Assistant Practice Manager in Goole

An exciting opportunity has arisen for an Assistant Practice Manager at Howden Medical Centre, to support the Practice Manager and GP Partners in the effective management of the practice team, patient services, financial management and overall operational management of the surgery. We are seeking a dedicated individual who can bring reliability and flexibility to this new position. This is a part-time position and we would preferably like the successful candidate to work over three days. Salary is dependent on experience.

Main duties of the job:

• To support the Practice Manager in all aspects of the day-to-day operations and functionality of the practice, motivating and managing staff, optimising efficiency and overall performance, ensuring the practice achieves its long-term strategic objectives in a safe and effective working environment.
• Through innovative ways of working, support the Practice Manager leading the team in promoting ED&I (Equality, Diversity and Inclusion), SHEF (Safety, Health, Environment and Fire), quality and continuous improvement, confidentiality, collaborative working, service delivery, learning and development, and ensuring the practice complies with CQC and GDPR regulations.
• The post-holder will work closely with and under the direction of the practice manager. The successful candidate will be highly motivated, able to work independently, and confident in taking a lead on designated areas of responsibility.

Primary key responsibilities:

• Support the Practice Manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities and operational targets and projects are achieved.
• Provide leadership, management and guidance to all staff, ensuring that they adhere to policy and procedure at all times.
• Oversee the administrative elements of QOF, Enhanced Services and other targets and contracts, liaising with GPs, nursing staff and administrators.
• Ensure compliance with CQC regulations and standards.
• Review and regularly update job descriptions and person specifications, ensuring all staff are legally and gainfully employed.
• Assist with, and be delegated responsibilities, in the recruitment and induction of staff and students, including pre-employment checks and DBS.
• Oversee and embed an effective staff appraisal process, and undertake appraisals for those that they line manage.
• Assist in developing, implementing and embedding effective practice and staff development plans for all staff (clinical and administrative) whilst maintaining a robust training record.
• Assist with disciplinary and grievance issues, maintaining an overview of staff welfare and ensuring proper process is followed.
• Lead the management of the clinical system and IT, ensuring IT security and IG compliance at all times and responding to and resolving all local IT issues.
• Take the lead on GDPR in the practice, ensuring all required documentation is in place.
• Oversee, update and act as the focal point for the practice website and social media sites.
• Be responsible for overseeing and organising the day-to-day practice building and equipment maintenance requirements.
• Take the lead on Health and Safety matters, ensuring all documentation, requirements and checks are in place and organised at appropriate times, updating and undertaking risk assessments.
• Assist the Practice Manager in the administration of financial management of the practice including Claims, Accounts, Invoicing and Payroll, with delegated areas of responsibility.
• Update and develop Policies, Protocols, Procedures, Guidance and Practice Literature/Forms. Be responsible for keeping this documentation, and records of such, up to date.
• Ensure the staff implement the practice-wide approach to the management of all patient services matters.
• Identify and deliver team training where required.
• Support the management team in the compilation of practice reports and the practice development plan.
• Support the Practice Manager in coordinating and managing the patient complaints process and ensure that staff are fully conversant with the complaints procedure.
• Be delegated responsibilities for planning, undertaking and implementing projects and change management as they arise.
• Be an integral part of the general practice team.
• Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on Safeguarding Adults and Safeguarding Children.
• Support in the delivery of enhanced services and other service requirements.
• Undertake all mandatory training and induction programmes.
• Act as a leader in support of the spectrum of clinical governance.
• Maintain a clean, tidy, effective working area at all times.
• Attend a formal appraisal with their manager. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed.

Wider responsibilities:

• Deputise for the Practice Manager.
• Oversee the complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalated to the next level.
• 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.
• Monitor and disseminate information on safety alerts and other pertinent information.
• Support the overall practice clinical governance framework, generating and submitting reports for QOF, enhanced services and other reporting requirements.
• Brief clinicians on performance levels, advising actions to ensure high achievement across all QOF areas.
• Attend and actively participate in practice management meetings.
• Lead in the management of the Patient Participation Group.
• Attend any external meetings pertinent to this role.
• Build positive relationships with other organisations such as CYGNET PCN, NHSE, ICB, N3i, liaising with external colleagues as required.
• Stay up to date on changes in contracts, legislation, regulation and the wider NHS Environment, implementing changes in practice and process as required.
• Support and participate in shared learning.
• Participate in any audits as directed.

Person Specification:

• Experience:
• Essential: Experience of managing teams; Experience of working with the general public.
• Desirable: Experience of working in a healthcare setting; NHS or general practice experience; Experience of performance management, including appraisal writing, staff development and disciplinary procedures; Experience of successfully developing and implementing projects; Understanding of Health and Safety requirements; HR understanding and experience; Financial management/administration understanding and experience; Understanding of GDPR; Experience and understanding of policy/protocol development; Experience of health and safety requirements and needs within a small business; Experience of chairing meetings, producing agendas and minutes.
• Qualifications:
• Essential: A good standard of education, with an expectation of having both GCSE Maths and English at Grade C or above, or Functional Skills Level 2 in Maths and English.
• Desirable: Leadership and/or management qualification.
• Knowledge and Skills:
• Essential: Excellent communication skills (written, oral and presenting); Proven leadership skills; Competent in the use of MS Office and Outlook; Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment; Problem solver with the ability to process information accurately and effectively, interpreting data as required; Ability to use own initiative, discretion, and sensitivity; Sensitive and empathetic in distressing situations; Ability to exploit and negotiate opportunities to enhance service delivery; Strategic thinker and negotiator with a solutions-focused approach; Effective time management (planning and organising); Good organisational skills; Ability to effectively utilise resources; Punctual and committed to supporting the team effort; High levels of integrity and loyalty; Ability to network and build relationships; Flexible, cooperative and motivated; Confident, assertive and resilient; Ability to drive and deliver change effectively; Ability to use initiative and judgement; Ability to motivate teams, enhance morale and maintain a positive working environment, including team-building sessions; Demonstrate personal accountability, emotional resilience and the ability to work well under pressure; Ability to implement and embed policies and procedures.
• Desirable: Understanding of safeguarding adults and children; Clinical system IT user skills.