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Deputy Practice Manager

NHS AfC: Band 5

Main area
Deputy Practice Manager
Grade
NHS AfC: Band 5
Contract
Permanent
Hours
Part time - 22.5 hours per week
Job ref
842-CHE-3312-21
Site
St Lawrence Road Surgery
Town
Chesterfield
Salary
£25,655 - £31,534 pa, pro rata
Salary period
Yearly
Closing
31/10/2021 23:59

The Trust is currently under-represented in terms of individuals from BME backgrounds and welcomes applicants from these communities.  DCHS is also an LGBT inclusive employer.  Selection will be on a basis of merit.  The Trust has achieved the status of a Disability Confident Leader and guarantees to invite to assessment applicants who meet the criteria for the job vacancy.  To ensure the diversity of the workforce and understand the differing needs of our communities, the Trust is committed to the principles of Positive Action.

Be outstanding – join an outstanding team!


COVID-19  We recognise that the Covid-19 pandemic has impacted on people in different ways. Please be reassured that at DCHS we understand this and have a risk assessment process in place, where this is needed, to ensure your safety.

Job overview

St Lawrence Road Surgery is looking for a Deputy Practice Manager to join our friendly practice of 4500 patients in the North Wingfield area.

To work closely with the Group Practice Manager, to provide a timely and responsive service for the implementation and maintenance of all business, administrative, clinical and patient services.

To support the monitoring and reporting of quality within the Practice in the domains of patient safety, patient experience and clinical effectiveness and to support the team where performance is not as expected. 

The post-holder will be responsible for the day to day management of the admin team, participates in the ongoing development of systems, reporting and leads on staff training arrangements in the specialist areas.

Support the Practice Manager in carrying  out day to day activity and to provide an element of cover and advice

Main duties of the job

Day to day management of the practice, supporting the Practice Manager as per the Job Description provided.

Patient Care

  • To propose, discuss with the team, and then set up/streamline systems within the Practice to ensure the required information is routinely collected as a part of everyday work and not an extra job.
  • To nurture those systems when established and keep up to date.
  • To work with the Patient Participation Group, keeping them abreast of on-going results and involving them in discussions regarding any changes which are indicated by feedback.
  • To be responsible for co-ordination, designing and carrying out an annual audit programme, and maintaining the records of those audits.
  • To attend Practice/CCG and Trust meetings on behalf of the Practice Manager in their absence, reporting back to the management team.
  • Attend weekly meetings with the Practice Manager to update and discuss any challenges.
  • To be responsible for ensuring that the practice is fully staffed including
  • To co-ordinate clinician availability including procuring locum staff where necessary within agreed budget.
  • The post-holder will need to become familiar, and remain up-to-date, with all functions of the clinical system and their applications, plus national and local quality standards for primary care.
  • Dealing with patients and contacts within the NHS and other Practices, both in person and on the telephone

 

Working for our organisation

Small friendly GP practice sitting within Derbyshire Community Health Services NHS Foundation Trust.

Our purpose is to provide community health services to a patient population of over one million people in Derbyshire and Derby, as part of Joined Up Care Derbyshire.

We employ around 4,200 substantive staff, caring for patients in 11 community hospitals and more than 30 health centres, as well as in clinics, GP practices, schools, care homes and, increasingly, in people’s own homes and via virtual consultations.

During the pandemic response we have led the implementation of public vaccination centres in collaboration with partners across health and social care.

Detailed job description and main responsibilities

PLEASE NOTE: To view the Job Description and Person Specification, please click ON APPLY FOR THIS JOB - this link will take you to the TRAC Recruitment Site, you will need to register if you do not already have an account

Experience of working within Primary Care would be preferable.

Personal Tasks

  •  To be responsible for the day to day management of the administrative team including conducting appraisals, managing sickness and identifying and resolving performance issues.
  • Coordination of meetings.
  • Provide support to the Practice Manager in project work, and running key systems and procedures.
  • Support the Practice Manager in the promotion, monitoring, and documentation of performance and quality standards within the Practice.
  • To address data quality issues, providing support and guidance to Practice staff in the use of the clinical system to promote quality achievement.
  • To provide a personal secretarial role to the GPs and Practice Manager as required.
  • Administrative cover for absences and help with extraordinary workloads.
  • Be generally involved in the administration of the Practice as a small business.
  • Any other duties you are suitably trained for, as required by the Practice.

Financial Resources/Management

  •  To work within agreed budget limits; to ensure equipment in own area is used safely and maintained according to agreed schedules.
  • Authorised signatory for small payments as agreed with Practice Manager.
  • To work in close collaboration with the Clinicians, Practice Pharmacist and Medicines Management Team to ensure that safe, cost effective prescribing practices are observed by all members of the practice team.
  • To monitor QOF/equivalent performance and to set up alert systems and remedial plans for when targets are not being met.
  • To work closely and support the nursing team with new initiatives and pilot schemes.
  • To update the dashboard regarding other equipment in the surgery and action any necessary mitigation.
  • To collate orders for stationery and supplies relating to equipment in use by self and pass to Practice Manager according to order schedule.
  • Responsible for petty cash and cash to bank.
  • Management of private report requests, invoicing and reconciliation of invoices with finance.

Information Resources/Information Systems

  •  To be responsible for the smooth running of the IT systems, liaising with the CSU for IT issues.
  • To set up new members of staff/amend smartcards as necessary and authorise new ones; to arrange for new email addresses as required.
  • To provide support and training for current and new staff in resolving simple problems with PCs and printers.
  • To provide advice and guidance to staff on matters relating to quality and performance.
  • To update the assurance dashboard in a timely way with items from non-automatic searches/updates, giving adequate notice to others of information you need and when.
  • Oversee and monitor the records summarisation process.
  • To establish systems for conducting and monitoring audits within the practice. These are to include National, Regional, Local, Trust and practice based audits.
  • Conduct a monthly patient records audit, ensuring patient information, clinical coding, electronic letters and notes summarisation is of a high standard
  • To support setting up and monitoring all recall systems within the Practice.
  • To ensure that all Practice meetings are correctly scheduled and all necessary equipment is available and set up e.g. smart boards, projectors etc.
  • To ensure that training schedules, clinical rotas and tutorials for trainees within the Practice are created, updated and disseminated in a timely fashion
  • Oversee fire maintenance checks and report any faults to the Practice Manager.

Autonomy/Scope within Role

  •  Responsible for working within established policies without day to day supervision, but with the Practice Manager available for reference. Performance Indicators for the role demonstrate achievement against expected standard.

 Confidentiality:

  • Maintain confidentiality of information relating to patients and their carers, Practice staff, and other healthcare workers. Additionally, treat information relating to the Practice as a business organisation, as confidential.

 Health & Safety:

  • Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
  • Maintain an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines, including Health & Safety at Work (HASAW) legislation, and ensure implementation across the business.
  • Responsibility for reporting and overseeing security, repairs, insurance and maintenance of premises, services and equipment.
  • To ensure the Practice premises and equipment is properly maintained and cleaned and that adequate fire prevention and security systems are in place.
  • To be responsible for equipment for own use and ensure sustained maintenance.

 Personal/Professional Development:

  • Participation in an annual appraisal, including taking responsibility for maintaining a record of own personal and/or professional development

 Quality:

  • Alert other team members to issues of quality and risk, and ensure appropriate action is taken to mitigate these.
  • 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 NHS and non-NHS services to meet patients’ needs.
  • Effectively manage own time, workload and resources.
  • Manage the practice audit schedule.
  • Driving forward the clinical governance agenda within the Practice.

 Communication:

  • Communicate effectively with other team members, patients and carers.

 Contribution to the Implementation of Services:

  • Apply approved policies, standards and guidance.
  • Discuss with other members of the team how the policies, standards and guidelines will affect own work.

Person specification

Qualifications

Essential criteria
  • 3 'A' Levels, 5 GCSE
Desirable criteria
  • Management Diploma or equivalent

Experience

Essential criteria
  • Experience in General Practice Administration
  • Supervision of staff
Desirable criteria
  • Use of SystmOne computer system
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Applicant requirements

Applications from job seekers who require sponsorship to work in the United Kingdom (UK) are welcome and will be considered alongside all other applications. Please note that from January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless you have permission to work via another route. Non UK / RoI candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here. It is vital that you provide full and accurate details of your current immigration status on the application form. Overseas applicants applying for entry clearance into the UK must present a criminal record certificate from each country they have resided in continuously or cumulatively for 12 months or more in the past 10 years. Guidance can be found here. Not everyone needs a ‘Skilled Worker’ visa. If you are applying for a vacancy in health or adult social care, check if you’re eligible to apply for the Health and Care Worker visa instead. It’s cheaper to apply for and you do not need to pay the annual immigration health surcharge

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Name
Michelle Farmer
Job title
Practice Manager
Email address
michelle.farmer@nhs.net
Telephone number
01246 851029
Additional information

Susan Cousins, sue.cousins@nhs.net