About this role
Job summary
We are looking for an enthusiastic person to assist the Practice Manager in the day to day running of the practice. Excellent computer skills are essential as well as being able to communicate with staff, patients and other services, and able to manage own workload to meet the demands of the practice.
A knowledge of EMIS clinical system and a good understanding of Primary Care would be preferable but training will be provided.
Main duties of the job
Key role of the position is to be able to undertake the following duties:
Run searches and reports for call and recall purposes
Supervise staff
Build appointment templates
Assist the Practice Manager with the day to day running of the Practice.
About us
We are a friendly practice with approx. 4500 patients, based in Flint town. The team consists of 2 GPs, 2 Practice Nurses and a team of administrators/reception staff.
Job description Job responsibilities
The practice manager is part of the senior management team of the surgery. Their role is to manage the non-clinical side of the business enabling the practice to meet its agreed aims and objectives within a profitable, efficient, safe and effective working environment.
Areas which come under the practice manager remit are listed below
FinanceBuilding and maintenanceEquipment maintenance and calibrationStaff and HR including training, payroll, staffingHealth and SafetyComplianceTechnical infrastructure eg IT and telephone systemsEnsuring practice meets its clinical targetsManagement of back office and support staff and systemsManagement of specific projects eg flu and covid vaccination programInternal and External Communication and PRComplaints and Significant Events managementPolicies and ProtocolsConfidentiality/Information GovernanceAd hoc non-clinical issues, processes and responses
Assistant to Practice Manager
The practice manager is seeking an assistant to work approximately 37 hours 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.
Searches and Reports
Chronic Disease Clinics with the use of searches within the clinical system (EMIS) send out sms-letter-email invites to patients on the Chronic Disease Registers.
Assist with the monthly reporting-claims with enhanced services and access.
Building
Building maintenance organising building repairs and maintenance, decorating projects, risk assessing rooms, making sure the surgery is kept tidy.
Fire Safety weekly fire alarm checks, making sure that the fire alarm system including emergency lighting is regularly maintained
Legionella Testing arranging regular testing of water
Waste management liaise with waste management companies
Health and Safety
Carry out risk assessments when appropriate.
Fire safety, care out fire alarm checks and fire drills when appropriate. Make sure fire safety policy is kept up to date and adhered to
Keep health and safety plan up to date
COSH Risk Assessment and Training
Organise PAT testing
IT-Telephones
First point of call with any IT, software or telephone problems.
Liaising with IT support in order to fix any problems
Resetting of staff passwords on IT systems
Setting up of new staff on systems
Possible help with clinical searches on our clinical system, EMIS
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 areas
Scanning of internal postProcessing of prescriptionsCovering Reception
Policies and Protocols
Help PM with policies and protocols in particular those involved with building, equipment, IT and health and safety.
Complaints and Significant Events
Collate and file all complaints and significant events
Organise regular complaints and significant events review meetings.
Confidentiality
Make sure that the practice stays confidentiality compliant
Carry out annual confidentiality audit
Submit annual Confidentiality Data Toolkit
Ad Hoc
This is not an exhaustive list. Other tasks may be added which play to the applicants personal strengths and assist the practice manager with their workload.
Person Specification
Qualifications Essential
High standard of education with a minimum Grade C or equal to, or above in Maths and English
Desirable
Certificate or qualification in Management and Leadership Previous experience working in general practice and EMIS clinical system
Experience Essential
Experience in working with the public would be an advantage
Desirable
Experience of working in a GP practice
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.
Employer details Employer name Allt Goch Medical Centre
Address Lon Y Becws
Allt Goch
Flint
Flintshire
CH6 5UZ
Employer's website http://www.wales.nhs.uk/sites3/home.cfm?orgid=695 (Opens in a new tab)