Assistant Practice Manager

JOB SUMMARY The post holder will support the Practice Manager to ensure the smooth running of the Practice. They will act as a focal point of communication between the GPs, the Practice Manager and other members of the Practice team. The person appointed will work closely with all the clinicians, the Practice Manager and other members of the practice team to develop and implement the systems needed to meet the fast-changing requirements of modern General Practice. They will assist the Practice Manager in carrying out the operational management of the Practice and to deputise in his / her absence, working mainly on the three key areas of: Maintaining Quality and Performance standards Management/Team leader duties Staff Management JOB ROLE MAINTAINING QUALITY AND PERFORMANCE STANDARDS To be responsible for the production of performance and quality standards within the practice. To manage data quality issues, providing advice and guidance to all practice staff in the use of the clinical system. To oversee the claims process for work undertaken as part of enhanced national or local services. Production of Performance and Quality Information To be aware of national, local and practice quality standards for chronic disease management. To provide support to clinical team in correctly identifying and targeting patients for assessment and treatment. To ensure staff are aware of the importance of maintaining disease registers and assist in the validation process. To provide advice and support for clinical team and to produce regular reports on the progress in achieving targets. To assist in the production of information for clinical audit as requested. Data quality. To work with the CCG to validate patient information, performing regular checks and quality audits. To ensure the clinical integrity of the system working with the CCG to implement their guidance. To provide support advice and training for current and new practice staff in the use of the clinical system. Managing and overseeing patient call and recall systems. To provide support to the Practice Manager in project work. To be responsible for the promotion, monitoring and documentation of performance and quality standards within the practice, using IT and manual solutions under the direction of the Practice Manager. To undertake specific assigned tasks, project support, or development / change work which may arise from time to time. The post-holder will need to become familiar with all functions of the clinical system and their applications plus national and local quality standards for primary care. Ensure all Practice Protocols are understood and adhered to. MANAGEMENT/TEAM LEADER Deputise for the Practice Manager in the Practice Managers absence. To facilitate good communication between all members of the Quality Team and the wider team. To promote teambuilding, teamwork and co-operation to engender motivation and commitment to meeting practice objectives. To ensure that the team is aware of practice goals/objectives and understand their role in achieving them. Support the Practice Manager in the development of and maintenance of CQC Readiness. Call and Recall lead the clerical process. Liaise with and report to Practice Manager, GPs and Nursing staff. To include all chronic disease areas, other agreed QOF or GP Specification areas (and other subsequent national or local areas), seasonal campaigns, cancer screening. Planning and implementation of the staff rota, the GP and Practice Nurse rotas, including Students, Trainees and Registrars, ensuring adequate staffing levels. Regularly review operating and working practices, policies and procedures. Document and evidence reviews. Lead regular team meetings and participate in monthly closed for training sessions. Convene ad-hoc meetings. Prepare agendas, take minutes as appropriate. Run weekly Operations meetings and ensure appropriate communication for smooth day to day running of the Practice MANAGEMENT OF STAFF Assist in providing a full range of personnel management services for all members of practice staff to include selection, supervision, training, welfare, health and safety, discipline and grievance procedures, appraisals, support, motivation and delegation of workloads for members of the practice staff. Working with external support Peninsula, assisting in the provision and drawing up of job descriptions and all necessary documentation/systems (Staff handbook, contracts etc) to promote good practice. Encourage staff personal development by undertaking a programme of regular reviews, annual appraisals and initiate training plans in conjunction with the Practice Manager Issue new staff members an information/familiarisation pack on introduction to the practice Ensure that all staff have personal development plans and they are kept up to date Be familiar with all aspects of employment legislation and use any external support available for advice (e.g Peninsula, BMA) Maintain accurate sickness and absence records and instigate appropriate action in respect of such absence Plan, co-ordinate and oversee annual leave, study leave and authorised absences for all staff Plan, co-ordinate and oversee induction training and ongoing review and training. Plan and coordinate monthly Half Day Training programmes GENERAL Keep the Practice Manager informed of any matters arising or problems / potential problems. Deal with complaints in the initial stages in accordance with the Practice complaints procedure Contribute to the effectiveness of the team by reflecting team activities and making suggestions on ways to improve and enhance the teams performance. Provide a point of contact/reference for building and estates issues including telephone systems, maintenance schedules and works and reporting of issues. To assist the Practice Manager / GPs with clerical and admin duties as required. Liaise with other members of the primary health care team, outside agencies and Practice volunteers as required Become involved in key aspects of the Practice Managers workload and be able to respond to information requests and updates as necessary. Deal with all aspects of Health and Safety, ensuring all accidents and dangerous incidents are investigated, recorded, reported and where necessary any follow up action taken. In line with Practice policies ensure teams adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.