Deputy/Operational Practice Manager - North Preston Medical Centre

Due to succession planning within the practice, an exciting opportunity has arisen, and we are seeking an enthusiastic individual to join our well-established management team. We are seeking an individual who is forward thinking, have great leadership and interpersonal skills. It is essential the candidate excels at planning and prioritisation to constantly support driving the practice forwards in an ever-changing environment.

It is expected the candidate will undertake or hold a management qualification relevant or transferable to general practice.

Main duties of the job

The post holder will join the practice management team to ensure a smooth day-to-day running of the practice administration and operational systems.

Initial duties and responsibilities undertaken by the post holder will be varied dependent on current and evolving practice workload and staffing levels.

The individual will support the Practice Manager in carrying out day-to-day activities and provide an element of cover or source of advice in the event of their absence.

About us

We are a friendly, approachable, forward-thinking practice committed to providing high quality medical service.

We have an excellent team of doctors, advanced clinical practitioners, nurses, pharmacist team and administrative staff give you the best service.

Job description

Patient services

• To be part of all patient services in order to manage and provide efficient and effective customer service to the practice population.
• To have full understanding of the administration of the clinical rota system and to ensure the practice meets it contractual requirements.
• Ensure that the Practice complies with NHS contractual obligations in relation to patient care
• Maintain registration policies and monitor patient turnover and capitation
• Oversee and/or develop repeat prescribing systems
• Oversee and/or develop and manage an effective appointments systems
• Routinely monitor and assess Practice performance against patient access and demand management targets
• Manage patient surveys as directed by the Practice Manager

Practice Responsibilities

• Take responsibility of delegated administrative elements of QOF, enhanced services and PCN contractual requirements whilst liaising with the GP, Nursing, reception, and administration team to ensure practice targets are achieved.
• Providing leadership and guidance to all staff and take direct day to day leadership of the administrative and reception team, ensuring that they adhere to policy and procedure at all times.
• Implementing systems to ensure compliance with CQC regulations and standards.
• Convene meetings, prepare agendas, write minutes and ensure distribution of minutes/actions as necessary
• Assist in the development of Practice protocols and procedures, review and update as required
• Ensure that Practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place
• Ensure the procurement of Practice equipment, supplies and services within target budgets
• Ensure that equipment servicing schedules are adhered to

Staff management

• Be a strong but approachable manager to support all staff and effectively address their queries, problems, requests both formal and informal, along with grievance and performance/disciplinary matters.
• To be part of the efficient recruitment process for clinical and non-clinical posts for the practice. This will include advertising vacancies, shortlisting, interviewing, requesting references, DBS checks & professional qualifications, creating personal files and arranging inductions.
• Implement staff changes to contracts or personal details.
• To carry out, in conjunction with the Reception Manager, clinical and non-clinical practice induction and appraisals.
• Pro-actively manage holiday allocation for reception and administrative staff ensuring practice policy and protocols are followed. To be responsible for the authorisation of non-clinical holidays ensuring departments have sufficient cover throughout the year.

Premises

• Assist and support the management of health and safety in the building and premises and/or equipment and arranging/supervising any necessary repairs.

IT systems

• To have a full understanding of the practice website and social media account to support the IT Lead in ensuring the information is current and up to date by marketing the practice appropriately.
• To maintain good knowledge of all practice IT systems and updates to be able to assist in the training of safe and effective use of all practice software and programmes.
• Ensuring IT security and IG compliance at all times and responding to and resolving all local IT issues utilising the available telephone/ online helpdesks
• Running searches such as Ardens in EMIS, to ensure correct coding used by the practice and alert the practice manager of issues.
• Evaluate and plan Practice IT implementation and modernisation
• Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training
• Set targets and monitoring standards for data entry and data collection
• Ensure that the Practice has effective IT data security, back-up, maintenance and disaster recovery plans in place
• Liaise with the ICB regarding systems procurement, IT funding and national IT development programmes.

In addition to primary responsibilities, the Deputy Practice Manager may be requested to:

• Take on any other duties that may arise appropriate to a Deputy Practice Manager within the practice. As practice processes change under the direction of NHS England etc. duties and responsibilities will evolve, and it is expected that the post-holder will undertake training in order to participate and be competent in a wide range of activities. Other primary responsibilities include
• Leading the management of the Patient Participation Group
• Implement 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.
• Brief clinicians on performance levels, advising actions to ensure high achievement across all QOF areas.
• Maintain the significant event database, providing advice to staff and briefing the team at meetings as required.
• Identify trends and devise solutions to reduce risk and repeated occurrences of significant events.
• 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

Essential

GCSE grade c or above

Desirable

• Education to A level/equivalent or higher with relevant experience
• Leadership or Management qualification
• AMSPAR qualification

Experience

Essential

• Experience of staff performance management including appraisal writing and staff development
• Experience of successfully developing and managing a team
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• Excellent communication skills (written, oral or presenting)
• Ability to motivate teams and maintain a positive environment
• Excellent interpersonal skills
• Motivated and proactive
• Ability to work under pressure
• Ability to drive and deliver change

Desirable

• Experience of successfully developing implementing projects
• Excellent leadership skills
• Strong IT skills and EMIS user
• Problem solving and analytical skills
• Experience of working in a healthcare setting