Job Description and Person Specification Assistant Practice Manager … · JOB SUMMARY The post holder is an experienced manager and leader of staff, either an experiences NHS Manager

Date of Issue July 2016 V 1.1 - 1 -

Date of Review July 2018

Approved by Business Manager

Job Description and Person Specification

Assistant Practice Manager (2016)

Reporting structure Responsible to: The Business Manager Hours of work

Up to 37 hours a week, Monday to Friday to be flexible in order to fit in with the needs of the practice opening times or future opening times. Minimum requirement is 30 hours per week. Contract type Temporary or Permanent Contract Start date

As soon as possible Location Blackburn Road Medical Centre, Blackburn Road, Birstall, WF17 9PL and also our branch surgery which is located at Birkenshaw Health Centre, Town Street, Birkenshaw, BD11 2HX The post-holder is required to travel independently between practice sites, and to attend meetings etc hosted by other agencies. Annual leave 27 days annual leave plus public and bank holidays, pro rata for part time. Consideration may be given where current leave exceeds this. Study leave You will be required to attend training courses from time to time. Study leave is provided to all posts Salary

Starting salary circa £21,000 to £23,000pa FTE, pro rata for part time, negotiable depending on qualifications and experience. Medical Defence Cover/Indemnity

Not required covered under practice policy Pension Scheme NHS Pension Scheme (auto enrolment unless opted out)




Liaises with

Patients, clients and visitors to the practice

Members of the reception & primary care team

Clinical Team

The Clinical Commissioning Group and its employees

Community Services and care providers and their employees

Local hospitals and pharmacies

Statutory organisations JOB SUMMARY The post holder is an experienced manager and leader of staff, either an experiences NHS Manager or experience gained is a busy customer facing, highly confidential environment. They will excellent service, leadership and project management skills. They will hold a good level of academic qualification as outlines in the specification. They will demonstrate safe, professional decision-making and expert care for patients within the general practice. They will work collaboratively with the multi-disciplinary general practice team to meet the needs of patients, supporting the delivery of policy and procedures, and providing leadership where required. In order to work at this level, full enhanced DBS clearance must be met. 1. SCOPE AND PURPOSE OF THE ROLE

To support the Business Manager in ensuring the smooth running of the practice.

Where required, help develop efficient systems of management to include IT, Human Resources, Financial Management and to delegate tasks appropriately.

To promote the development and maintenance of a quality learning environment throughout the practice.




To be responsible for the production of performance and quality standards within the Practice by following Care Quality Commissioners (CQC) guidelines

The post holder will be a member of the surgery management team with the delegated responsibility for overseeing the day-to-day operation of the administration departments of the surgery.

2. KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

See person specification

3. PRIMARY DUTIES & AREAS OF RESPONSIBILITY

Human Resources Payroll

To deputise for the Business Manager in completion and maintenance of relevant documentation and payroll processing including accurate records and payments made on time

Recruitment clinical and non-clinical staff

To support the Business Manager in all processes pertaining to the recruitment of clinical and non-clinical staff in accordance with Policies and Procedures, especially in their own team.

Staff Leadership

To deputise in the absence of the Business Manager for matters relating to staff welfare.

To effectively supervise the work of the administration team, working with the Lead Nurse and Reception Team Leader.

To identify training needs of staff and provide support in the achievement of the objectives of their personal development review.

To participate in the staff appraisal system

Identify own training and support needs.

Attend meetings and positively contribute to the work of the management team.

To regularly review the performance of staff in line with practice procedures.

To ensure the fair allocation of holiday and ensure adequate cover during holiday, sick or study leave.

Monitor performance implementing improvement, reward and recognition




Administration

To oversee the claims administrator and process for work undertaken as part of enhanced national or local services.

To ensure the maximum points are achieved for the Quality Outcome Framework (QOF).

Implement effective processes in relation to: childhood imms, vaccinations, registration and deductions, referrals, patient letters, recalls, enhanced services, consumable ordering, facilities management and locum booking

To participate in and lead audits.

To observe and adhere to governance requirements

To report all accidents/untoward incidents promptly to the line manager and to the incident reporting portal as per the local guidelines.

To respond to and resolve, as far as possible, patient queries. These may be face to face or by telephone.

To undertake continuing education to keep abreast of current health trends/initiatives (Continuing Professional Development). Patient Services

To ensure high standards of customer service to patients and visitors to the practice and on the telephone at all times.

To identify efficient ways of working for patient service benefit

Participate and lead where appropriate on patient services

Keep up to date with local service provision; represent the practice at external meetings to establish effective relationships with local patient representative bodies.

Complaints

Follow complaints policy.

Work with relevant personnel to issue a response where delegated to Finance

To actively support and participate in the practice development plan and practice contract to ensure that maximum practice income is generated.




Manage the team responsible for;

Ensuring the completion and return of all claims and monitoring levels

Logging, invoice, remittances and reconcile with payment in accordance with the practice protocol.

Adherence to the practice protocol for incoming and outgoing petty cash.

Fortnightly reconciliation of accounts

Adherence to ordering and invoicing protocols

Maintaining account records

Information Technology

To be fully competent in the system specific IT Training competencies

To assess, monitor and implement plans to ensure the achievement of targets, enhanced services through team management

To participate in and contribute actively to all components of the automation of services

Practice Development – through team management

Participate in monitoring performance and data collection as necessary.

Participate and contribute in all NES/DES/LES and other practice quality standards as determined by the practice and its contractual framework.

To attend all practice meetings as requested

You are required to participate, contribute and lead the development and implementation of the QoF programme

Critically analyse actual or potential risks to ensure effective management.

Report incidents to the Business Manager.

To disseminate information to staff and represent the views of the management team appropriately.

To ensure that the work of the reception team complies with the practice governance policies.

Enhance the patient liaison role through partnership working with agencies, charities and services for patients, growing the local PPG group

Education

To develop with the Business Manager individual practice timetables for students placed at the practice and ensure these meet and are in accordance with the course curriculum.




Premises

To ensure through team that the building security is maintained – have thorough knowledge of practice shut down procedure and setting of alarms.

Key holder.

To work with the Business Manager and team to ensure the implementation of the practice health & safety policies.

Other tasks

To undertake any other reasonable tasks as allocated by the Business Manager and/or Partners

This job description reflects the immediate requirements and objectives of the post and is not exhaustive.

SPECIAL WORKING CONDITIONS

The post-holder may have contact with body fluids ie,; urine etc while in clinical practice.

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.

Health & Safety The post holder will assist in promoting and maintaining the health, safety and security of themselves and others as defined in the practice Health & Safety Policy. This includes:

Using personal security systems within the workplace according to practice guidelines (e.g. panic buttons).




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.

Identifying and reporting potential risks as appropriate.

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 recognises 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.

Personal and Professional Development In addition to maintaining continued education through attendance at any courses and/or study days necessary to ensure that professional development requirements are met, the post holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality

The post holder will strive to maintain quality within the practice, and will:

Alert other team members to Governance issues, quality and risk issues and participate in Significant Event Analysis reviews.




Assess their own performance and be responsible and accountable for their own actions, either directly or under supervision.

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance.

Work effectively with individuals in other agencies to meet the needs of patients

Effectively manage their own time, workload and resources. He or she will also contribute to the overall team working of the Practice putting the needs of the Practice first.

Communication The post holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members.

Communicate effectively with patients and carers.

Recognise people’s needs for alternative methods of communication and respond accordingly.

Dress Code

To adhere to the uniform policy. Contribution to the planning and implementation of services

The post holder will:

Apply practice policies, standards and guidance.

Discuss with other members of the team how the policies, standards and guidelines will affect own work.

Participate in audits where appropriate.




Work with the Partners and Management Team to achieve standards of quality, performance standards, budgets and targets without compromising levels of patient healthcare.

Contribute towards the development and implementation of new standards, policies and procedures that are and will be required of GP Practices both now and in the future as directed by relevant bodies such as the NHS, DoH, SHA, CCG, and as recommended as best practice or as mandated by new legislation etc.

Work with the Partners and Management Team to ensure standards set by the CQC are met.

Contribution to the ongoing implementation of Services and Practice Development: The post-holder will:

Apply practice policies, standards and guidance.

Discuss with other members of the team how the policies, standards and guidelines will affect own work.

Participate in audit where appropriate. Hepatitis B immunisation

The postholder must either be Hepatitis B immune or be willing to undergo an immunisation course. The employer will pay for any such initial course and any further booster courses which may be deemed necessary to ensure the employee is adequately protected against Hepatitis B. If such a course is undertaken and the employee is found not to be Hepatitis B immune at the end of the course (i.e. the employee has not developed the necessary antibodies to be considered immune) then the employee may either resign from their position giving one week’s notice of their intention to do so, or sign a disclaimer indemnifying the partners and the practice for any such eventualities as a result of the employee not being Hepatitis B immune.




11. JOB DESCRIPTION AGREEMENT

This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties required of the post-holder commensurate with the position. This description will be open to regular review and may be amended to take into account development within the Practice. It is important that all members of staff are prepared to take on additional duties or relinquish existing duties in order to maintain efficient running of the practice. The practice reserves the right to re distribute duties and functions amongst members of staff from time to time and requests for such changes shall not be reasonably refused. Jobholder’s Signature:………………………………… Date:……………………… Line Managers Signature:………………………. Date:……………………… Line Mangers Name : ……………………………….. Position : …………………




Person Specification Attributes Essential Desirable How Identified?

Experience Minimum of 3 years’

experience in Healthcare

Setting

Previous staff management

and leadership experience –

managed a team of 5 or more

staff in a pressurised

environment

Experience of dealing with

members of the public.

Working within a complex organisational environment. Working as part of a team to complete a shared goal Customer service focused

Experience of dealing with

patients

Good understanding of

Primary Care

Application

Interview




outlook

Knowledge and Understanding IT Literate including

experience in using Word and

Excel and clinical systems

Comprehensive Knowledge of

QOF and CQC

A wide ranging understanding of the NHS particularly in relation to the assessment of standards and delivery of quality initiatives A good understanding of QOF

Application

Interview




Practical and Intellectual Excellent verbal and written

communication skills.

Excellent organisational and

time management skills.

Ability to work autonomously

and initiate/self-manage own

workload.

Application

Interview

Disposition Attitude and

Adjustment

Sensitive to the needs of others and has an awareness and responsiveness to other peoples feelings and needs Values differences; regards people as individuals and appreciates the value of diversity in the workplace Able to work as part of a team,

Able to develop, establish and maintain positive relationships with others both internal and external to the organisation.

Application

Interview




co-operating to work together and in conjunction with others and willing to help and assist wherever possible and appropriate.

Positive attitude to dealing with change; flexible and adaptable, willing to change and accept change and to explore new ways of doing things and approaches Highly motivated, reliable and ability to lead the team Has a strong degree of personal integrity; able to adhere to standards of conduct based on a sense of right and wrong and be dependable and reliable




Circumstances – Personal Flexible approach to work.

Ability and willingness to adopt a flexible approach to work on the occasions it may be required. Be able to travel between the practices sites

Car owner / user Application

Interview

Education, Training and

Qualifications

Must be willing to participate in any relevant training identified to develop skills required to carry out duties Educated to A-level standard

or NVQ equivalent.

Training on SystmOne Relevant IT qualification (e.g. ECDL). Educated to Degree level

Application

Interview




Physical

Smart, clean, professional appearance Able to undertake the demands of the post with reasonable adjustments where required.

Application

Interview




GP Partners

Business Manager

Lead Nurse

Nurses and Healthcare Assistants

Reception Lead

Medical Receptionists

Assistant Manager

Secretary Team

Data Team

Admin Assistant

Salaried GPs and ACPs




Assistant Practice Manager

Secretarial Team Referral Issue and Management

Discharge letter issue

Implementation and automation of referrals

Minutes and action management: Significant Events and Safeguarding

Data Team

Rota Management and Locum Booking

Enhanced Service Management

QOF

Data Management and Claims

Administration

Facilities Management

Finance invoice and remittance processing

Consumable management

Patient Liaison and PPG – patient services

Documents

Job Description and Person Specification Assistant Practice Manager … · JOB SUMMARY The post holder is an experienced manager and leader of staff, either an experiences NHS Manager