Assistant Practice Manager

An exciting opportunity has arisen for an Assistant Practice Manager at Parklands Surgery, to support the Practice Manager & GP Partners in the effective management of the practice team, patient services & the overall operational management of the surgery. We are seeking a dedicated individual who can bring reliability and flexibility to this new position.

The Assistant Practice Manager will work with the Practice Manager, focusing on championing Service Delivery, IT, Health & Safety and HR, promoting a positive working environment. Supporting the Practice Manager in all aspects of practice finance,functionality, managing staff, optimising efficiency and overall performance,developing and training on clinical systems and searches, ensuring the practice achieves its long-term strategic objectives in a safe and effective working environment.

Working alongside the Quality & Outcomes Framework GP, carrying out agreed processes to ensure QOF targets are met, maintaining patient recall systems and read codes as appropriate.

We are a busy, friendly EMIS Web practice with over 13,500 patients. Our team of 7 GPs, 5 Nurse Practitioners and 6 Treatment Room Nurses is supported by our well established team of administrators.

Job responsibilities:

Contracts, Financial & IT - Assisting the Practice Manager in:

• Overseeing all administrative Quality & Outcomes Framework (QOF) procedures and public health indicators, working in conjunction with the QOF Lead GP.
• Supporting the overall practice clinical governance framework, submitting reports for QOF, enhanced services and other reporting requirements using CQRS/Open Exeter.
• Monitoring and disseminating information on safety alerts and other pertinent information.
• Ensure the effective use and maintenance of EMIS, Anima, Team Net, Open Exeter, and other IT programmes.
• Understanding financial implications of contract and legislation changes affecting the practice.
• To work with the Integrated Care Board (ICB) to validate patient information, performing regular checks and quality audits.
• Administration and action of Medical Alerts
• Oversee administration of clinical system
• Investigate and resolve problems in the day-to-day use of computers, printers and other IT related equipment in the absence of the IT administrator.
• Annual DSP toolkit submission in liaison with the Data Protection Officer.
• Maintain a working knowledge of Integrated Care Board initiatives.
• Review all income and expenditure statements, identifying any inaccuracies and rectifying such issues, informing the practice manager as required.
• Primary Care Networks (PCN) collaboration and plans, ensuring practice targets and thresholds are met.
• Undertaking practice audits in line with contract requirements
• Ensuring annual calibration & PAT Testing is arranged.

Organisational - Assisting the Practice Manager to:

• Ensure that the practice premises are properly maintained and cleaned, and that adequate fire prevention and security systems are in place.
• Manage the procurement of practice equipment, supplies and services within target budgets.
• Keep abreast of current Health & Safety legislation.
• Maintain a practice room plan.
• Ensure that the practice has adequate disaster recovery producers in place.
• Manage CQC compliance registers, supporting the Practice Manager and CQC registered manager

Human Resources - Assisting the Practice Manager to:

• Providing leadership and guidance, completing appraisals as required.
• Developing, implementing and embedding an effective practice training programme for all staff, liaising with external agencies when necessary and maintaining training record.
• Coordinate all staff absences, maintaining an effective absence register.
• Act as the communication link between the management team and staff.
• Review and update practice policies and procedures.
• Manage compliance registers, supporting the practice manager, ensuring DBS checks are conducted.
• Arrange paperwork and inductions for new members of staff.
• Oversee the recruitment and retention of staff and provide a general personnel management service.
• Manage staffing levels within target budgets.
• Keep abreast of changes in employment legislation.
• Implementing effective systems for the resolution of disciplinary, grievance issues, maintaining an overview of staff welfare

General:

• To support the practice manager in the day-to-day operations of the practice ensuring staff achieve their primary responsibilities.
• Receive telephone calls for the Practice Manager and return calls/emails as requested.
• Oversee group mailboxes, ensuring information is disseminated appropriately.
• Convene meetings, prepare agendas and ensure distribution of minutes as necessary.
• Attend Patient Forum meetings and take minutes.
• Liaising at external meetings as required.
• Maintaining the significant event database, providing advice to staff and briefing the team at any meetings required.
• Developing, implementing and embedding the practice audit programme
• Ensuring the clinical session…