Deputy Practice Manager

Job summary The Marshside Surgery is looking to recruit a part-time Deputy Practice Manager, 20-24 hours per week.The main duties of this role are to support the Practice Manager in the day to day running of the practice and deputise in their abscence.
Main duties of the job To support the practice manager in all aspects of practice functionality, motivating and managing staff, optimising efficiency and overall performance, ensuring the practice achieves its long-term strategic objectives in a safe and effective working environment.
The Deputy Practice Manager will focus on the day-to-day operability of the practice, championing Equality, Diversity & Inclusion, Safety, Health, Environment and Fire, Quality & Continuous Improvement, Confidentiality, Collaborative Working, Service Delivery, Learning and Development and promoting a positive working environment.
About us The Marshside surgery is a small practice located in the north of Southport, on the Marshside industrial estate.The practice is a single-handed GP practice, Dr Rob Caudwell leads the clinicalteam, comprising of a salaried and regular GP, an Advanced Nurse Practitioner, aPractice Nurse, HCA, GP Assistant and a team of reception/administration staff.
Our practice list is made up of approximately3,100 patients.
We are a member practice of Southport and Formby primary care network and Southport and Formby GP federation.The surgery is on a local busroute, and there is plenty of on-site parking.
Job description 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 dependent upon factors such as workload and staffing levels.The deputy practice manager is responsible for:Supporting the practice manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilitiesProviding leadership and guidance for the following staff: Administration andReception Staff, Practice Nurse, ANPs and Salaried GPs.Ensuring staff adhere to policy and procedure at all timesMonitoring compliance with health and safety legislation and infection prevention and control, providing leadership and direction for staff.Implement an effective practice training programme for all staff (clinical and administrative) liaising with external agencies when necessary and maintaining an up to date mandatory training record for all staff.Manage compliance registers, supporting the practice manager, ensuring all mandatory and regulatory compliance audits are conducted.Manage all staff rotas and assist with the recruitment of staff.
Book and mange locums for all clinical staff absence, ensuring HR checks and records are up to date and complete.Managing the clinical system, ensuring IT security and IG compliance at all times.Responding and resolving all local IT issues where appropriate.Guiding staff and developing searches and audits on the clinical system.Ensure staff using current clinical templates ensuring they relate to current practice.Monitor group mailboxes, ensuring information is disseminated appropriately.Ensuring the clinical session structure is effective, meets the needs of the patients and clinicians have access to suitable rooms and stock.Supporting the overall practice clinical governance framework, submitting reports for OQF, Local Quality Contrcat, enhanced services and other reporting requirements using CQRS / Open Exeter, PCSE Portal, ICB etc.Ensure the effective use of all practice IT programmes and act as the practice digital champion.Monitoring and disseminating information on safety alerts and other pertinent information to the team.Support the management team in the compilation of practice reports, significant event reporting and learning events.Maintaining the significant event database, providing advice to staff and briefing the team at meetings as required.Identifying trends and devising solutions to reduce risk and repeated occurrences of significant events.Developing, implementing and embedding the practice audit programme (in conjunction with the practice manager).Guiding the team to reach QOF and LQC targets (supported by the practice manager and clinical leads).Assist the practice manager with CQC Compliance.Briefing clinicians on performance levels, advising actions to ensure high achievement across all QOF areas.Act as the safeguarding admin lead supporting the clinical safeguarding lead, providing updates at clinical meetings.Deputise for the practice manager on site when they are off site.Act as the primary point of contact for NHS(E), ICB, community services, suppliers and other external stakeholders in the absence of the practice manager.Work closely with reception to enable oversight of the operational running of reception and be able to implement change and manage staff.Support the practice manager in the reviewing and updating of practice policies and procedures.Support the practice manager with Continuous Improvement and change initiatives.Act as the building manager, dealing with defects, maintenance, and all other associated tasks.Coordinate portable appliance testing (PAT) and calibration of equipment.Maintain an equipment log and manage asset registers.Coordinate all staff absences, maintaining an effective absence register.Manage staff absence/lateness/performance capability, in conjunction with the practice policy.Act as the communication link between the management team and staff.Plan and lead monthly administrative meetings and assist with planning the monthly clinical meetings..Ensure annual appraisal has been completed with all reception/administrative staff and a record of clinical appraisal is maintained.Plan and implement annual flu/vaccination and immunisation clinics in conjunction with the practice nurse.Maintain and update the practice website/social media and internal practice communications.Assist the PLM (Patient Liaison Manager) with the Patient Participation Group meetings/agendas/minutes/planning if required.Manage and respond to verbal and written patient complaints.Be responsible for managing tasks in workflow/emis clinical system.Manage the new patient process of GP2GP in registration and ensure notes are summarised within 8 weeks of receipt by the administration team.Assist with practice monthly PPA claims.Implement and manage a robust stock management system.Develop and manage GP Teamnet and MS Teams to provide effective usage and communication.Represent the practice locally as required.Maintain a working knowledge of ICB/NHSE/PCN initiatives.
Person Specification Other requirements Essential Flexibility to change working hours to suit the needs of the business.
Disclosure Barring Service (DBS) check.
Maintains confidentiality at all times.
Experience Essential Experience of working with the general public Experience of working in a health care setting Experience of workforce planning Desirable Experience of leading multidisciplinary teams .
Experience of performance management, including appraisal, staff development and disciplinary procedures.
NHS / Primary Care General Practice experience.
Relevant health and safety experience.
Experience of producing agendas and minutes for meetings.
Personal Qualities Essential Polite and confident.
Flexible and cooperative.
Excellent interpersonal skills.
Motivated and proactive.
Ability to use initiative and judgement.
Forward thinker with a solutions focused approach.
High levels of integrity and loyalty.
Sensitive and empathetic in distressing situations.
Ability to work under pressure.
Confident, assertive and resilient.
Ability to drive and deliver change effectively.
Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions.
Skills Essential Excellent communication skills (written, oral and presenting).
Strong IT skills (generic).
Excellent leadership skills.
Strategic thinker.
Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment.
Effective time management (Planning & Organising) Ability to develop, implement and embed policy and procedure.
Ability to motivate and train staff.
Desirable EMIS user skills.
Proven problem solving & analytical skills.
Qualifications Essential Good standard of education with excellent literacy and numeracy skills.
Desirable Leadership and / or Management Qualification.
AMSPAR Qualification/Degree/Diploma level qualification .