The role of Assistant Practice Manager requires a self-motivated, disciplined individual to assist in the day to day running of the practice, supporting the Practice Manager.
The postholder will offer strong leadership with people skills to continue to drive the practice forward.
Main responsibilities of the Assistant Practice Manager Role;
• To take responsibility for the management of the digital infrastructure and lead on new digital projects
• To assist in maintaining Clinical Services and Appointments systems
• To ensure effective administration support
• To assist in managing patient information
• To provide appropriate assistance to the Practice Manager in all day-to-day activities and duties.
Job Responsibilities:
Staffing and People Management
• Evaluate, organise and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role
• Support Practice Manager in planning and co-ordinating the recruitment, induction and training of new administrative staff.
• Plan/assist in planning and recruitment of Locum cover.
• Prepare/assist in the preparation of weekly/monthly shift planning for Practice Staff, arranging cover when necessary.
• Identify training and development needs for Practice staff.
• To monitor staff annual leave, sickness and absence and mitigate any impact to practice staffing rotas.
• Ensure all Practice staff are aware of the need for confidentiality, both of patient and Practice information.
Monitoring Practice Performance and Targets
• To be aware of all the primary Care KPIs and relevant targets and contractual obligations, including;
o Enhanced Services
o Locally Commissioned Services
o QOF (Quality Outcomes Framework)
o Medicines Management and additional Services.
• To be updated with specifications on an annual and ad hoc basis of all requirements.
• Monitor and evaluate performance of the Practice team against objectives; identify and manage change
• Monitor mandatory training records
• Support and work with Partners, GP’s, Nurses and administrative staff to achieve targets.
Organisational
• Convene meetings, prepare agendas, write minutes and ensure distribution of minutes as necessary
• Ensure that Practice premises are properly maintained and cleaned, and that adequate fire prevention and security systems are in place and inform Facilities management if standards are not met
Patient Services
• Monitor patient turnover and capitation
• Assist in managing an effective appointment system
• Create duty rotas and monitor holiday cover
• Assist in managing an effective complaints management system
• Liaise with Patient Groups
Information Management and Technology
• Evaluate and plan Practice IT implementation and modernisation
• Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training
• Ensure that the Practice has effective IT data security, back-up, maintenance and disaster recovery plans in place
• Maintain the Practice’s website.
Confidentiality:
• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
• In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the Health & Safety Policy, to include:
• Using personal security systems within the workplace according to Practice guidelines
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
• Reporting potential risks identified
• Ensure that the Practice has adequate disaster recovery procedures in place
• Arrange appropriate maintenance for Practice equipment
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
• Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include: