Assistant Practice Manager

We are looking for an enthusiastic person to assist the Practice Manager in the day to day running of the practice. Excellent computer skills are essential as well as being able to communicate with staff, patients and other services, and manage own workload to meet the demands of the practice. A knowledge of EMIS clinical system and a good understanding of Primary Care would be preferable but training will be provided.

Main duties of the job include:

• Run searches and reports for call and recall purposes
• Build appointment templates
• Assist the Practice Manager with the day to day running of the Practice

About us:

We are a friendly practice with approximately 4500 patients, based in Flint town. The team consists of 2 GPs, 2 Practice Nurses and a team of administrators/reception staff.

Job responsibilities include:

• Finance
• Building and maintenance
• Equipment maintenance and calibration
• Staff and HR including training, payroll, staffing
• Health and Safety Compliance
• Technical infrastructure e.g. IT and telephone systems
• Ensuring practice meets its clinical targets
• Management of back office and support staff and systems
• Management of specific projects e.g. flu and covid vaccination program
• Internal and External Communication and PR
• Complaints and Significant Events management
• Policies and Protocols
• Confidentiality/Information Governance
• Ad hoc non-clinical issues, processes and responses

The practice manager is seeking an assistant to work approximately 37 hours per week. Their role will be to support the practice manager and could include any of the above but initially expected to help with the following:

• Searches and Reports
• Chronic Disease Clinics with the use of searches within the clinical system (EMIS) send out sms-letter-email invites to patients on the Chronic Disease Registers
• Assist with the monthly reporting-claims with enhanced services and access

Building maintenance includes:

• Organising building repairs and maintenance, decorating projects, risk assessing rooms, making sure the surgery is kept tidy
• Fire Safety: weekly fire alarm checks, ensuring that the fire alarm system including emergency lighting is regularly maintained
• Legionella Testing: arranging regular testing of water
• Waste management: liaise with waste management companies

Health and Safety responsibilities include:

• Carrying out risk assessments when appropriate
• Fire safety: carry out fire alarm checks and fire drills when appropriate
• Keeping health and safety plan up to date
• COSH Risk Assessment and Training

IT-Telephones:

• First point of call with any IT, software or telephone problems
• Liaising with IT support to fix any problems
• Resetting of staff passwords on IT systems
• Setting up of new staff on systems
• Possible help with clinical searches on our clinical system, EMIS

Back Office Functions:

• Although not part of main job function, it may be necessary for the assistant to provide emergency cover in the following back office areas:
• Scanning of internal post
• Processing of prescriptions
• Covering Reception

Policies and Protocols:

• Help PM with policies and protocols, particularly those involved with building, equipment, IT and health and safety

Complaints and Significant Events:

• Collate and file all complaints and significant events
• Organise regular complaints and significant events review meetings

Confidentiality:

• Ensure that the practice stays confidentiality compliant
• Carry out annual confidentiality audit
• Submit annual Confidentiality Data Toolkit

Ad Hoc:

This is not an exhaustive list. Other tasks may be added which play to the applicant's personal strengths and assist the practice manager with their workload.

Person Specification:

Qualifications:

• High standard of education with a minimum Grade C or equal to, or above in Maths and English
• Certificate or qualification in Management and Leadership
• Previous experience working in general practice and EMIS clinical system

Experience:

• Experience in working with the public would be an advantage
• Experience of working in a GP 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.