Deputy Practice Manager

Dorking Healthcare Ltd.; South Godstone; On-site; GBP 30,000 - 35,000; Full time

Job summary

A healthcare provider is looking for a Deputy Practice Manager for Pond Tail Surgery in Godstone. This role involves overseeing administrative operations, managing staff rotas for patient care, and ensuring compliance with health standards. The ideal candidate will have strong leadership and organizational skills, with experience in a similar role. Competitive salary between £30,000 – £35,000 per annum (DOE) offered, along with various employee benefits.

Benefits

Membership of the NHS pension scheme

27 days annual leave plus bank holidays

Access to an Employee Assistance Programme

Opportunities for training and development

Qualifications

• Previous successful experience in a similar role.
• Employment in a similar industry/sector.
• Ability to work independently and be solutions-focused.

Responsibilities

• Line management of administration and reception staff.
• Managing rotas for clinical staff.
• Managing governance and compliance processes.

Skills

Strong computer skills

Excellent verbal communication

Organizational skills

Leadership skills

Ability to maintain confidentiality

Education

GCSE in English and Maths

A-level or equivalent

Tools

Microsoft Office (Excel, PowerPoint, Outlook)

Job description

An excitingopportunity has arisen at Pond Tail Surgery, Godstone, for a Deputy PracticeManager to join our team.

From 1 January 2022, it has been managed by Dorking Healthcare, who run a widerange of NHS services, always to a high standard and focused on patientcare.

This provides an opportunity foran experienced team leader or manager to make a real difference for the localpopulation.

The Deputy Practice Manager will workclosely with the Practice Manager and play a crucial role in line managing the Receptionand Administration teams, managing the rotas for clinical staff, ensuring thereare appropriate levels of patient care, managing room allocations and also managingthe governance and compliance processes within the practice.

The practice has an enthusiastic teamwho are committed to developing the practice and providing first-class servicesfor our patients. The Deputy PracticeManager will play a key role in leading the team through these developments.

We are seeking someone to work a minimum of 30 hours per week in this role.

If you would like to have a conversation about the role, please contactFran Lemanska, Practice Manager, [e-mail]

Main duties of the job

It is essential that the post holderhas previous successful experience in a similar role, is able to workindependently and be solutions-focused.

The successful candidate must have strong computer skills and be an experienceduser of Microsoft Office (Excel, PowerPoint and Outlook). The person must also be very organised,working calmly and efficiently whilst also willing to be flexible andmulti-task whilst not losing sight of key priorities. They must also be able to work confidentlywith a diverse group of people at all levels of the organisation and must alsohave excellent verbal and written communication skills. They must have the ability to presentinformation at staff meetings. They must be able to maintain confidentiality atall times.

Pleaserefer to the attached job description and person specification for furtherdetails.

About us

DHC GP Federation is a patient-focusedand proactive community-based independent provider of NHS services with stronglinks to all the GPs working within our Federation of 7 Primary Care Networks,including 19 GP Practices across Surrey from Epsom and Dorking to Godstone.

DHC was awarded the contractto run Pond Tail, Godstone GP Practice from 1st January 2022 and has recruitedadditional administrative and clinical staff to increase the team of staff workingwithin the Practice to re-establish the service after a period of considerablechange. DHC has a strong commitment to delivering high-qualitycommunity-oriented services and to working in partnership with service users,carers, health and social care agencies and voluntary agencies.

This is an excellent opportunity to be part of agrowing, forward-thinking independent provider of NHS services organisation.

The benefits we offer include:

• Membership of the NHS pension scheme
• 27 days annual leave plus bank holidays, increasing with length ofservice
• Access to an Employee Assistance Programme
• Opportunities for training, development, and career progression

Some of our sites have free on-site parking (subject to availability)

We aim to be an employer of choice and conduct annual staff satisfactionsurveys

DHC actively encourages and promotes diversity, ensures all voices areheard and included, and is committed to equal opportunities for all.

Job responsibilities

Specific duties will include: overseeing the day-to-day administrativeoperations of the practice, ensuring this supports the clinical andnon-clinical team to achieve their primary responsibilities; working with thePractice Manager and DHC HR Manager to manage recruitment, training,supervision, welfare, health and safety and delegation of workloads for alladministrative members of employed practice staff. The Deputy Practice Manager will alsoorganise and oversee the design and delivery of the staff induction programmeand other line management responsibilities.In addition, the postholder will manage rotas for clinical staff,ensuring appropriate levels for patient care, including booking locums. The person will also be responsible forquality assurance and CQC compliance in order to achieve at least a good oroutstanding rating on inspection, and for Health and Safety and RiskManagement within the practice.

JOBSUMMARY

TheDeputy Practice Manager willplay a crucial role in the smooth running of the practice by line managingstaff, meeting compliance requirements and managing rotas and room allocation.

TheDeputy Practice Manager will work closely with the Practice Manager, the practicesClinical Lead GPs and DHC managers (finance, HR, governance).

PondTail Surgery has an enthusiastic team committed to developing the practice andproviding first-class services for our patients. The Deputy Practice Manager will play a keyrole in leading the team through those developments.

DUTIESAND RESPONSIBILITIES OF THE POST

The main duties andresponsibilities will include:

1.Linemanagement of administration and reception staff

2.Managingrotas for clinical staff, ensuring appropriate levels for patient care

3.Managing room allocations

4.Managinggovernance and compliance processes to ensure good governance and meeting CQCrequirements

The following are the coreresponsibilities of the Deputy Practice Manager. There may be, on occasion, arequirement to carry out other tasks appropriate to the role.

Line management ofadministration and reception staff

• Overseeing the day-to-day administrative operations of thepractice, ensuring this supports the clinical and non-clinical team inachieving their primary responsibilities
• Work with the Practice Manager and DHC HR Manager to managerecruitment, training, supervision, welfare, health & safety and delegationof workloads for all administrative members of employed practice staff
• Organising and overseeing the staffinduction programme
• Undertake appraisals following the DHC staff appraisalprocess
• Manage annual leave requests and maintain holiday charts
• Oversee team rota to allow for adequate staff cover at alltimes as well as maintaining the flexibility required at short notice to coverfor illness
• Manage staff absenteeism
• Promote good staff relations and motivation
• Organise meetings as necessary
• Attendance at weekly Practice LeadershipMeeting
• Maintenanceof own standards of management, including attending regular training sessionsand local meetings.
• Workwith PPG and attend meetings.
• Submitmonthly Personally Administered Claims

Managing rotas for clinicalstaff, ensuring appropriate levels for patient care

• Maintenance and development of efficient systems for staffand doctors rotas, ensuring appropriate cover
• Manage the appointment system on SystmOne, ensuringclinicians clinics are accurately entered and used efficiently
• Book locums as necessary to ensure appropriate clinicianavailability in line with agreed levels

Managing room allocations

• Maintenance and development of efficient systems forallocating clinical rooms throughout the week, ensuring clarity for the wholeteam over rooms allocated to each individual
• Manage the use of desks for the administrative team,ensuring clarity over desks allocated to each individual

Quality Assurance and CQCCompliance

• Ensure compliance with CQCregistration and work with DHC Governance Manager to achieve at least a goodor outstanding rating on inspection
• Carrying out risk assessments as appropriate to ensure CQCcompliance
• Promote quality achievement and performance within thepractice.
• Ensure compliance with national standards and legislation.
• Bring together staff of all levels to plan, formulate anddevelop quality procedures.
• Liaise with the practice team to ensure that good practiceis shared

Health & Safety and RiskManagement

• Ensure compliance relating to health and safety andoccupational health issues
• Ensure DHC health & safety policies and procedures areimplemented and followed. Organisetraining and ensure fire drills are held at appropriate intervals
• Ensure all accidents or dangerous incidents areinvestigated, recorded, reported and followed up when necessary
• Ensure staff, both attached and employed, are aware ofsecurity arrangements and that they are complied with
• Co-ordinate the reporting and audit of significant eventsand manage the implementation of remedial action where appropriate.
• Ensure staff are trained to maintain safety, security andfire prevention

WORKSETTING AND REVIEW

Tobe sufficiently confident in skills and knowledge to manage own workloadefficiently and effectively on a daily basis. Be focused on solutions and a can-doproactive approach.

Attendregular meetings with the Practice Manager and DHC managers to agree on prioritiesand overall approach.

CONFIDENTIALITY

The post holder must maintain the confidentialityand security of information about patients, staff and DHC business inaccordance with the Data Protection Act 2018, GDPR and Caldicott principles.

This job description represents an outline of theresponsibilities of the post and is not intended to be an exhaustive list ofduties or tasks. It will change anddevelop in line with organisational needs and may be amended followingconsultation with the postholder.

Person Specification

Experience

• Previous successful experience in a similar role.
• Employment in a similar industry/sector.

Knowledge

• Well-versed in use of Microsoft Office (Excel, PowerPoint and Outlook).
• Commitment to Continuing Professional Development.

Qualifications

• Good standard of general education (English and Maths at GCSE or equivalent level).
• Education to A-level or equivalent.

Skills and Aptitudes

• Able to work independently and be solutions-focused.
• Very organised, working calmly and efficiently.
• Willing to be flexible and multi-task whilst not losing sight of priorities.
• Ability to work with a diverse group of people at all levels.
• Ability to maintain confidentiality at all times.
• Excellent verbal and written communication skills.
• Ability/willingness to commute to other DHC sites regularly to attend meetings, training courses etc.
• Ability to present at meetings.

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.

Depending on experience£30,000 –£35,000 per annum (DOE) (Pro rata for part-time)