Deputy Practice Manager

Deputy Practice Manager Job description & Personal Specification Job responsibilities Human Resources - Line management of our teams: reception, administration, secretarial - The administration of new staff, including locums, registrars, and students, encompassing; pre-employment and DBS checks, arranging induction programmes, setting up of SMART cards, ICE, Notis, Open Exeter, NHS emails, Emis training and inputting the required data onto the payroll. - Removal from all the above for staff leavers. - Updating Smart cards for existing staff. - Collecting and entering to a central database all staff annual leave, sick leave, and overtime. - Ensuring staff appraisals are completed and documented. - Providing leadership and ensure adherence to practice policies. - To be proactive in developing staff skills and roles to ensure a multi-skilled team that is resilient and can adapt to change. - Briefing partners on all staff related matters. - Be responsible for acting as Practice Manager during temporary absences by the PM such as annual leave, including financial systems such as pay roll. Management of Premises - To ensure compliance with Health and Safety requirements including inputting of data onto a shared central database. This will include maintenance of medical equipment and organising calibration checks and arranging PAT testing. - Organising and overseeing fire safety inspections, and drills and inputting data centrally - Liaise with NHS Property services in regarding to cleaning and Maintenance of the premises - Ensure regular review and updating of policies and procedures, risk assessments, and COSHH data and inputting data centrally to Teamnet. - Ensuring staff training on Teamnet, and in person including organisation of events. - Assist with the infection control audits and reviews ensuring they are kept updated. IT and IG - the management of the Clinical system (Emis) ensuring IT security and IG compliance. - Respond to local IT issues. - Be able to install and update software e.g., ECG / spirometry software as required. - Be able to run searches and audits if required. - Download phone call recordings. Confidentiality: 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 practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will 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 Actively reporting of health and safety hazards and infection hazards immediately when recognized. Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role Undertaking periodic infection control training Reporting potential risks identified 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 peoples 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 program 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 issues of quality and risk. Assess own performance and take accountability for 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 teams performance. Work effectively with individuals in other agencies to meet patients needs. Effectively manage own time, workload, and resources Communication: The post-holder should recognize 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 peoples needs for alternative methods of communication and respond accordingly. Contribution to the 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 audit where appropriate. Special requirements of the post: This job description is not exhaustive and provides an indication only of the scope and range of the duties to be undertaken and may be subject to amendment by agreement with the postholder and manager. Person Specification Skills Essential Excellent communication skills (written, oral and presenting) Strong IT skills (generic) Excellent leadership skills Strategic thinker Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment Effective time management (Planning & Organising) Proven problem solving & analytical skills Ability to develop, implement and embed policy and procedure Ability to motivate and train staff Desirable Emis system skills Other requirements Essential Flexibility to work outside of core office hours Disclosure Barring Service (DBS) check Maintains confidentiality at all times Full UK driving licence and own transport Experience Essential Experience of working with the general public Desirable Experience of working in a health care setting Experience of leading multidisciplinary teams Experience of performance management, including appraisal writing, staff development and disciplinary procedures Experience of workforce planning NHS / Primary Care General Practice experience Relevant health and safety experience Experience of producing agendas and minutes for meetings Personal Qualities Essential Polite and confident Flexible and cooperative Excellent interpersonal skills Motivated and proactive Ability to use initiative and judgement Forward thinker with a solutions focused approach High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure Confident, assertive, and resilient Ability to drive and deliver change effectively Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions Qualifications Essential Good standard of education with excellent literacy and numeracy skills Desirable Leadership and / or Management Qualification or willingness to undertake AMSPAR or Business Administration Qualification