Deputy Practice Manager

Job summary

An exciting new opportunity has arisen at Meanwood Group Practice for an enthusiastic and motivated Deputy Practice Manager to help lead our dedicated team in providing the best quality care for our patients, and support in the management of the business in collaboration with the GP Partners and management team.

Main duties of the job

An outline profile of the post: - DEPUTY PRACTICE MANAGER

As the Deputy Practice Manager, you will be responsible for supporting the Practice Manager and working along side the Operations Manager in the day-to-day running of the practice. The principal areas of responsibility and the qualities required are outlined in the job description. Whilst not expecting the person appointed to be expert in all areas listed, we do expect candidates to have good interpersonal qualities and be able to demonstrate confidence in the areas of people management.

We would expect that the successful candidate would have a good understanding of office procedures in general, data quality, information management, communication and interpersonal skills.

The successful candidate will be supported to complete suitable training courses when they arise.

About us

Meanwood Group Practice is an ever-expanding practice situated in North Leeds. We provide care for approximately 16,000 patients covering a variety of demographics. We are also an active member of the Central North Leeds Primary Care Network (PCN).

We are a friendly, dynamic and supportive team of 10 Partners, 3 Salaried GP's,1 ACP, 7 practice nurses, 1 HCA and 1 Phlebotomist all supported by our experienced reception and administrative teams. The practice provides specialist services for ENT, Minor Surgery, Gynaecology and Menopause. We are also a well established GP training practice.

Job responsibilities

Administration:

• Support the PM and Operations Manager in the day-to-day running and development of the practice.
• Provide leadership, guidance and support to staff, promoting a positive and effective working environment.
• Manage, investigate and respond to patient complaints.
• Working with the PM, participate in coaching and development of staff including appraisals.
• Organising locums as appropriate.
• Managing staff leave, cover and absences.
• Guide the team to reach QOF Targets using business rules and templates.
• Contribute to organisation of clinical/clerical TARGET events.
• Submit monthly claims to CQRS and ensure payments are received.

Quality Assurance

• Assist in ensuring compliance with Care Quality Commission standards, NHS contractual requirements and relevant legislation.
• Work with the PM to update policies and procedures and ensure polices are kept up to date.
• Be familiar with legal aspects of employment and contribute to the upkeep of the practice handbook policies and procedures.
• Maintain a robust training record and ensure staff are up to date with their training including organising clinical mandatory training for CPR etc.

Human Resources

• Assist the PM with recruitment and new starter induction including DBS checks.
• Set new team members up in all IT systems.
• Be aware of current employment legislation.
• Help with resolution of disciplinary and grievance issues.
• Develop and maintain good employee/employer relationships.
• Ensure that staff are aware of any changes that occur in the practice.
• Ensure staff cover at all times as well as giving the flexibility required at short notice to cover for illness etc.
• Ensure regular staff meetings are arranged and be responsible for minutes and follow-up of associated actions.

Care Quality Commission

• Be familiar with the Care Quality Commission single assessment framework. The specific evidence and quality indicators required to satisfy the 5 key questions:

Are we safe, effective, caring, responsive and well led.

• To assist the PM to ensure all the above are kept up to date, documented and evidenced.

Information Technology

• Be fully competent in the use of the practice clinical systems.
• Assist staff in the development of their use of technology in order to be more efficient.
• Keep up to date with technological issues.
• Be available to help other staff with technical IT difficulties.
• Be familiar with and assist the PM with the completion of the IG toolkit, Data Security, IGPR and Data Quality and ensure all staff adhere to their responsibilities.
• Be familiar with the functionality of the clinical software for population reporting, resource publisher and how to create data searches for audit and data purposes.

Communication

• Keep up to date with latest NHS recommendations and assist PM in implementation of Government/ICB guidance.
• Build and maintain good working relationships with wider NHS community.
• In the absence of the PM, represent the practice at meetings as appropriate, and report back to the practice.
• Present a professional image and always promote the practice.

Miscellaneous

• Arrange and attend weekly Practice and MDT meetings including minute taking and managing any action points.
• Set up new GP Registrars on the IT systems, ensure they have appropriate training timetables and liaise with the Operations Manager regarding working arrangements.
• Arrange medical students placements.
• Liaise with the team in organising seasonal flu and covid vaccination clinics.

Be the practice Freedom to speak up Guardian

Person specification

Qualities

Essential

• Good sense of humour; people person.
• Self motivated and confident ability to work as part of a team and on your own initiative.
• Enthusiastic, willing to learn and take on new projects.
• Not a clock watcher.
• Trustworthy, honest, reliable and resourceful.
• Hard working and resilient.

Qualifications

Essential

• Preferably educated to A Level standard, but certainly with evidence of a sound education.
• Evidence of commitment to CPD

Desirable

• Relevant management qualification

Experience

Essential

• Experience of working in General Practice/Primary Care
• Experience of and success at communicating and assisting with people management.
• Experience of working with teams and promoting team spirit.
• Working in an IT environment
• Experience of working with members of the public.
• Experience of managing workload.

Skills

Essential

• Solution focused, can-do approach.
• Fast learning
• Excellent communication (oral and written) and inter-personal skills.
• Good listening and empathy
• Time management
• Problem solving
• Ability to interpret guidance.
• Good pressure coping mechanisms.
• Flexibility

Application Information

Essential

• If you have applied for the position online, please also submit a covering letter by email to the Practice Manager, Ann-Marie Mawson, at [[email protected]]
• The covering letter should outline how your skills, experience and qualifications meet the requirements of the role and explain how you would contribute to the practice if successful in your application.