maintenance and disaster recovery plans in place • Liaise with the CCG regarding systems procurement, IT funding and national IT development programmes. • Maintain the Practices website. • 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 • 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 • Develop/Review Health and Safety policies and procedures and keep abreast of current legislation • Arrange appropriate insurance cover • Ensure that the Practice has adequate disaster recovery procedures in place • Arrange appropriate maintenance for Practice equipment • 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 • Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues • Behaving in a manner which is welcoming to the individual, is non-judgmental and respects their circumstances, feelings priorities and rights. • 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 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 The post-holder should recognize the importance of effective communication within the team and will strive to: • Communicate effectively with other team members • Communicate effectively with patients and carers • Recognize peoples needs for alternative methods of communication and respond accordingly • 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 audit where appropriate