Assistant Practice Manager

Job description – Assistant Practice Manager

We are looking for an Assistant Practice Manager to join our practice. The hours of work are Monday to Friday (37.5 hours per week).

Areas which come under the Assistant Practice Manager remit are listed below:

1. Building and maintenance
2. Equipment maintenance and calibration
3. Staff and HR including recruitment & inductions
4. Appraisals & reviews of the administration team
5. Health and Safety
6. Management of the Administration Team back office and support staff and systems
7. Technical infrastructure e.g. IT and telephone systems
8. Management of specific projects e.g. flu and COVID vaccination program
9. Policies and Protocols
10. Ad hoc non-clinical issues, processes and responses
11. Practice rotas
12. Timesheets to implement and annual leave approval
13. Minute taking

Assistant to Practice Manager

The practice manager is seeking an assistant to work approximately 37.5 hours a week over 5 days per week. Their role will be to support the practice manager and could include any of the above but initially expected to help with the following:

Building

1. Building maintenance – organising building repairs and maintenance, decorating projects, risk assessing rooms, making sure the surgery is kept tidy.

Health and Safety

1. Carry out risk assessments when appropriate.
2. Annual Health & Safety Check
3. COSH Risk Assessment
4. Organise PAT testing

Data Quality

1. To ensure all data entered to and retrieved from practice software systems is accurate, consistent and appropriate for the achievement of practice targets and to optimise patient care.
2. Monitor and ensure achievement of Quality and Outcome (QOF) and Investment and Impact Fund (IIF)
3. To run reports and analyse data
4. To add on the practice rotas

The candidate must have:

1. An ability and willingness to take the initiative and use own judgement, resourcefulness
2. Recognition of and adherence to the needs of confidentiality in all aspects of work
3. Good written and verbal communication skills
4. Good computer skills
5. Attention to detail and accuracy in recording data
6. Good organisational skills
7. Ability to work under pressure
8. Well-motivated and enthusiastic individual
9. Good team worker
10. Ability to offer diversity and willingness to develop skills

IT/Telephones

1. First point of call with any IT, software or telephone problems.
2. Liaising with IT support in order to fix any problems
3. Resetting of staff passwords on IT systems
4. Setting up of new staff on systems, e.g. computer log in, SystmOne, email accounts, WebV, Bluestream Academy and the Care Portal
5. Clinical searches on our clinical system (SystmOne)

Back Office Functions

Although not part of main job function, it may be necessary for the assistant to practice manager to provide emergency cover in the following back-office administration areas:

1. Scanning
2. Insurance

Policies and Protocols

Help PM with policies and protocols in particular those involved with building, equipment, IT and health and safety.

Confidentiality

Make sure that the practice stays confidentiality compliant.

Ad Hoc

This is not an exhaustive list. Other tasks may be added which play to the applicant’s personal strengths and assist the practice manager with their workload.

Please email: diana.pollen@nhs.net for an application form.

Job Types: Full-time, Permanent

Pay: From £16.00 per hour

Expected hours: 37.5 per week

Benefits:

• Company pension

Schedule:

• Monday to Friday

Experience:

• Administrative Assistants & Receptionists: 2 years (required)

Work Location: In person

Application deadline: 22/01/2025