Office Manager - GP Practice
Job summary
Battersea Fields Practice is busy, growing GP practice in the heart of Battersea, close to Battersea Park and the development of Battersea Power Station. The practice has a main site at Sleaford Street, and a branch sites at Austin Road. In addition to these sites, the practice also looks after two local nursing homes.
Main duties of the job
The Office Manager will play a key role in the running of the internal affairs of the business, including overseeing and organising HR processes, overseeing the management of complaints and learning events, co-ordinating our student cohorts, and providing a PA service to the practice Partners and Manager.
About us
Our aim is provide our patients with excellent, patient-centered health care and encourage patients to be fully involved with the doctors and nurses in planning and maintaining their own health and well-being. We value the contribution patients make in improving services we offer at the practice, and welcome feedback
Job description
Job responsibilities
HR
Work with the Business & Development Manager to ensure that the Practices HR procedures comply with employment regulations
Oversee all recruitment, selection and the onboarding processes, including references, DBS check, induction and training
Work with team line managers to ensure that all probation review meetings are conducted in line with the probation policy
Work alongside line managers to monitor and manage all aspects of an employees performance including attendance and sick leave.
Manage all staff members compliance with mandatory training.
Work alongside line managers to develop an annual learning calendar for the practice; lead on booking external trainers.
Manage the practices appraisal system, including booking appraisal meetings and acting as note taker.
Premises
Lead on ensuring that all practice premises are compliant with the required safety standards, including carrying-out any required testing and record keeping, and liaising with external providers to arrange periodic testing and monitoring.
Liaise with external providers, such as NHS Property Services, cleaning companies, and site landlords to ensure that they meet their obligations.
Alongside the rest of the senior management team, contribute to ensuing that the practices premises and related record keeping is compliant with CQCs expectations.
Work with the Operations Manager to ensure that all staff are aware of their roles and responsibilities with regards to premises management and safety, including the response to adverse incidents such as fire.
Students
Liaise with universities and other training providers regarding student placement requirements.
Work with the Business & Development Manager and the Education & Training Lead Partner to create a strategic plan for student activity, ensuring an optimum mix of different student placements, taking into account staff and room capacity and financial incentives.
Carry-out any required suitability checks on students and ensure that they are fully inducted into the practice.
Keep a record of student placement dates and contribute to the timetabling of student cohorts.
Develop and deliver student inductions which are tailored to each student cohort.
Liaise with the Finance Administrator to ensure that the practice receives the correct payment for all student placements.
Other responsibilities
Act as PA to the Partners and the Business & Development Manager, including diary management, managing email inboxes, minuting meetings.
Manage the practices complaints process, ensuring that all complaints are logged and passed for investigation in a timely manner. Monitor the complaints process to ensure that all complaints are responded to with the required timescale.
Audit complaint themes and regularly report to the management team.
Take the lead in internal communications at the practice, including producing the weekly newsletter and creating presentations for staff news screens.
Be responsible for ensuring that the practices stationery and equipment supplies are maintained.
Maintain the practices internal information portal, including ensuring all information is up to date.
Line manage the IT Administrator, ensuring that they complete their work in a timely manner and to required standards.
Person Specification
Qualifications
- A management qualification (Level 3-5 or higher in Management, Business Administration, Leadership, or similar) or proven experience in:
- Staff management and leadership
- Financial management and budgeting
- Administration and operations
- HR and recruitment processes
- Strong IT skills and experience of office systems
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.
Employer details
Employer name
Battersea Fields Practice
Address
3 Austin Road
London
SW11 5JP
United Kingdom
Employer's website
https://www.batterseafieldspractice.co.uk/