Deputy Practice Manager

The Garden City Practice; Welwyn Garden City; On-site; GBP 40,000 - 50,000; Full time

Job summary

A local healthcare provider in Welwyn Garden City is seeking a Deputy Practice Manager to support the Practice Manager in daily operations and staff management. The ideal candidate will oversee recruitment, compliance, and health and safety, while leading a team in a dynamic environment. Strong organizational and communication skills are essential, along with experience in primary care and proficiency in SystmOne. This role offers opportunities for professional development and a chance to contribute to the practice's success.

Benefits

Professional development opportunities

Qualifications

• Experience of supervising or managing staff.
• Ability to motivate staff and work in a multi-disciplinary team.
• Strong analytical skills and problem-solving abilities.

Responsibilities

• Support the day-to-day operations of the practice.
• Assist in achieving key targets and preparing monthly reports.
• Manage staff recruitment, training, and compliance with CQC standards.

Skills

Excellent time management

Communication skills

Leadership

Problem-solving

IT skills

Education

Good standard of education with excellent literacy and numeracy

Experience in Primary care

Tools

SystmOne

Job description

This is an exciting opportunity to be part of the management and leadership of the Garden City Practice. This role has arisen as current Deputy Practice Manager (DPM) has progressed to Practice Manager. Are you motivated, dependable and flexible and able to manage a wide variety of tasks with excellent time management and communication skills - then this could be role for you.

This role supports the Practice Manager in all aspects of practice functionality, motivating and managing staff, patients services, premises and health & safety ensuring the practice achieves its long-term goals.

Main duties of the job

• To support the day-to-day operations of the practice, supporting staff as a first point of contact
• Monitor and assist in achievement of key targets including Quality and Outcomes Framework (QOF), Enhanced commissioning framework (ECF) preparing monthly reports for the partners
• Assisting with staff recruitment and development, staff appraisals, maintaining training records and ensuring completion of mandatory training
• Support training and protected learning time sessions
• Actively encouraging patient online services, and management of Subject Access Requests
• Overall responsibility for organising and running of seasonal vaccination clinics such as flu and covid
• Supporting the Practice Manager with Health & Safety, CQC compliance and premises maintenance
• Leading the management of the clinical systems (S1, MJOG, Arden's etc) and responsible for overseeing IT and troubleshooting at the practice
• Deputise for the Practice Manager as required
• The above list is not exhaustive and may be subject to change as deemed necessary

About us

The Garden City Practice is located a 5 minute walk from the town centre of Welwyn Garden City. We are a friendly patient focused growing practice with just over 12,500 patients and work with a multidisciplinary team of 6 GP Partners, excellent nursing, administration and reception teams and a number of allied health professionals. We are an active member of the WGC PCN with a number of PCN ARRS staff working from the practice including Clinical Pharmacists, Social Prescribers, First Contact Physiotherapists and Mental Health Practitioners.

The practice is a training practice for doctors in training and takes medical students from Cambridge University through the year, as such we are committed to professional development for our staff.

Job responsibilities

The following are the core responsibilities of the Deputy Practice Manager. There may be on occasion a requirement to carry out other tasks; this will be dependant upon factors such as workload and staffing levels:

a.Supportingthe practice manager in the day-to-day operations of the practice, ensuringstaff achieve their primary responsibilities and providing first contact forstaff queries,

b.Providingleadership and guidance to all staff ensuring that they always adhere topolicy and procedure,

c.AttendPartners meetings on monthly basis, prepare agenda and minutes if requestedin absence of PM

d.Tosupport the PM in management of QOF, liaising with GPs, nursing staff andadministrators to reach QOF targets and preparation of reports to update atpartner meetings monthly,

e.Briefclinicians on performance levels, advising actions to ensure high achievementacross all QOF areas, ECF and supporting the PM with IIF targets, runningrelevant reports and adjusting coding as required to maximise achievement,

f.Supportingthe practice manager with Implementing and maintaining systems to ensurecompliance with CQC regulations and standards

g.Assistingwith staff recruitment and ensuring all HR procedures are followed in linewith current employment legislation, evaluating, organising, and overseeingthe staff induction programme,

h.MaintainingDBS records and ensuring compliance with practice protocol for frequency ofchecks,

i.Supportingthe PM with implementing and embedding an effective staff appraisal process,

j.Implementingand embedding an effective practice and staff development plan for all staff(clinical and administrative) whilst maintaining a robust training record andensuring all mandatory training is up-to-date,

k.Leadingthe management of the clinical systems (SystmOne, Ardens, MJOG, Pinnacleetc), always ensuring IT security and IG compliance and responding to andresolving all local IT issues,

l.Workingwith the GP Trainer on ST3 and medical student rotas,

m.Activelyencouraging and promoting the use of patient online services,

n.Overallmanagement of patient Subject Access requests,

o.Supportingpractice audit, developing searches on the clinical system and assistingclinical staff with audit

p.Reviewingand updating clinical templates ensuring they relate to current practice

q.Ensuringthe staff implement the practice wide approach to the management of allpatient services matters

r.ManagingDNAs, providing data and planning tools coupled with liaison with referredrepeat offenders

s.Overseeingordering of general and nursing supplies, including vaccines through Immform;ensuring stock levels are maintained at reasonable level

t.Actas first point of contact for premises issues and ongoing maintenance

u.Overallresponsibility for organising and running of seasonal vaccination clinicsincluding influenza and covid, attending to support clinics run on Saturdaysas required,

Person Specification

Qualifications

• Good standard of education with excellent literacy and numeracy skills
• Experience of working in Primary care (General Practice preferred)
• Experiencing of supervising or managing staff
• Ability to motivate staff
• Experience of working in a multi-disciplinary team
• Strong IT skills and experience of SystmOne
• Problem solving and analytical skills
• Excellent time management and organisation skills
• Project management
• Flexible
• Ability to use initiative and judgement
• Ability to work under pressure and meet deadlines
• Experience of performance management
• Experience of Health & Safety and premises management

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.