Deputy Practice Manager

Integrated Care System; Folkestone; On-site; GBP 35,000 - 45,000; Full time

Job summary

A local healthcare provider in Folkestone is seeking a Deputy Practice Manager to oversee the administration teams and support daily operations. The role includes managing reception, leading projects, and developing systems while ensuring compliance with healthcare standards. The ideal candidate should have strong interpersonal and leadership skills, along with a CMI Diploma in Management.

Qualifications

• Experience of working in primary care preferred.
• Applicants without primary care experience should show transferable skills.

Responsibilities

• Manage reception and administrative teams.
• Support the Practice Manager in day-to-day operations.
• Lead projects from inception to completion.

Skills

Interpersonal skills

Customer service

IT skills

Project leadership

Developing effective systems

Education

GCSE grade A to C in English and Maths

CMI Diploma in Management and Leadership Level 5

Job description

We are seeking a dynamic andenthusiastic individual to join our team as Deputy Practice Manager at SandgateRoad Surgery. Located in West Folkestone just a short walk from the FolkestoneLeas. Our practice provides primary care services to approximately 12,600patients.

Main duties of the job

Key responsibilitiesinclude

Managingthe reception, prescribing, and administration teams, including cliniciansrotas

Leadingprojects from inception to completion

Developingrobust systems and policies

Theywill be required to assist with resolving and answering complaints.

Deputisingfor the Practice Manager when required.

Collaboratingwith the management team and GP partners to meet practice targets

Supportingday-to-day operations and ensuring staff meet their responsibilities

About us

We are an innovative 5-partnertraining practice with 3 salaried GPs and a skilled Advanced ClinicalPractitioner-led nursing team. Dr Nguyen, our clinical director, leads ourPrimary Care Network (PCN), and we take an active role in new initiatives. Weoperate using EMIS Web and the Anima triage system.

Job responsibilities

JOB DESCRIPTION

DEPUTY PRACTICE MANAGER

RESPONSIBLE TO:Practice Manager

OVERVIEW

This is a role established to support the Practice Managerin carrying out day-to-day activities and to provide an element of cover orsource of advice in the event of their absence.

The post-holder will work closely with, and under thedirection of, the Practice Manager to improve standards across a wide range ofclinical and administrative activity. The position is suitable for someone whowishes to demonstrate initiative and to develop their own skills further with aview to progression.

PRINCIPAL DUTIES ANDRESPONSIBILITIES

Supporting the Practice Manager in the day-to-dayoperations of the practice, ensuring staff achieve their primaryresponsibilities.

To provide support to the Practice Manager in projectwork, and in the running of key systems and procedures such as payroll,pensions, accounts and health and safety.

The post-holder will need to become familiar with allfunctions of the clinical system and their applications, plus national andlocal quality standards for primary care.

To provide leadership, support and training for currentand new staff ensuring that data quality guidelines are understood and adheredto.

Ensuring staff adhere to policy and procedure at alltimes.

The post holder will be aware of the various statutoryrequirements and will assist in implementation as directed by the PracticeManager. There is a need to work closely with reception and clinical staff toensure the smooth running of the practice, reporting any problems encounteredto the relevant person.

Convene meetings, prepare agendas and paperwork, takeminutes and ensure distribution of minutes as necessary

Monitoring compliance with health and safety legislation,providing leadership and direction for staff

To manage the diary for all clinicians holidays, meetingsetc. and to make sure all the information is incorporated into the appointmentschedules.

To be responsible for the maintenance of the holidayregister for non-clinical staff.

Organising any Locum or internal staff cover needed forDoctors, nurses or administration teams

Organise duty rotas, co-ordinate leave requests

Maintain and update appointments system for leave/dutychanges

Assist with production and upkeep of practice proceduresmanuals and toolkit

Deal with more complex enquiries and requests frompatients

To be the first line of contact for patients with respectto the complaints procedure and to take appropriate action as set out in thePractices complaints procedure, with the support of the Practice Manager whereappropriate.

Maintaining the complaints database

Maintaining the significant event database, providing adviceto staff and briefing the team at meetings as required

Identifying trends and devising solutions to reduce riskand repeated occurrences of significant events

Arrange for contractors to carry out any urgent repairsneeded to the building

Act as the primary point of contact for NHS , PCN,community services, suppliers and other external stakeholders in the absence ofthe Practice Manager

Deputise in the absence of the Practice Manager

Health & Safety:

The post-holder will implement and lead on the full range ofpromotion and management of their own and others health, safety and securityas defined in the practice Health & Safety policy, the practice Health& Safety manual, and the practice Infection Control policy and publishedprocedures.

This will include,but will not be limited to

Ensuring job holders across the practice adhere to theirindividual responsibilities for infection control and health and safety, usinga system of observation, audit and check, hazard identification, questioning,reporting and risk management.

Up to date knowledge of health and safety and infectioncontrol statutory and best practice guidelines and ensure implementation acrossthe business

Using personal security systems within the workplaceaccording to practice guidelines

Identifying the risks involved in work activities andundertaking such activities in a way that manages those risks across thebusiness

Making effective use of training to update knowledge andskills, and initiate and manage the training of others

Using appropriate infection control procedures,maintaining work areas in a tidy and safe way and free from hazards, andinitiation of remedial / corrective action where needed

Actively identifying, reporting, and correction of healthand safety hazards and infection hazards immediately when recognised

Undertaking periodic infection control training

Routine management of own team / team areas, andmaintenance of work space standards

Demonstrate due regard for safeguarding and promoting thewelfare of children

Production ofperformance and quality information

To ensure that documentation (electronic and paper-based)exists to support performance standards across the full range ofperformance-based activity QOF, Enhanced Services etc.

To assist in the production of information for clinicalaudit.

To undertake ad-hoc work related to the performance of thepractice under the guidance of the practice manager.

To work within the clinical computer system to improvedata quality, using the expertise of other data staff where appropriate.

Other Personal tasks

Become involved with key aspects of the practice managersworkload and be able to respond to information requests and updates asnecessary, being able to run key tasks such as payroll in the event of absence.

Dealing with patients, and contacts within the NHS andother practices, both in person and on the telephone.

Administration cover for absences and help withextra-ordinary workloads.

Be generally involved in the administration of thepractice.

Equality anddiversity

The post-holder will support the equality, diversity andrights of patients, carers and colleagues, to include:

Acting in a way that recognizes the importance of peoplesrights, interpreting them in a way that is consistent with practice proceduresand policies, and current legislation.

Respecting the privacy, dignity, needs and beliefs ofpatients, carers and colleagues.

Behaving in a manner that is welcoming to, of the individual,is non-judgmental, and respects their circumstances, feelings priorities andrights.

The post-holder will participate in any training programmeimplemented by the practice as part of this employment, such training to include:

Participation in an annual individual performance review,

Taking responsibility for own development, learning, andperformance and demonstrating skills and activities to others.

This role is considered a developmental position and thejobholder will be encouraged to develop personal and business skills.

Quality

The post-holder will strive to maintain quality within thepractice, and will:

Alert other team members to issues of quality and risk.

Assess own performance and take accountability for ownactions, either directly or under supervision.

Contribute to the effectiveness of the team by reflectingon own and team activities and making suggestions on ways to improve andenhance the teams performance.

Work effectively with individuals in other agencies tomeet patients needs.

Effectively manage own time, workload and resources.

Communication

The post-holder should recognize the importance of effectivecommunication within the team and will:

Communicate effectively with other team members.

Communicate effectively with patients and carers

Recognise peoples needs for alternative methods ofcommunication and respond accordingly.

Most instruction and communication of activitywill be via the practice manager.

External communication will be with patients,Clinical Commissioning Groups and other NHS bodies, and other GP practices andservice providers.

Contribution to theimplementation 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.

Confidentiality

In the course of seeking treatment, patients entrust uswith, or allow us to gather, sensitive information in relation to their healthand other matters. They do so in confidence and have the right to expect thatstaff will respect their privacy and act appropriately.

In the performance of the duties outlined in this jobdescription, the post-holder may have access to confidential informationrelating to patients and their carers, practice staff and other healthcareworkers. They may also have access to information relating to the practice as abusiness organisation. All such information from any source is to be regardedas strictly confidential.

Information relating to patients, carers, colleagues,other healthcare workers or the business of the practice may only be divulgedto authorised persons in accordance with the practice policies and proceduresrelating to confidentiality and the protection of personal and sensitive data.

Person Specification

Experience

• Strong interpersonal, customer service, and IT skills
• Ability to lead projects and develop effective systems
• Experience of working in primary care
• Applicants without previous primary care experience will need to demonstrate transferable knowledge and skills

Qualifications

• GCSE grade A to C in English and Maths
• CMI Diploma in Management and Leadership Level 5

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.