Deputy Practice Manager

Invicta Health Community Interest Company is delighted to be recruiting for a new opportunity.

We are recruiting for a Deputy Practice Manager, to work alongside our existing Deputy Practice Manager and Practice Manager, across our three GP practices in Romney Marsh, New Romney and Lydd.

Interviews will take place on Friday the 10th of January 2025.

Main duties of the job

Asan Deputy Practice Manager, you will work closely with the Practice Manager, GPConsultants and Management team to continually develop the practice in respectof clinical excellence, team working and business growth by embracing bothcurrent and future challenges. You will provide leadership and managementskills to enable the practice to achieve its optimal potential through deliveryof high quality services to patients within a safe, effective and highlymotivated working environment

About us

Invicta Health was formed in 2008 with the aim of supporting primary care services in the local area.

We currently operate a number of General Practices within the Romney Marsh, Dover, Birchington, Broadstairs and Ramsgate areas. Invicta Health manages other services including the Primary Care Mental Health Specialist service which is delivered across east Kent and Swale. As part of a multi organisation alliance, Invicta Health also provide General Practitioners and clinical support for the Urgent Treatment Centres based in Kent & Canterbury Hospital and Buckland Hospital (Dover).

Invicta Health is a Community Interest Company limited by shares. This means that the company has not been established or conducted to make private gain. The majority of any profit made needs to be available for investment back into the company or for the benefit of the community.

We are a shareholding company and can only distribute a small proportion of this to the shareholders and this will only happen if the organisation is confident that doing so will not impact on the care provided. We currently support a number of local community services and invest into our services and sites on a regular basis.

We have developed a number of partnerships ranging from our local acute trust, community and mental health trust, local federations, out of hours providers, practices and third sector organisations.

Job responsibilities

Main Responsibilities

Organisational

Support the Practice Manager to prepare and annually update the PracticeDevelopment Plan, overseeing the implementation of the aims and objectives.

Work closely with the Practice Manager to understand the practicefinance.

Attend and contribute to management and clinical meetings as required.

Organise meetings, prepare agendas, take minutes and ensure distributionof minutes as necessary.

Work with the Practice Manager and the HR team to develop, review andcommunicate any new or amended policies and procedures.

Collate relevant CQC information, attend meetings, facilitateinvestigations and address any queries that arise.

Ensure that the practice has adequate disaster recovery procedures andcontingency plans in place.

Cover for the Practice Manager as and when required.

Maintain stock levels of clinical equipment, ensuring timely ordering oflow stock items within budget.

Trouble shoot any problems within the practice as they arise and work tooffer suitable solutions.

Premises and Facilities Management

Ensure that the practice premises are kept in a good state of repair anddecoration in line with the lease agreement, liaising with the OperationsManager where necessary.

Ensure that the practice premises are properly maintained and cleaned, andthat adequate fire prevention and security systems are in place.

Liaise and meet with third party organisation in regard to repairs,maintenance and cleaning. This may include obtaining and negotiating quotes,liaising with the Operations Manager for contract sign off and scheduling thework.

Ensure that all staff and visitors are aware of security and fireprocedures and that these are correctly followed.

Maintain contract as required with the other practice that shares thepractice building as well as those providing services from our share of thepractice building.

Negotiate initial service contracts and renewals with potentialcontractors ensuring that the practice obtains the most effective service atthe optimum price.

Maintain an awareness of any potential Health and Safety hazards, ensurerisk assessments are completed (i.e.COSHH) and escalate any high risk areaswhere necessary.

Routinely monitor and assess practice performance against patient accessand demand management targets.

Oversee the development and implementation of an effective complaintsmanagement system.

Liaise with patient groups.

Communication

Develop and maintain effective channels of communications both within thepractice and with relevant third-party organisations.

Respond in a timely manner to communications from the CCG, NHSE and otherthird-party organisations.

Deal with incoming mail, emails and telephone calls relating to thepractice as an organisation, action matters appropriately and communicaterelevant material to partners and practice staff.

Line Management

Support the HR team with the recruitment and retention of staff,including interview and induction.

Mentor, supervise and develop new and existing staff, ensuringparticipation in required training.

Understand staffing levels within target budgets and monitor skill mixand the deployment of staff.

Organise GP and Administration timetables, duty rotas and holiday coverin a timely manner, always ensuring adequate staffing and sufficient cover.

Monitor and approve any overtime for the GPs and Administration teamwithin the agreed baseline budgets.

Undertake staff 1:1, appraisals, and sign off probationary periods withsufficient evidence.

Review sickness, annual leave and performance of direct reports, dealingwith any issues appropriately and liaising with the HR team where necessary.

Work with the HR Team to facilitate effective resolution of disputes andgrievances as and when required.

Promote Invicta Health organisational values and behaviour and ensurestaff work toward these and adhere to all policies and procedures.

Information Management and Technology

Motivate and support staff in the use of IT; organising, overseeing andevaluating IT training to ensure effective data entry and data collectionoutcomes and achievement of the Information Governance toolkit, requirementsunder CQRS etc.

Ensure that the practice has effective IT data security, back-up,maintenance, and disaster recovery plans in place.

Maintain the practices website and update NHS Choices sites.

Person Specification

Qualifications

• Good level of education including competent levels of numeracy and
• literacy.
• Numerate and IT literate including use of Microsoft Office.
• A demonstrable commitment to professional development.

Experience

• Proven experience within a customer experience environment.
• Proven experience of administration systems.
• Experience of dealing with external organisations at management or
• supervisory level.
• Experience of dealing with members of the public.
• Previous management or supervisory experience.
• Previous experience within a GP Practice / NHS
• Experience of Patient Participation Groups / patient forums.

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.

Full-time,Flexible working,Compressed hours