Deputy Practice Manager inNottingham inNottingham PUBLISHED THU 19 DEC 2024

We are looking for a Deputy Practice Manager to support and assist the Practice Manager, the Systems and Research Manager and the GP Partners across our two practice sites, for 20-25 hours a week over a minimum of three days.

We require a pro-active individual with good people and IT skills to support the day-to-day management all aspects of Human Resources, Health and Safety, facilities and Information Governance. The successful applicant will be someone with general practice experience and preferably familiar with SystmOne. They will be a good communicator, negotiator and organiser and must be an excellent team player.

The Deputy Practice Manager will need to have an enthusiastic approach, be able to prioritise efficiently to deal with time pressures and develop a strong rapport with clinicians, practice teams and patients. You will be working alongside the Practice Manager and co-work with two office managers to manage the teams across two sites.

Day to day duties will include, supporting office managers with the management of reception and administration staff and monitoring clinical and administration rotas. Dealing with complaints management, health and safety in practice as well as building and facilities management. The Deputy Practice Manager will work with the Practice Manager to keep policies and protocols updated, submitting reports and returns and implementing new services and systems in practice.

Experience of working in a GP Practice for a minimum of 2 years with good knowledge of Systmone and IT systems is essential.

Organisation and teamwork will be key skills needed to ensure that both sites are run efficiently and coherently.

About us

Job Summary:

To support the Practice Manager, Partners and Systems and research Manager in all aspects of practice functionality, motivating and managing staff, optimising efficiency, and overall performance, ensuring the practice achieves its long-term strategic objectives in a safe and effective working environment.

This role will evolve over time and applicants should be able to adapt willingly to these changes.

Main Duties:

To support and assist in the following according to training and experience-

Operational Management

o This post is pivotal in providing key operational and management support to ensure the delivery of a quality patient focused service, working in tandem with the Practice Manager.

o Will be required to work with management and clinical teams to support the all aspects of operational delivery at the practice from back office staff leadership to performance ensuring the practice is a welcoming space for all who enter

o Will be required to undertake the management of the day to day operational aspects of the service, with a focus on achieving and monitoring access delivery performance

o To help Practice Manager with rota development ensuring the service is always covered in a planned and future focused way this is across both the clinical and non-clinical workforce

Staff Management and Human Resources

o Acts as the line manager for the receptionist team and supervise other service staffing where appropriate and working closely with the Practice Manager and Clinical Lead

o Undertakes regular reviews with Reception Team Members and hold staff meetings

o Support the management of the staff in the practice including recruitment, career development, performance and appraisals

o Manage day to day issues related to HR within the practice

o Undertakes appraisals for all staff for whom the post holder has supervision responsibility for

o Ensure that staff undertake all required mandatory training.

o Ensure new members of the team are trained to an extremely high standard in accordance to their job description

o Ensure any learning in relation to complaints and incidents in the back of practice processes and procedures are embedded and processes / procedures changes as a result

o Formulating service plans which reflect the needs of the service area in conjunction with the lead GP and Practice Manager

o Assess, resolve and monitor service complaints, incorporating common themes within service redesign. Ensure learning across the skill mix and implement a proactive approach to resolve issues informally

o 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, System one training and inputting the require data onto the payroll.

o Removal from all the above for staff leavers.

• Updating Smart cards for existing staff.
• Collecting and entering to a central data base all staff annual leave, sick leave, and overtime.
• Arranging return to work meetings.
• Be responsible for acting as Practice Manager during temporary absences by the PM such as annual leave, to including financial systems such as pay roll.
• Performance Management

• Ensures the practice is delivering to target (or exception reporting, escalating) where there are challenges to delivery of all national and local contractual KPIs, this includes enhanced services, QOF and the PCN DES requirements
• Ensures via performance reporting that practices are taking full advantage of their PCN attached workforce and delivering their contractual requirements in respect of the PCN DES
• Escalating any issues to the Practice Manger.

Patient Services and People Participation

• Develop and maintain a working Patient Participation Group with service users and Practice Manager
• Embed a culture that prioritises patient and public involvement in all aspects work at the surgery
• Manage any complaints within set time frames

Management of Premises

o To ensure compliance with Health and Safety requirements including inputting of data onto a shared central data base. This will include maintenance of medical equipment and organising calibration checks and arranging PAT testing.

o Organising and overseeing fire safety inspections, and drills and inputting data centrally

o Liaison with cleaning company, problem solving and regular audit work.

o Ensure regular review and updating of policies and procedures, risk assessments, and COSHH data and inputting data centrally to Teamnet.

o Ensuring staff training on Teamnet and face to face including organisation of events.

o Assist with the infection control audits and reviews ensuring they are kept updated

IT and IG

o Maintain and further develop high level skills in primary care IT

o Ensure all members of the practice team are proficient in the appropriate use of IT

o Ensure that all members of the team receive appropriate training in information governance and that local and national standards are applied

o Set up access with Practice Manager to all relevant systems for new starters.

o Report problems with hardware maintenance and computer access issues to IT and follow up as required.

o Contribute to data security following Practice protocols, reporting problems and undertake computer back-up as necessary.

o Report SystmOne problems directly to required IT team and handle any instructions given.

o Use NHS net and Trust intranet in line with Trust Policies and Procedures.

o Manage with Practice Manager electronic templates and Workflow on SystmOne.

o Using SystmOne, undertake searches and extract statistical data for the preparation of reports.

o Organise and complete data reports of activities such as QOF, performance data, activity data and income generation.

o To be responsible for, and be proactive in ensuring the management of the Clinical system (System 1) ensuring IT security and IG compliance.

• Be able to install and update software e.g. ECG / spirometry software as required.

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 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 recognised
• 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 recognizes 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 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