Prices Mill Surgery Assistant Practice Manager. Job Description

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1 Job Description Responsible to: Post title: Base: Hours: Salary scale: Practice Manager Prices Mill Surgery 33 hours per week per hour/ 21,767 per annum, 0.9 WTE Subject to Annual Review Job Summary: Supporting the Practice Manager to ensure the smooth running of the Practice Deputise for the Practice Manager in the Practice Manager s absence. To be involved in the management and development of non clinical Practice staff Line Manager to Reception Supervisor(s), Practice Secretary & Admin Team. To be responsible for the production of performance and quality standards within the Practice, delivered through the Quality & Outcomes Framework (QoF), Enhanced Services and other initiatives. To be responsible for the maintenance of the practice s clinical and other computer systems, and ensure delivery of high standards of data quality. Duties and Responsibilities: Quality & Outcomes Framework & Enhanced Services (3 days/week) 1. To be aware of national, local and Practice quality standards for chronic disease management. 2. To provide support to clinical sub groups in correctly identifying and targeting patients for assessment and treatment. 3. To ensure clinical and non clinical staff are aware of the importance of maintaining disease registers and assist in the validation process. 4. To provide advice and support for clinical sub groups and to produce regular reports on the progress of these groups in achieving their targets. 5. To assist in the production of information for clinical audit as requested by the clinical sub groups. 6. To work with the PCT to validate patient information, performing regular checks and quality audits. 7. To be responsible for mapping patient information flows. 8. To provide support and training for current and new staff ensuring that data quality guidelines are understood and adhered to. Page 1 of 7

2 Human Resources 1. Responsible for the recruitment of all Reception & Admin staff. 2. Organising and placing advertisements for recruitment. 3. Distribution and collation of application forms 4 Organise and arrange interviews. 5 Be involved in the interviewing of admin staff along with the Practice Manager and Reception Supervisor(s). 6 Generate reply letters to all applicants. 7 To be responsible for undertaking annual performance appraisals for the Reception & Admin staff together with the Reception Supervisor(s) and follow up matters arising from the appraisals. 8 To perform 3 and 6 month reviews for new employees. 9 Looking after the welfare of all admin/reception staff. Organisational 1. To manage the computerised appointment system, to ensure that all appointment screens for all the clinicians are entered onto the appointments system a minimum of one month in advance. This work may be carried out by the Reception Supervisor(s), but the post holder will retain overall responsibility for the process and should ensure that he/she is sufficiently familiar with the procedures to carry out these tasks on an as necessary basis. 2. To manage the diary for all clinicians holidays, meetings, etc and to make sure all the information is incorporated into the appointment schedules. This work may be carried out by the Reception Supervisor(s), but the post holder will retain overall responsibility for the process and should ensure that he/she is sufficiently familiar with the procedures to carry out these tasks on an as necessary basis. 3. To be responsible for the maintenance of the holiday register for non clinical staff. 4. To be the first line of contact for the patients with respect to the complaints procedure and to take appropriate action as set out in the Practice s complaints procedure, with the support of the Practice Manager where appropriate. 5. Manage the day to day petty cash and incoming electronic payments systems in conjunction with the Reception Supervisor(s). 6. Liaise with Message Link in respect of cover arrangements. 7. Manage room bookings diary to ensure that rooms are available for meetings, clinics etc. 8. Organising any Locum cover needed for Doctors, nurses or administration teams. 9. Liaising with the contract cleaners and/or housekeeper(s) to ensure a high standard of cleaning for the premises. 10 To manage the ordering of stationery and supplies, and ensure effective stock control. 11. Arrange for contactors to carry out any urgent repairs needed to the building. Page 2 of 7

3 12. To ensure along with the Reception Supervisor(s) that regular checks are carried out on the fire alarm system. Data Management 1. To manage the addition to the patient database of new patients, and the deduction of patients. This work may be carried out by the Reception Supervisor(s) or other members of the Reception team, but the post holder will retain overall responsibility for the process and should ensure that he/she is sufficiently familiar with the procedures to carry out these tasks on an as necessary basis. 2. To manage the Workflow processes in relation to the above. 3. To ensure the return of notes for patients who have left the practice. 4. To manage the recording of patient attendances at the surgery, and production of audit reports on a regular basis, including patients who have failed to attend (DNAs). 5. To manage the processes involved in integrating clinical correspondence received into the practice in either paper or electronic format into the patient s clinical record. This work may be carried out by the Reception Supervisor(s) or other members of the Reception team, but the post holder will retain overall responsibility for the process and should ensure that he/she is sufficiently familiar with the procedures to carry out these tasks on an as necessary basis. IM & T 1. To oversee the administration of the Clinical System. 2. To ensure the clinical integrity of the system working with the PCT to implement their guidance. 3. To oversee the security and validation processes for the Clinical System. 4. To provide support advice and training for current and new Practice staff in the use of the Clinical System 5. To provide first line technical support for IM & T issues. Full support is provided by the Primary Care Trust s IM & T Support Desk or the clinical system supplier. First line technical support may include such issues as: Straightforward Windows configuration issues Issues with the EMIS clinical system Scanner & printer configuration queries Scanner & printer consumables stocking and installation This list is not exhaustive. 6. To liaise with the PCT IT or clinical system supplier s support department to resolve other hardware and software issues. 7. Ensuring that data backups and that verification checks are undertaken on a regular basis are taken in line with the practice s published procedures. Page 3 of 7

4 8. To maintain an equipment log ensuring that PCT and Practice owned equipment is readily identifiable. Welfare 1. Manage the ordering of lunch for any meetings requiring refreshments. 2. Managing the ordering via the internet the consumables used by the Practice such as Tea/Coffee etc. This task may be delegated to team members, but the post holder will retain overall responsibility for the process and should ensure that he/she is sufficiently familiar with the procedures to carry out these tasks on an as necessary basis. 3. Organise flowers, gifts etc for staff leaving etc. 4 Organise staff events. Working Relationships: To work as a flexible member of the team to ensure the smooth running of the practice, providing support to other team members when necessary. Equality & Diversity: 1. 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 people s 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: 1. 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 Training may need be undertaken outside of normal practice hours, and off site. Page 4 of 7

5 Quality: 1. 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 team s performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources Communication: 1. 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 Confidentiality: 1. 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. 2. 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. 3. 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. Page 5 of 7

6 Health & Safety: 1. All employees are subject to the requirements of the Health & Safety at Work Act. The postholder is required to ensure, as an employee, that his/her work methods do not endanger other people or themselves. 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, to 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 Reporting potential risks identified General Terms and Conditions: 1. All employees are employed on an initial assessment basis. 2. All employees must comply with the practice s opportunities policy, and must not discriminate on the grounds of race, colour, ethnic or national grounds, sex, marital status, disability or any other grounds that cannot be shown to be justifiable. 3. This Job Description may be reviewed in the light of changed service needs and developments. Any changes will be fully discussed with the postholder. The postholder may be required to carry out other duties appropriate to the grade of the post. 4. Prices Mill Surgery operates a non smoking policy. Page 6 of 7

7 Schedule of Hours Hours/ Week Monday 08:15 17:00 8 (1 hour lunch) Tuesday 08:15 17:00 8 (Lunch 1 hour) Wednesday 08:15 12:30 4¼ Thursday 08:15 12:30 4¼ Friday 08:15 17:00 8 (Lunch 1 hour) Total 33 I acknowledge receipt of the above Job Description and schedule, with effect from January Name: Signed: Date: Page 7 of 7

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