Deputy Practice Manager

The Marshside Surgery is looking to recruit a part-time Deputy Practice Manager, 20-24 hours per week.

The main duties of this role are to support the Practice Manager in the day-to-day running of the practice and deputise in their absence.

Main duties of the job To support the practice manager in all aspects of practice functionality, motivating and managing staff, optimising efficiency and overall performance, ensuring the practice achieves its long-term strategic objectives in a safe and effective working environment.
The Deputy Practice Manager will focus on the day-to-day operability of the practice, championing Equality, Diversity & Inclusion, Safety, Health, Environment and Fire, Quality & Continuous Improvement, Confidentiality, Collaborative Working, Service Delivery, Learning and Development and promoting a positive working environment.

About us The Marshside surgery is a small practice located in the north of Southport, on the Marshside industrial estate.
The practice is a single-handed GP practice, Dr Rob Caudwell leads the clinical team, comprising of a salaried and regular GP, an Advanced Nurse Practitioner, a Practice Nurse, HCA, GP Assistant and a team of reception/administration staff.
Our practice list is made up of approximately 3,100 patients.
We are a member practice of Southport and Formby primary care network and Southport and Formby GP federation.

The surgery is on a local bus route, and there is plenty of on-site parking.

Job responsibilities The following are the core responsibilities of the deputy practice manager.
There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

The deputy practice manager is responsible for:

Supporting the practice manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities. Providing leadership and guidance for the following staff: Administration and Reception Staff, Practice Nurse, ANPs and Salaried GPs. Ensuring staff adhere to policy and procedure at all times. Monitoring compliance with health and safety legislation and infection prevention and control, providing leadership and direction for staff. Implementing an effective practice training programme for all staff (clinical and administrative) liaising with external agencies when necessary and maintaining an up-to-date mandatory training record for all staff. Managing compliance registers, supporting the practice manager, ensuring all mandatory and regulatory compliance audits are conducted. Managing all staff rotas and assisting with the recruitment of staff.
Booking and managing locums for all clinical staff absence, ensuring HR checks and records are up to date and complete. Managing the clinical system, ensuring IT security and IG compliance at all times. Responding and resolving all local IT issues where appropriate. Guiding staff and developing searches and audits on the clinical system. Ensuring staff use current clinical templates ensuring they relate to current practice. Monitoring group mailboxes, ensuring information is disseminated appropriately. Ensuring the clinical session structure is effective, meets the needs of the patients and clinicians have access to suitable rooms and stock. Supporting the overall practice clinical governance framework, submitting reports for OQF, Local Quality Contract, enhanced services and other reporting requirements using CQRS / OpenExeter, PCSE Portal, ICB etc. Ensuring the effective use of all practice IT programmes and acting as the practice digital champion. Monitoring and disseminating information on safety alerts and other pertinent information to the team. Supporting the management team in the compilation of practice reports, significant event reporting and learning events. Maintaining the significant event database, providing advice to staff and briefing the team at meetings as required. Identifying trends and devising solutions to reduce risk and repeated occurrences of significant events. Developing, implementing and embedding the practice audit programme (in conjunction with the practice manager). Guiding the team to reach QOF and LQC targets (supported by the practice manager and clinical leads). Assisting the practice manager with CQC Compliance. Briefing clinicians on performance levels, advising actions to ensure high achievement across all QOF areas. Acting as the safeguarding admin lead supporting the clinical safeguarding lead, providing updates at clinical meetings. Deputising for the practice manager on site when they are off site. Acting as the primary point of contact for NHS(E), ICB, community services, suppliers and other external stakeholders in the absence of the practice manager. Working closely with reception to enable oversight of the operational running of reception and be able to implement change and manage staff. Supporting the practice manager in the reviewing and updating of practice policies and procedures. Supporting the practice manager with Continuous Improvement and change initiatives. Acting as the building manager, dealing with defects, maintenance, and all other associated tasks. Coordinating portable appliance testing (PAT) and calibration of equipment. Maintaining an equipment log and managing asset registers. Coordinating all staff absences, maintaining an effective absence register. Managing staff absence/lateness/performance capability, in conjunction with the practice policy. Acting as the communication link between the management team and staff. Planning and leading monthly administrative meetings and assisting with planning the monthly clinical meetings. Ensuring annual appraisal has been completed with all reception/administrative staff and a record of clinical appraisal is maintained. Planning and implementing annual flu/vaccination and immunisation clinics in conjunction with the practice nurse. Maintaining and updating the practice website/social media and internal practice communications. Assisting the PLM (Patient Liaison Manager) with the Patient Participation Group meetings/agendas/minutes/planning if required. Managing and responding to verbal and written patient complaints. Being responsible for managing tasks in workflow/emis clinical system. Managing the new patient process of GP2GP in registration and ensuring notes are summarised within 8 weeks of receipt by the administration team. Assisting with practice monthly PPA claims. Implementing and managing a robust stock management system. Developing and managing GP Teamnet and MS Teams to provide effective usage and communication. Representing the practice locally as required. Maintaining a working knowledge of ICB/NHSE/PCN initiatives. Person Specification Other requirements Flexibility to change working hours to suit the needs of the business. Maintains confidentiality at all times. Experience Experience of working with the general public. Experience of working in a health care setting. Experience of workforce planning. Experience of leading multidisciplinary teams. Experience of performance management, including appraisal, staff development and disciplinary procedures. NHS / Primary Care General Practice experience. Relevant health and safety experience. Experience of producing agendas and minutes for meetings. Personal Qualities Polite and confident. Flexible and cooperative. Excellent interpersonal skills. Motivated and proactive. Ability to use initiative and judgement. Forward thinker with a solutions-focused approach. High levels of integrity and loyalty. Sensitive and empathetic in distressing situations. Ability to work under pressure. Confident, assertive and resilient. Ability to drive and deliver change effectively. Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions. Skills Excellent communication skills (written, oral and presenting). Excellent leadership skills. Strategic thinker. Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment. Effective time management (Planning & Organising). Ability to develop, implement and embed policy and procedure. Ability to motivate and train staff. Proven problem solving & analytical skills. Qualifications Good standard of education with excellent literacy and numeracy skills. Leadership and/or Management Qualification. 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.

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