Draft Job Description

MOSS GROVE SURGERY – KINGSWINFORD

DEPUTY PRACTICE MANAGER/ IT ADMINISTRATOR (FULL-TIME POST) JOB DESCRIPTION

Job Title: DEPUTY PRACTICE MANAGER / IT ADMINISTRATOR

Responsible to: Practice Manager Partners

Hours: Total of 37 hours per week/full time

Job Summary:

To work with the Practice Manager to provide management support and services to the practice team and the Practice Manager. The successful candidate will have the authority to work on their own initiative, being supported by the Practice Manager.

Staff training and development:

 To support in the management of weekly staff training programme in line with annual Personal Development Plans, to include organisation of speakers/ booking of external training courses, study leave requests, etc for all staff  To assist the Practice Manager in monitoring the Information Governance framework across the Practice, implementing and adhering to processes contained within our IG toolkit level 3 submission.  To maintain bluestream training log and ensure staff have completed modules in a timely manner  To organise/ book external training for individual staff as agreed within their own personal development plan

Information Technology:

 To deal with all ongoing IT problems at Practice and CCG levels  To take full responsibility for the running of the Rotacloud annual leave software for GPs and Staff – organising monthly rotas and support the Reception Supervisor role with Rotacloud issues.  To support the Reception Supervisor to ensure appropriate appointment slots are organised for GP Registrar and Student surgeries  To liaise with Practice Manager on any foreseeable problems  To support Reception Supervisor to ensure all Clinics are fully booked with appropriate  Running of ICAP Health checks software – pulling lists of appropriate patients to be called in – updating database and printing off community health checks – Providing list for staff to call patients in – Submitting claims figures to Public Health on a monthly basis, providing a copy to Practice Manager.  Management of EMIS IT system – changes – problems – updates  Managing Modern Apprenticeship IT Co-Ordinator post  To update Immunisation and Cervical cytology target lists and advise Practice Manager of any foreseeable problems in reach highest targets (Open Exeter)  Management of Registration Links/ Summary Care Record updates  Support to all GPs, Nurses and Staff to enhance and take forward our paper light agenda in line with our IM&T Action Plan Personnel:

 To manage staff on a day to day basis, supported by Practice Manager with regard to any major problems or concerns  To assist Practice Manager in continual update of staff personnel records and contracts of employment – HR Manager.  To organise annual staff appraisal and PDP programme, organisation of appropriate paperwork, and carry out staff appraisals alongside the Practice Manager  To manage Modern Apprenticeship Trainee Scheme with Dudley\Stourbridge College personnel, writing up of induction programs and organising appropriate ‘on-site’ training. Dealing with College staff regarding Modern Apprentice issues.  To manage Casual workers hours and rotas, within defined budgets set by Practice Manager  To manage day to day staff issues liaising with Practice Manager where felt appropriate  To liaise, organise and implement programs for local Schools Work Experience Pupils as appropriate to include liaison with our Insurance company to organise appropriate Public Liability Cover as required.  To manage staff holidays, study leave entitlement , time off for hospital attendance etc. alerting Practice Manager of any Bradford Score issues – any HR issues.  To act up as ‘Practice Manager’ in the absence of the Practice Manager – feeding back to Practice Manager as appropriate  To deal with patient complaints in the absence of the Practice Manager  To deal with any other personnel/ training issues as deemed appropriate by the Practice Manager  To support Practice Manager in the delivery of Practice-defined actions and service delivery plans, as felt appropriate by the Practice Manager  Managing/reporting on the Bradford Score Sickness monitoring scheme recording levels of sickness and reporting to Practice Manager when staff reach ‘trigger’ points  To work with Practice Manager on any prescribing projects as appropriate, to help keep us in-line with prescribing targets and prescribing initiative scheme locally.

Management Support

To provide administrative support to members of the primary health care team to include the following areas:

 To manage and run petty cash float in line with Practice impress system, generating monthly excel sheet to Practice Manager  Support to Practice Manager on processes with regard to accounting procedures as deemed appropriate (checking/ signing off of staff overtime to be signed off and given to Practice Manager no later than 20 th of each month etc)  To support the Practice Manager with the implementation of new projects across the Practice –  Provide any other administrative and management support as and when deemed appropriate by the Practice Manager  To work closely with the Reception Supervisor to ensure high standards of front-line patient service and ensure protocols are adhered to by all front-line staff  Any other tasks as deemed appropriate to the role Attributes of the Successful Appointee

Confidentiality:

 In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately

 In the performance of the duties outlined in this Job Description, the post-holder will have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice Health & Safety Policy, to include:

 Using personal security systems within the workplace according to practice guidelines  Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks  Making effective use of training to update knowledge and skills  Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards  Immediately reporting potential risks identified.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

 Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation  Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues  Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Management Skills:

 Managing in an effective way, carried out in an appropriate manner, but at the same time giving respect and sensitivity to individual personalities, privacy dignity, needs & beliefs

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:

 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 team’s 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 effectively with other team members  Communicate effectively with patients and carers  Recognise people’s needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation 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 audit where appropriate

Teamwork:

The appointee will work well with his/ her colleagues and will recognise their skills and attributes. He/she will support other team members to perform well in their jobs, and work with the practice manager to identify poor team working within the practice.

(Moss Grove Surgery retain the right to change this job description throughout the development of the post and as the needs of the Practice service provision demand)