Assistant Practice Manager

Job description

Job responsibilities

Job summary

To support the Practice Manager and partners in all aspects of practice functionality, motivating and managing staff, optimising efficiency and overall performance and ensuring the practice achieves its long-term strategic objectives in a safe and effective working environment.

Focusing on quality, covering all aspects including service delivery and the processes required to maximise the practices performance and income and balancing that with patient satisfaction.

This role will support GP Partners in championing the patient experience at Bretton Park Health Care. It will support a wide range of initiatives to ensure that Bretton Park Health Care listens to patients, enabling them to feedback effectively

Primary responsibilities

The following are the core responsibilities of the Assistant Practice Manager. There may be, on occasion, a requirement to carry out other tasks but 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. Supporting the implementation of systems to ensure compliance with CQC regulations and standards.

c. 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.

d. Actively encouraging and promoting the use of patient online services, running searches on activity and reporting back to the Practice Manager.

e. Be the practice lead for the practice website and social media sites.

f. Guiding staff and building on and developing searches and audits on the clinical system and act as the practice lead for Ardens.

g. Reviewing and updating clinical templates ensuring they relate to current practice.

h. Marketing the practice appropriately to ensure patient population is stable or increasing.

i. Managing the team to reach QOF targets (supported by the nursing and administrative leads).

j. Ensuring the staff implement the practice wide approach to the management of all patient services matters.

k. Managing DNAs, providing data and planning tools coupled with liaison with referred repeat offenders.

l. Maintaining and monitoring the complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalated to the relevant person.

m. Managing the overall practice clinical governance framework, submitting reports for QOF, enhanced services and other reporting requirements which includes use of CQRS and CQRS Local, PCSE, PPA and Eclipse. Ensuring all claims are submitted and activity audited.

n. Providing support for the financial elements of the practice, including budgets, petty cash, payroll, payments and receipts. Ensuring financial and contractual scrutiny is given on all transactions and activity.

o. Assisting in maximising income revenue and reducing expenditure where required.

p. Be the lead for patient and staff surveys and the reporting of findings and analysis at meetings.

q. Managing the workflow and summarising team, ensuring coding and workload are audited and plans are in place if backlogs occur.

r. Be the practice lead for the Patient Participation Group (PPG).

Secondary responsibilities

In addition to the primary responsibilities, may be required to:

• Deputise for the Practice Manager.

• 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.

• Support the Practice Manager in the reviewing and updating of practice policies and procedures.

• Support the practice and management team with continuous improvement and change initiatives.

Person Specification

Qualifications

• Good standard of education with excellent literacy and numeracy skills

• Educated to A-level/equivalent or higher with relevant experience
• Leadership and/or management qualification
• AMSPAR qualification

Skills

• Excellent communication skills (written, oral and presenting)
• Strong IT skills (generic)
• 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
• Ability to implement and embed policy and procedure
• Ability to motivate and train staff
• Proven problem solving and analytical skills

• Ability to recognise opportunities to enhance service delivery
• Excellent leadership skills
• Strategic thinker and negotiator
• EMIS/SystmOne/Vision user skills

Experience

• Experience of working with the general public
• Experience of working in a healthcare setting
• 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
• Experience of working with accounting procedures including budget and cash flow forecasting

Personal qualities/Other

• Polite and confident
• Flexible and cooperative
• Excellent interpersonal skills
• Motivated and proactive
• Ability to use initiative and judgement
• Forward thinker with a solution focused approach
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Ability to drive and deliver change effectively
• Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions

• Flexibility to work outside core office hours
• Disclosure Barring Service (DBS) check
• Maintain confidentiality at all times
• Full UK driving licence

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

Bretton Park Healthcare

Address

Bretton Medical, Rightwell East

Bretton

Peterborough

PE1 2UF