Deputy Practice Manager North Cardiff Medical Centre

NORTH CARDIFF MEDICAL CENTRE JOB TITLE: Deputy Practice Manager REMUNERATION: Dependent upon experience CONTRACT: Permanent HOURS: Full time position (37.5 hours). Monday Friday/ or Part time 3 days per week RESPONSIBLE TO: Practice Manager RESPONSIBLE FOR: Supporting the Practice Manager in management of all functions within the Medical Centre including, IT lead, operations, business development, premises maintenance and risk and human resources. JOB PURPOSE: To assist the Practice Manager in the Organisational and strategic development of North Cardiff Medical Centre. BENEFITS 25 days holidays plus Bank Holidays NHS pension Onsite parking Free eye test Learning and development opportunities KEY WORKING RELATIONSHIPS Partnership Clinical Governance Lead Multidisciplinary team JOB RESPONSIBILITIESMain duties and responsibilitiesOperational management & planning Support the Practice Managerwith the operational management of the Practice across the two sites, thereby assisting with the smooth running of the practice. Deputise for the Practice Managerin their absence. Administer the Practice appointment systembased on the weekly rotas, ensuring that appointments are available to book four weeks in advance. Manage and develop the master rotaand master appointment structure, adapting based on any agreed changes within the Practice. Provide feedback to Partners and Practice Manager regarding any areas of concern in relation to rota management. Source GP locumsfor approved funded cover to ensure full-service delivery during sickness absence, maternity cover etc. Approve annual leave requests for Partners, clinicians and the admin hub (via Whos Off), ensuring that there are no conflicts in terms of leave and liaising with team members as necessary. Manage the rotas and induction plans for GP registrars, medical students and completed monthly pay returns and agreeing annual leave/study leave. Maintain and monitor trainingneeds for all clinicians and administration staff Act as a role model to staff, supporting, motivating and promoting good staff relations. Assist in the Management of recruitment, induction and training of all new administration and reception team members. Assist administration teamand reception team staff reviews and appraisals with Practice Manager. Ensure all Practice policies and protocolswithin the Employee Handbook are understood and adhered to, support with the investigation and management of any concerns. Ensure that the administration team is compliantwith Information and Clinical Governance policies. Support with the investigation of any concernswhich relate to the administration team and provide a suitable response to the Practice Manager. Provide leadership and guidance for the Practice Administration Teamsetting goals and objectives in driving efficiency. Finance Administrator- responsible for completion of the Enhanced Service claims, monitoring and supporting the Practice Manager with claims, invoices and payroll ensuring the practice achieves their financial objectives. Manage the administration and co-ordination of the annual influenza campaignwith the Nurse Manager for the successful vaccination of at-risk patients and all patients age 65> (circa 4,000 patients per annum), with the support of the practice multidisciplinary team. Ordering vaccines for the upcoming flu season following Welsh Government guidance, using various methods to engage and communicate with patients to encourage uptake. Resolve any building issuesto the best of your ability, signposting to support services when appropriate. Trainees Act as the key management point for trainees. Co-ordinate placements, rotas, support for trainees which can include Medical Students, Foundation year Drs, GP Registrars, Pharmacists and Practice Nurse trainees. Support an effective practice induction and training programmefor all trainees and staff. Monitor, report and manage trainee absences. Liaise with Practice mentors, trainers and trainees ona regular basis to ensure the trainees are happy and fulfilled in their placement and are receiving the right level of support. Governance Support with business continuity systemsand processes responding to any issues in the Practice Managers absence. Support the overall practice clinical and information governance framework. Support compliancewith the Practice contract and other service requirements. Assist with the implementationand monitoring of all Enhanced Servicesensuring that all servicesare accurately and timely claimed. Ensure Health & Safety standardsare maintained across the Practice and that any incidents are reported, and any estate maintenance issues are addressed effectively as appropriate. Support the Practice Managerin the reviewing and updating of all practice policies and procedures. Administration Support with administration dutieswhere necessary ensuring the Practice has effective administrative systems. Support the Practice Chronic Disease annual recall system. Complete and submit the quarterly childhood immunisation returns. Service Improvement Project manage quality improvement and service change/development initiatives Support the Practice in terms of analysing and managing patient demand and capacity. Present solutions, implement change and monitor impact Support the development of the North Cardiff Cluster by attending and participating in meetings/training and the practical development and operational implementation of services across the GP Cluster E.g. Urgent Primary Care Hub, Physiotherapy and Mental Health. IT/Data Support the Practice with the effective use of the clinical system and other IT programmes. Ensure systems are regularly updated and running the latest versions including downloading the latest clinical audit programmes and clinical templates. Ensure IT security and IG compliance at all times Liaise with IT support/specialists proactively and reactively. Responding and supporting resolution of local IT issues where appropriate Set up all new users with IT accounts - NADEX, e-mail, Vision/v360, Docman, WCCG and GPTR accounts. Create and run reports as requested, develop searches and audits on the clinical system. Ensure that all clinicians and staff are accurately read coding. Attend IT meetings on the Practices behalf and cascade any learning to the wider Practice. Project manage IT developments/changes. Communication Act as one of the primary points of contact for the UHB, Cluster, contractors, community suppliers and other external stakeholders, in the absence of the practice manager. Support co-ordination of the Practice admin e-mail ensuring that the administration hub responds to and co-ordinate e-mails appropriately. Liaise with patients in terms of feedback and concerns with a view to de-escalating situations (including complaints) Respond to patient queries in person, telephone and via e-mail. Support effective communication across Practice sites with regular team meetings and updates. Arrange regular Meetings with Reception Manager and Admin team leader to ensure teams are running smoothly Attend, present and participate in Partners and Practice meetings and training events. Support the Practice Manager with website development and effective use of social media for patient education campaigns. General Offer flexibilityto cover annual leave or sickness of colleagues in the Management and Administration functions. Project a positive, confident and friendly imageto patients and visitors at all times. Respond well to work pressures and use your own initiative. Support the ongoing development of the Practice. Undertake any other dutiesas requested by the Partners or Practice Manager Personal/Professional Development: The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include: Mandatory e-learning. Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development. Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work Quality: The post-holder will strive to maintain quality within the Practice, and will: Alert other team members to issues of quality and risk. 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 teams performance. Work effectively with individuals in other agencies to meet patients needs. Effectively manage own time, workload and resources Communication: The post-holder should recognise the importance of effective communication within the team and will strive to: Communicate respectfully and effectively with all patients, carers, staff and Partners. Recognise peoples needs for alternative methods of communication and respond accordingly. Contribution to the Implementation and development of services: The post-holder will: Apply Practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work. Participate in discussions on how to improve systems and processes. This job description is a basic guide to the scope of the role and the responsibilities of the Deputy Practice Manager. It is not exhaustive and may be amended following consultation with the post-holder.In the performance of the duties outlined in this job description, the post-holder will have access to confidential information relating to patients, staff and the business of the Practice. All such information from any source is regarded as strictly confidential.

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