Information Governance, Compliance & Complaints Manager inBlyth inBlyth PUBLISHED 8 DEC 2023

Duties and Responsibilities of the Post

General

• Assist the Managing Partner in running the practice smoothly.
• Handle short-term projects to support the practice's operations.
• Ensure staff follow policies, procedures, and standards.
• Inform the Managing Partner promptly of any staffing or operational issues.
• Work closely with the Managing Partner on all practice management matters.
• Fill in for the Managing Partner when needed.
• Provide advice and support to senior staff, such as the Office Manager and IT & Premises Manager.
• Ensure patients' health records meet high standards; monitor and maintain data quality.
• Supervise administrative areas; ensure staff follow procedures, monitor performance, and address training needs.
• Support the Office Manager with complex reception queries.
• Lead and chair meetings related to your role.
• Oversee the IT & Premises Manager to ensure Health and Safety audits are completed.
• Help maintain IT security and user account management, ensuring confidentiality.
• Manage the Medical Secretaries, Pharmacy Technicians, and IT & Premises team, including conducting appraisals.
• Conduct probation reviews for direct reports and report to the Managing Partner.
• Approve and update holidays, overtime, and time off in lieu (TOIL) for clinical staff, the Pharmacy Technicians team, Secretaries, and the IT & Premises team via GP Teamnet.
• Oversee the ledgers, efficiency, and productivity of the Pharmacist and Nursing teams.
• Admin Manager for the Pharmacy and Nursing teams.
• Oversee SIRMS reporting for the practice.

Information Governance Lead

• Serve as the designated person responsible for ensuring the effective management of the clinical governance system (in accordance with GMS Regulations Schedule Part 14, Regulation 87, and PMS Regulations Part 14, Regulation 79).
• Ensure the practice complies with all legal requirements and is properly registered under the Data Protection Act 2.
• Make sure the practice has a process for electronically transmitting patient data according to national guidelines (Data Protection Act 2, GMS Regulations Part 10, Regulation 69, and PMS Regulations Part 11, Regulation 62), including securely transferring medical records to a new practice when a patient changes providers.
• Regularly monitor logs for all third-party software used in the practice, as well as review user access and authority levels.
• Supervise the IT & Premises Manager in handling all aspects of the Data Security and Protection (DSP) Toolkit.

CQC Compliance Lead

• To be the nominated person who has responsibility for ensuring CQC (Care Quality Commissioner) regulations are adhered to and ensure that the practice meets the essential standards
• Report any potential breaches of CQC compliance to either the CQC registered manager in the practice or the Managing Partner

Quality/Clinical Governance Compliance Lead

• Ensure high professional standards within the Practice e.g. data quality, Data Protection, Caldicott, GDPR

Complaints Lead

• Manage zero tolerance policy and complaints, linking in with the Clinical Complaints Lead as appropriate.

Technical

• To assist the Managing Partner in the implementation of new systems and procedures
• Telephone: liaise with system provider regarding problems / queries in conjunction with the IT & Premises Manager

Health, Safety and Security

• Act as the designated person responsible for health and safety, including investigating incidents when necessary and completing accident and incident reports.
• Ensure mandatory fire safety checks (e.g., weekly fire alarm tests) are carried out by the IT & Premises Manager or delegated staff, and oversee the process. Ensure all appointed Fire Marshals receive adequate training.
• Coordinate health and safety and fire training for all staff, both new and existing.
• Manage and resolve health and safety issues as they arise.

Additionally, the post-holder will help promote and maintain their own and others' health, safety, and security as outlined in the practice's Health & Safety Policy, Manual, and Infection Control Policy. This includes:

• Using personal security systems according to practice guidelines.
• Identifying and managing risks associated with work activities.
• Keeping knowledge and skills up-to-date through training.
• Following infection control procedures and maintaining clean, hazard-free work areas.
• Promptly reporting health and safety or infection hazards when identified.
• Assisting in maintaining cleanliness in work and patient areas.
• Undertaking infection control training at least annually.
• Reporting any identified potential risks.
• Upholding safeguarding responsibilities and promoting the welfare of children.

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

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

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
• Recognize 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

Other delegated duties

This job description is not intended to be exhaustive - it may be changed after consultation with the post holder. The employee shares with the employer the responsibility for review and modification of duties.

Join our dynamic team as a key leader, working closely with the Managing Partner and Senior Leadership Team to ensure the smooth and efficient operation of the practice. In this role, you'll provide clear, positive leadership, driving the operational vision and fostering continuous improvement. Your insights and recommendations will directly impact the growth and effectiveness of the practice. If you're passionate about leading teams, improving processes, and shaping the future of a thriving organisation, this may be the role for you!

**This role is PART-TIME (25 hours minimum). It has also been advertised as a full-time role. Please submit one application only, working hours will be discussed at interview. Job description may be subject to amendment to accommodate part-time hours.**

**Interviews for this position will be held on Thursday 7th November 2024**

This role offers a diverse range of responsibilities that will appeal to those with strong leadership and organisational skills. You'll play a key role in supporting the Managing Partner, ensuring the smooth operation of the practice and overseeing several teams, including IT, medical secretaries, and pharmacy technicians. You'll also manage health records, compliance with CQC regulations, and handle governance, data protection, and health and safety protocols. If you're looking for a position where you can make a tangible impact, lead initiatives, and drive operational excellence, this could be the perfect fit for you.