Deputy Site Manager

JOB DESCRIPTION TITLE:Deputy Site Manager ACCOUNTABLE TO: The Practice Partners, MHP-Site/Practice Manager MANAGES: The administrative staff of the practice LIAISES WITH • The patients of the Practice • All members of the Practice staff team • Other professional staff working in or with the practice • Community Trust staff, particularly the members of the Primary Care Team • Staff of the local Health Authority and Primary Care Group • The Local Authority • Other agencies connected with the practice • Suppliers of goods and services OVERALL OBJECTIVES • To play a pivotal role in the delivery of high quality primary health care. • To provide and support the Site/Practice Manager in management resources for the achievement of the team's goals. • To report to and support the Site/Practice Manager in the provision of high quality patient services within a safe, efficient working environment by providing effective support to clinicians and the administrative team. • The Deputy Site Manager will also work closely with the Site/Practice Manager to develop the financial/patient care performance of the practice via QOF, LCS and Enhanced Services. • The Deputy Site Manager will lead the daily management of the practice and will ensure staff rotas are adequate and well planned to meet the practice's needs. • The Deputy Site Manager will address issues as they arise to keep all services running smoothly. To achieve this, the Deputy Site Manager will manage, train and develop the administrative team and liaise with clinical team members throughout the day to enable clear communication and team working across the site. KEY RESPONSIBILITIES AND DUTIES Main Responsibilities The Deputy Site Manager will analyse performance and follow protocols for each of the targets listed below. This will typically include liaison with the Site/Practice Manager and relevant clinical staff. The Deputy Site Manager's areas of responsibility include: • Quality and Outcomes Framework (QOF) • ALL Enhanced Services and Locally Commissioned Services (LCS) • Contractual Requirement (alongside Site/Practice Manager) • Medicines Management • Childhood immunisations • Other immunisations (Contractual Additional Service) • Influenza vaccinations • Registrations (alongside Reception Lead) • EMIS Workflow Management • Training and development of administrative staff • IT Lead • Enhanced Services, LCS and other services submissions • Payment reimbursement submissions (congestion charge and PPA) • Staffing rota and management • Medical Report and Non-NHS Work Management • Recruitment, induction and training of new administrative staff and locum cover • Practice statistics and feedback collection/analysing data • Maintain Practice Registers: Learning Disabilities, Palliative Care, Housebound, Child Protection, Unplanned Admissions, Carers etc. (work and delegate alongside other administrators) • Assistant to Practice Manager KPI's and Target Framework • To read and be aware of all the Enhanced Services, Locally Commissioned Services, QOF, BMA Contracts, KPI's, Medicines Management and additional Services. • To be updated with specifications on an annual and ad hoc basis of all requirements. • To plan and implement processes to achieve targets. • To work alongside Partners, GPs, Nurses and administrative staff to achieve targets. • Submissions of all target and audit-based work as per specifications and contracts. Planning • To liaise with Clinical Partners, Managing Partner and Site/Practice Manager in setting strategic planning targets and share joint responsibility with them for achievement of these targets. • To undertake tasks towards the agreed aims and be wholly responsible for them. Team and Personnel Management • To plan and co-ordinate the recruitment, induction and training of new administrative staff. • To assist in planning and recruitment of locum cover. • To assist in the preparation of a work rota for the doctors and arrange locum cover when necessary. • To be responsible for the organisation of the reception staff rota, ensuring adequate cover during periods of staff sickness or leave. • To identify and meet the team members' training and development needs. • To monitor staff sickness and absence and oversee the leave rota. • To ensure that all Practice staff are aware of the need for confidentiality, both of patient and Practice information. Patients • To be aware of patients' needs and work towards Practice innovation to meet those needs. • To be responsible for the collection and collation of data and feedback about patients' needs and satisfaction. • To liaise with patient and community representatives. Quality • To be accountable with the other team members for setting standards of quality and service provision and monitoring their achievement. • To promote ideals of quality and achievement of standards amongst all team members. • To co-ordinate all audits within the practice. Finance • To work alongside the Site/Practice Manager for the setting up of new, and maintenance of existing, systems to maximise all Practice income. • Where required by the Central Finance Team, to monitor and check the accuracy of the Enhanced Services, Contractual Requirements and other PMS claims and ensure that all claims are submitted on a monthly and quarterly basis. • To ensure PPA reimbursement forms are completed and submitted on a monthly basis. • Supervise and liaise with Site/Practice Manager for the purchasing of all equipment, drugs, supplies and stationery and ensure best value is obtained, where central ordering is not applicable. Information Technology and Computing • The Deputy Site Manager will be IT Lead on all EMIS templates, searches, protocols and concepts updates. Ensure IT hardware and software is well maintained where appropriate, liaising directly with Systems IT and GP IT teams. To also ensure all updates/upgrades go smoothly. • To be Smart Card Sponsor for the practice alongside the Site/Practice Manager. • To ensure that read codes are correctly administered across records throughout the practice. The DSM will work with the Site/Practice Manager to develop electronic templates to better manage read coding requirements. • To utilise clinical software to perform searches, extracting and validating patient and statistical data for the preparation of reports. Practice Reception/Administration • To maintain and further develop systems and protocols for the smooth and efficient running of the reception, appointments and administration system. • To maintain a thorough knowledge of reception and administration systems. • To be prepared to undertake reception or secretarial duties in the case of absence of usual reception/administration staff due to annual leave, sickness or any other reason. Liaison • To promote good relationships between the Practice and outside bodies such as Health Authorities, Primary Care Groups, community trusts, patient and community groups, the bank and accountant, etc. • To prepare for, organise and attend practice, wider health team and management meetings and follow up decisions made. • To liaise with the Managing Partner and Site/Practice Manager on all necessary matters. Personal and Professional Development To actively seek to keep professional knowledge and skills up-to-date, including assessment of own learning needs and attendance at relevant training courses as required. Information Governance • To ensure that the Information Governance framework is adhered to. • Personal information within the practice needs to be dealt with in a confidential and secure manner. • To ensure all members of staff have adequate training to provide consistency to information handling. Equal Opportunities The post holder will ensure that the Practice Policies and the Health Authority policies on Equal Opportunities are understood and adhered to. Health and Safety Be aware of your responsibility under the Health and Safety at Work Act 1974 and ensure that agreed safety procedures are carried out in order to maintain a safe environment for employees, patients and visitors. Other Duties • To undertake such other duties as may reasonably be required. • To be flexible in approach, recognising the needs of a developing practice. • Assistant to Practice Manager. NB: This job description may change in the light of developments within the Practice, national policies or personnel factors and will then be subject to amendment in consultation with the post-holder. Job description Job responsibilities JOB DESCRIPTION TITLE:Deputy Site Manager ACCOUNTABLE TO: The Practice Partners, MHP-Site/Practice Manager MANAGES: The administrative staff of the practice LIAISES WITH • The patients of the Practice • All members of the Practice staff team • Other professional staff working in or with the practice • Community Trust staff, particularly the members of the Primary Care Team • Staff of the local Health Authority and Primary Care Group • The Local Authority • Other agencies connected with the practice • Suppliers of goods and services OVERALL OBJECTIVES • To play a pivotal role in the delivery of high quality primary health care. • To provide and support the Site/Practice Manager in management resources for the achievement of the team's goals. • To report to and support the Site/Practice Manager in the provision of high quality patient services within a safe, efficient working environment by providing effective support to clinicians and the administrative team. • The Deputy Site Manager will also work closely with the Site/Practice Manager to develop the financial/patient care performance of the practice via QOF, LCS and Enhanced Services. • The Deputy Site Manager will lead the daily management of the practice and will ensure staff rotas are adequate and well planned to meet the practice's needs. • The Deputy Site Manager will address issues as they arise to keep all services running smoothly. To achieve this, the Deputy Site Manager will manage, train and develop the administrative team and liaise with clinical team members throughout the day to enable clear communication and team working across the site. KEY RESPONSIBILITIES AND DUTIES Main Responsibilities The Deputy Site Manager will analyse performance and follow protocols for each of the targets listed below. This will typically include liaison with the Site/Practice Manager and relevant clinical staff. The Deputy Site Manager's areas of responsibility include: • Quality and Outcomes Framework (QOF) • ALL Enhanced Services and Locally Commissioned Services (LCS) • Contractual Requirement (alongside Site/Practice Manager) • Medicines Management • Childhood immunisations • Other immunisations (Contractual Additional Service) • Influenza vaccinations • Registrations (alongside Reception Lead) • EMIS Workflow Management • Training and development of administrative staff • IT Lead • Enhanced Services, LCS and other services submissions • Payment reimbursement submissions (congestion charge and PPA) • Staffing rota and management • Medical Report and Non-NHS Work Management • Recruitment, induction and training of new administrative staff and locum cover • Practice statistics and feedback collection/analysing data • Maintain Practice Registers: Learning Disabilities, Palliative Care, Housebound, Child Protection, Unplanned Admissions, Carers etc. (work and delegate alongside other administrators) • Assistant to Practice Manager KPI's and Target Framework • To read and be aware of all the Enhanced Services, Locally Commissioned Services, QOF, BMA Contracts, KPI's, Medicines Management and additional Services. • To be updated with specifications on an annual and ad hoc basis of all requirements. • To plan and implement processes to achieve targets. • To work alongside Partners, GPs, Nurses and administrative staff to achieve targets. • Submissions of all target and audit-based work as per specifications and contracts. Planning • To liaise with Clinical Partners, Managing Partner and Site/Practice Manager in setting strategic planning targets and share joint responsibility with them for achievement of these targets. • To undertake tasks towards the agreed aims and be wholly responsible for them. Team and Personnel Management • To plan and co-ordinate the recruitment, induction and training of new administrative staff. • To assist in planning and recruitment of locum cover. • To assist in the preparation of a work rota for the doctors and arrange locum cover when necessary. • To be responsible for the organisation of the reception staff rota, ensuring adequate cover during periods of staff sickness or leave. • To identify and meet the team members' training and development needs. • To monitor staff sickness and absence and oversee the leave rota. • To ensure that all Practice staff are aware of the need for confidentiality, both of patient and Practice information. Patients • To be aware of patients' needs and work towards Practice innovation to meet those needs. • To be responsible for the collection and collation of data and feedback about patients' needs and satisfaction. • To liaise with patient and community representatives. Quality • To be accountable with the other team members for setting standards of quality and service provision and monitoring their achievement. • To promote ideals of quality and achievement of standards amongst all team members. • To co-ordinate all audits within the practice. Finance • To work alongside the Site/Practice Manager for the setting up of new, and maintenance of existing, systems to maximise all Practice income. • Where required by the Central Finance Team, to monitor and check the accuracy of the Enhanced Services, Contractual Requirements and other PMS claims and ensure that all claims are submitted on a monthly and quarterly basis. • To ensure PPA reimbursement forms are completed and submitted on a monthly basis. • Supervise and liaise with Site/Practice Manager for the purchasing of all equipment, drugs, supplies and stationery and ensure best value is obtained, where central ordering is not applicable. Information Technology and Computing • The Deputy Site Manager will be IT Lead on all EMIS templates, searches, protocols and concepts updates. Ensure IT hardware and software is well maintained where appropriate, liaising directly with Systems IT and GP IT teams. To also ensure all updates/upgrades go smoothly. • To be Smart Card Sponsor for the practice alongside the Site/Practice Manager. • To ensure that read codes are correctly administered across records throughout the practice. The DSM will work with the Site/Practice Manager to develop electronic templates to better manage read coding requirements. • To utilise clinical software to perform searches, extracting and validating patient and statistical data for the preparation of reports. Practice Reception/Administration • To maintain and further develop systems and protocols for the smooth and efficient running of the reception, appointments and administration system. • To maintain a thorough knowledge of reception and administration systems. • To be prepared to undertake reception or secretarial duties in the case of absence of usual reception/administration staff due to annual leave, sickness or any other reason. Liaison • To promote good relationships between the Practice and outside bodies such as Health Authorities, Primary Care Groups, community trusts, patient and community groups, the bank and accountant, etc. • To prepare for, organise and attend practice, wider health team and management meetings and follow up decisions made. • To liaise with the Managing Partner and Site/Practice Manager on all necessary matters. Personal and Professional Development To actively seek to keep professional knowledge and skills up-to-date, including assessment of own learning needs and attendance at relevant training courses as required. Information Governance • To ensure that the Information Governance framework is adhered to. • Personal information within the practice needs to be dealt with in a confidential and secure manner. • To ensure all members of staff have adequate training to provide consistency to information handling. Equal Opportunities The post holder will ensure that the Practice Policies and the Health Authority policies on Equal Opportunities are understood and adhered to. Health and Safety Be aware of your responsibility under the Health and Safety at Work Act 1974 and ensure that agreed safety procedures are carried out in order to maintain a safe environment for employees, patients and visitors. Other Duties • To undertake such other duties as may reasonably be required. • To be flexible in approach, recognising the needs of a developing practice. • Assistant to Practice Manager. NB: This job description may change in the light of developments within the Practice, national policies or personnel factors and will then be subject to amendment in consultation with the post-holder.