Job Description

Assistant Practice Manager

Job Title:

Assistant Practice Manager

Responsible to:

The Practice Executive Partner

Location:

Churchill Medical Centre (1 Churchill Terrace, Chingford, E4 8DG)
Chingway Medical Centre (7 Ching Way, Chingford, E4 8YD)

Hours of Work:

37.5 hours over 5 days during practice opening hours; however, the post holder will be expected to be flexible in line with the responsibilities of the role.

Salary Range:

30k - 35k negotiable depending on experience

Accountability:

To the partners of the practice

Job Purpose

To assist the Senior Management Team in the management of the practice to deliver high-quality care to the patient population.

Main Objectives of the Post

To directly line manage, liaise and communicate with the reception supervisor and non-clinical staff to ensure the smooth day-to-day running of the practice. To coordinate rota planning and session planning across both practice sites to ensure safe staffing and efficient service delivery. To oversee and manage clinical and non-clinical annual leave, ensuring adequate workforce coverage at all times. To liaise with patients and external organisations including CCG, NHSE, PCN, community services, hospital services and other statutory bodies. To support the development, implementation and review of practice protocols and policies.

Professional Duties and Responsibilities HR

Line manage administrative and reception staff. Organise staff inductions, necessary paperwork, logins and smartcards for new members of staff. Organise and monitor staff training on all aspects of general practice as required. Implement new practice procedures, policies and protocols and ensure staff adherence. Support individual non-clinical staff in their personal development. Manage clinical and non-clinical annual leave calendars, ensuring appropriate levels of cover. Lead on rota planning and session planning for both clinical and non-clinical teams. Carry out staff appraisals as required. Performance management of line-managed staff, including performance improvement plans. Handle the first stages of disciplinary and grievance procedures. Recruit new administrative staff. Maintain administrative staff contracts, DBS checks and references.

Operations

Be responsible for organising and maintaining a manual/database of practice protocols, ensuring updates are made in a timely manner. Ensure that all administrative systems run smoothly and recommend improvements where needed. Maintain practice inventory of equipment and organise repair or replacement when necessary. Manage annual equipment calibration and PAT testing. Responsible for stock control of stationery, toners and office equipment, including ordering supplies. Monitor appointment demand and capacity. Oversee the monitoring of clinical and non-clinical administrative workloads to ensure timely completion.

Finance

Assist with petty cash processing for practice consumables and produce quarterly balance sheets. Manage claims, invoices and quotations as required.

IT Support

Ensure all staff complete annual training on data security and confidentiality. Provide basic support with PC, printer and telephone issues. Liaise with IT support departments for hardware/software escalations. Train new and existing staff on IT applications and any changes to systems or procedures. Support patients who require assistance accessing the practice website.

Premises

Responsible for health and safety, including risk assessments and annual fire training. Ensure that both buildings comply with legislation and best practice. Facilitate and organise building maintenance and repairs.

GP Contract

Ensure that all relevant paperwork concerning enhanced services is returned in a timely manner under the supervision of the Executive Partner.

Administration

Assist the PPG in producing a quarterly patient newsletter. Support PPG meetings. Ensure the staff manual and practice protocols are updated annually. Act as the first point of contact for handling complaints. Organise the annual review of patient complaints and ensure follow-up actions are completed. Organise quarterly significant event reviews. Produce patient information and ensure all existing information remains accurate and up to date. Maintain staff and patient notice boards/display screens.

Other Duties

Provide administrative support to the Senior Management Team as required. Undertake any other duties as agreed with Senior Management and/or the partners.

Essential Person Specification

Extensive knowledge of NHS general practice including administrative, reception and clinical requirements. Previous experience of line management, including supporting staff and team development. Experience managing teams and their workloads. Excellent time management skills with the ability to prioritise work to meet deadlines. Strong interpersonal and communication skills (written and verbal). Effective problem-solving skills. Strong IT skills. Excellent organisational skills.

This job description is not a definite or exhaustive list of responsibilities but identifies the key responsibilities and tasks of the post holder. The specific objectives of the post holder will be subject to review as part of the individual performance review process

Job Type: Full-time

Pay: 30,000.00-35,000.00 per year

Benefits:

Company pension Free parking
Ability to commute/relocate:

London E4 8DG: reliably commute or plan to relocate before starting work (preferred)
Work Location: In person