Job description

Job responsibilities

We are looking to recruit an experienced, dynamic, Practice Manager to join our friendly and well-established dispensing Practice. We place a strong emphasis on staff well-being and are focused on maintaining a positive work-life balance and a supportive working environment.

The ideal candidate will have a proven track record of successfully leading a team, along with solid financial and HR management.

You should have experience of strategic leadership and forging innovation along with the ability to identify potential opportunities and threats and formulate objectives and ideas for future Practice development.

You will need to be able to remain calm under pressure and focus on the bigger picture. Previous Practice Manager experience or experience working in General Practice or the NHS is highly desirable.

Person Specification

Qualifications

Essential

• Relevant qualifications in practice management, healthcare management, or a related field (e.g., NVQ, Diploma or bachelors degree) or equivalent professional experience.
• Education to degree level in healthcare or business.
• Further qualifications in financial management or human resources (HR).
• Training in information governance and data protection (e.g., GDPR compliance).
• Knowledge and skills
• Proven experience in healthcare management or a similar role.
• Strong leadership and organisational skills.
• Excellent communication and interpersonal abilities.
• Financial acumen and experience with budgeting and financial management.
• Knowledge of healthcare regulations and compliance standards.
• Knowledge of health and safety regulations.
• Knowledge of GDPR.
• Ability to manage practice level IT.
• Experience in managing or supervising staff within a healthcare or similar environment.
• Experience in financial management, including payroll, VAT submissions, and working with accountants.
• Proven ability to handle HR responsibilities such as recruitment, staff appraisals and disciplinary matters.
• Experience in implementing IT systems and managing data security.
• Experience of successfully developing and implementing projects.

Desirable

• Experience in working with NHS systems and contracts.
• Experience in managing patient or customer feedback.

Disclosure and Barring Service Check

Essential

• 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.

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

Grey Gable Surgery

Address

High Street

Inkberrow

Worcester

WR7 4BW

United Kingdom

Employer's website

https://www.greygablesurgery.com/ (Opens in a new tab)

Job description

Job responsibilities

The purpose of the role is to:

Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

Undertake a variety of administrative duties to assist in the smooth running of the centre

Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies

Cover reception duties as and when required

The duties and responsibilities to be undertaken by members of the centre administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Administration or Practice Manager, dependent on current and evolving centre workload and staffing levels:

• Maintaining and monitoring the practice appointments and recalls systems
• Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
• Processing and distributing incoming (and outgoing) mail
• Taking messages and passing on information
• Filing and retrieving paperwork
• Proactively calling and recalling patients by letter, text and telephone.
• Computer data entry/data allocation and collation; processing and recording information in accordance with centre procedures
• Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
• Clearing and re-stock consulting rooms as required
• Dealing with clinical samples and waste
• Providing clerical assistance to practice staff as required, including filing, photocopying and scanning
• Ordering, re-ordering and monitoring of stationery and other supplies
• Provision of refreshments for staff and visitors as required

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 may have access to confidential information relating to patients and their carers, centre staff and other healthcare workers. They may also have access to information relating to the centre as a business organisation. All such information from any source is to be regarded as strictly confidential.
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the centre may only be divulged to authorised persons in accordance with the centre policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & Safety:

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

• Using personal security systems within the workplace according to centre 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
• 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 recognizes the importance of peoples rights, interpreting them in a way that is consistent with centre 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.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the centre 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 centre, 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 recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognize peoples needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services:

The post-holder will:

• Apply centre 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.

Additional Information

Appraisal interval annual main review

NHS Pension Scheme eligibility

This Job Description is not intended to be exhaustive. It may be subject to a periodic review and amendment in consultation with the post holder.

Person Specification

Experience

Essential

• Experience of liaising with the public on the telephone and face to face.

Desirable

• Experience of working in General practice
• Previous administrative work experience
• Experience of team working
• Experience of telephone switchboard operation
• Experience of customer service in a public/health sector environment Knowledge of local area and services

Qualifications

Essential

• Minimum of 5 GCSEs or equivalent (this must include A-C in Maths and English Language or equivalent) and provision of original certificates if appointed.

Skills & Abilities

Essential

• Ability to communicate effectively and sensitively with colleagues, members of the public and others from a variety of backgrounds.
• Able to carry out administrative tasks
• Accuracy and attention to detail
• Ability to prioritise and organise own work to meet deadlines
• Well established computer skills
• Ability to understand the importance of confidentiality and to maintain confidentiality at all times as necessary
• Ability to work without direct supervision and determine own workload priorities
• Ability to work as part of an integrated multi-skilled team Pleasant and articulate
• Able to work under pressure

Desirable

• Evidence of effectively working to deadlines Evidence of ability to complete tasks effectively

Other qualities

Essential

• Ability to use own judgement, resourcefulness and common sense
• Willingness to participate as part of a flexible team to provide a full range of high quality services to the patient population.
• To have a professional appearance and be willing to adhere to the relevant dress code.
• Ability to work the hours required of the post
• Ability to receive workplace health clearance for the post

Desirable

• Keenness and passion to improve the quality of care and improve patient outcomes

Knowledge

Essential

• Working knowledge of Microsoft Word, Excel and Outlook

Desirable

• Knowledge of EMIS Web clinical system
• Knowledge of document management systems including Docman
• Experience as a Medical Secretary.
• Basic knowledge of how the NHS is organised and the services it provides.
• Knowledge of the Data Protection Act and Confidentiality

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

Grey Gable Surgery

Address

High Street

Inkberrow

Worcester

WR7 4BW

United Kingdom

Employer's website

https://www.greygablesurgery.com/ (Opens in a new tab)

Job description

Job responsibilities

The purpose of the role is to:

Offer general assistance to the practice team and project a positive and friendly image to patients and other visitors, either in person or via the telephone

Undertake a variety of administrative duties to assist in the smooth running of the centre

Facilitate effective communication between patients, members the primary health care team, secondary care and other associated healthcare agencies

Cover reception duties as and when required

The duties and responsibilities to be undertaken by members of the centre administration team may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Administration or Practice Manager, dependent on current and evolving centre workload and staffing levels:

• Maintaining and monitoring the practice appointments and recalls systems
• Processing personal and telephone requests for appointments, visits and telephone consultations and ensuring callers are directed to the appropriate healthcare professional
• Processing and distributing incoming (and outgoing) mail
• Taking messages and passing on information
• Filing and retrieving paperwork
• Proactively calling and recalling patients by letter, text and telephone.
• Computer data entry/data allocation and collation; processing and recording information in accordance with centre procedures
• Initiating contact with and responding to requests from patients, other team member and associated healthcare agencies and providers
• Clearing and re-stock consulting rooms as required
• Dealing with clinical samples and waste
• Providing clerical assistance to practice staff as required, including filing, photocopying and scanning
• Ordering, re-ordering and monitoring of stationery and other supplies
• Provision of refreshments for staff and visitors as required

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 may have access to confidential information relating to patients and their carers, centre staff and other healthcare workers. They may also have access to information relating to the centre as a business organisation. All such information from any source is to be regarded as strictly confidential.
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the centre may only be divulged to authorised persons in accordance with the centre policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & Safety:

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

• Using personal security systems within the workplace according to centre 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
• 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 recognizes the importance of peoples rights, interpreting them in a way that is consistent with centre 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.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the centre 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 centre, 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 recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognize peoples needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services:

The post-holder will:

• Apply centre 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.

Additional Information

Appraisal interval annual main review

NHS Pension Scheme eligibility

This Job Description is not intended to be exhaustive. It may be subject to a periodic review and amendment in consultation with the post holder.

Person Specification

Experience

Essential

• Experience of liaising with the public on the telephone and face to face.

Desirable

• Experience of working in General practice
• Previous administrative work experience
• Experience of team working
• Experience of telephone switchboard operation
• Experience of customer service in a public/health sector environment Knowledge of local area and services

Qualifications

Essential

• Minimum of 5 GCSEs or equivalent (this must include A-C in Maths and English Language or equivalent) and provision of original certificates if appointed.

Skills & Abilities

Essential

• Ability to communicate effectively and sensitively with colleagues, members of the public and others from a variety of backgrounds.
• Able to carry out administrative tasks
• Accuracy and attention to detail
• Ability to prioritise and organise own work to meet deadlines
• Well established computer skills
• Ability to understand the importance of confidentiality and to maintain confidentiality at all times as necessary
• Ability to work without direct supervision and determine own workload priorities
• Ability to work as part of an integrated multi-skilled team Pleasant and articulate
• Able to work under pressure

Desirable

• Evidence of effectively working to deadlines Evidence of ability to complete tasks effectively

Other qualities

Essential

• Ability to use own judgement, resourcefulness and common sense
• Willingness to participate as part of a flexible team to provide a full range of high quality services to the patient population.
• To have a professional appearance and be willing to adhere to the relevant dress code.
• Ability to work the hours required of the post
• Ability to receive workplace health clearance for the post

Desirable

• Keenness and passion to improve the quality of care and improve patient outcomes

Knowledge

Essential

• Working knowledge of Microsoft Word, Excel and Outlook

Desirable

• Knowledge of EMIS Web clinical system
• Knowledge of document management systems including Docman
• Experience as a Medical Secretary.
• Basic knowledge of how the NHS is organised and the services it provides.
• Knowledge of the Data Protection Act and Confidentiality

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

Grey Gable Surgery

Address

High Street

Inkberrow

Worcester

WR7 4BW

United Kingdom

Employer's website

https://www.greygablesurgery.com/ (Opens in a new tab)