Assistant Practice Manager
Job summary
We are looking for an enthusiastic, organised and proactive Assistant Practice Manager to join our friendly and supportive Practice team.
Working closely with the Practice Manager, GP Partners and wider Practice team, the Assistant Practice Manager will play an important role in supporting the effective day-to-day running of the Practice. This is a varied role with responsibility across HR, operations, finance, compliance, IT and service development, providing an excellent opportunity for someone who enjoys working across different areas of Practice management.
The successful candidate will be well organised, approachable and able to work confidently both independently and as part of a team. They will have a practical, solutions-focused approach and be committed to supporting staff and delivering a high-quality service to our patients.
Main duties of the job
- Support the Practice Manager with the effective day-to-day management and operation of the Practice.
- Provide support across HR processes, including recruitment, inductions, appraisals, absence management, staff records and leavers.
- Support quality, compliance and contractual requirements, including CQC, QoF, Enhanced Services, data quality and annual Practice returns.
- Coordinate staff training and compliance, maintaining accurate records and monitoring outstanding requirements.
- Support the management of patient complaints and Patient Participation Group (PPG) activities.
- Coordinate estates, IT, telephone systems and Smartcard administration, working with relevant internal and external providers.
- Support the planning and delivery of Practice programmes and initiatives, including the annual flu programme and TARGET activity.
- Prepare and submit a range of Practice claims and reimbursements, including CQRS, GP Reimbursement Scheme, Minor Surgery, CQC, water and clinical waste claims.
- Attend Practice, clinical and PCN meetings, and represent the Practice at relevant external meetings where required.
- Work closely with the Practice Manager and wider team to ensure accurate, timely and efficient completion of operational, administrative and contractual requirements.
About us
We are a friendly and committed team consisting of 3 GP Partners, 3 Salaried GP, 1 ACPs, 3 Pharmacists, 1 Physicians Associate, 3 Practice Nurses and 3 HCAs. The clinical team is supported by an experienced and highly skilled administrative team including Receptionists, clinical coders and secretaries alongside the Practice Management team.
The Practice is within easy reach of Leeds, Bradford and Ilkley, with excellent schools in the area.
We are a high achieving QOF Practice working on SystmOne, committed to delivering a quality service to our 12,000+ patients and we are proud to have been rated GOOD overall by CQC.
Job description
Job responsibilities
Human Resources
- Assist with recruitment, including references, contracts and job descriptions.
- Coordinate staff inductions and IT starter set-up.
- Support appraisals and probationary reviews in line with Practice procedures.
- Support absence management and annual leave processes.
- Assist with HR and investigation meetings.
- Process staff leavers and associated documentation.
- Maintain accurate staff records, including training and compliance information.
Practice Operations
- Support the Practice Manager with the effective day-to-day operation of the Practice.
- Deal with lower-level patient complaints and support the Practice's complaints process.
- Assist with Patient Participation Group (PPG) activities.
- Coordinate estates and maintenance issues.
- Assist with IT and telephone system queries.
- Manage Practice Smartcards and related administration.
- Support the planning and delivery of the annual flu programme.
- Assist with the implementation of Enhanced Services and contractual requirements.
- Support TARGET planning and associated Practice activity.
- Attend Partners', Nurse and Clinical meetings and PCN meetings, as required.
- Attend relevant external meetings on behalf of the Practice.
Quality, Compliance and Data
- Assist with CQC compliance and ongoing preparation for inspection.
- Support QoF oversight, including data quality and coding queries.
- Maintain staff training records and monitor outstanding requirements.
- Complete and submit the annual complaints return.
- Complete and submit the Data Quality Toolkit.
- Submit the annual workforce tool and other relevant Practice returns.
Finance and Claims
- Submit monthly CQRS claims.
- Submit GP Reimbursement Scheme claims.
- Submit quarterly water and clinical waste reimbursement claims.
- Submit the annual CQC reimbursement claim.
- Submit quarterly Minor Surgery claims.
- Work with the Practice Manager and finance team to ensure claims are accurate and submitted within the required timescales.
This list is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties which may be requested from time to time.
Person Specification
Qualifications
- Holds GCSEs (including English and Mathematics) and A Level qualifications.
Experience
- Experience of using SystmOne.
- Proficient in all Microsoft applications including Word and Excel.
- Experience of working in General Practice.
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
The Menston and Guiseley Practice
Address
Menston & Guiseley Practice
44 Park Road
Guiseley
Leeds
LS20 8AR
United Kingdom
Employer's website
https://www.menstonguiseleypractice.co.uk/