Responsibilities

People management

• Provide line management and supervision to the non-clinical staff.

• Manage the recruitment, induction and development of administrative staff.

• Implement practice policies and procedures relating to people management, reviewing them regularly to ensure they are still fit for purpose.

• Maintain up to date knowledge of employment law and good practice in people management, ensuring practice policies and procedures reflect these.

• Manage staffing levels, skills mix and training development of administrative team within agreed staffing budget.

• Ensure all staff are suitably skilled and competent to do their job effectively and safely.

• Provide on the job training to staff, to ensure they have the appropriate skills and knowledge to use practice ICT and administrative systems.

Operations

• Ensure that day-to-day operations of the practice are safe, effective, efficient and compliant with the law.

• Ensure effective communications within the team, including arranging and managing regular team meetings.

• Manage the practice’s clinical ICT system, to ensure it is used and maintained appropriately.

• Manage the practice’s non-clinical IT systems, to ensure they are used and maintained appropriately.

• Ensure the practice has the appropriate policies for data protection, data quality and back-ups.

• Ensure practice policies are followed for back-ups, data protection and data quality.

• Manage the processes for extracting and analysing performance and audit information.

• Provide management and clinical information to support service development and management of the practice.

• Liaise with the practice’s ICT suppliers to ensure appropriate levels of service.

• Liaise with the PCO information team to ensure integrity and quality of patient information and to keep up to date with developments.

• Contribute to plans and procedures to ensure business continuity in the event of a major incident or disaster.

• Co-ordinate procurement of supplies to ensure all necessary supplies are available when needed.

• Deputise for the practice manager during their absence.

• Organise and participate in practice and reception/administrative team meetings.

Financial management

• Manage resources within agreed budgets to control expenditure and maximise profitability.

• Manage processes for handling petty cash and cash/cheque income.

Service management and development

• Ensure the practice provides safe and effective services to patients, in line with contractual obligations and practice policy.

• Ensure effective procedures and processes for day-to-day practice services, such as repeat prescriptions, appointments, visits, rotas, staff cover and communication among the team.

• Ensure procedures and processes for day-to-day practice services are followed.

• Identify opportunities to develop services, to provide improved safety, effectiveness, efficiency, user-friendliness and/or profitability.

• Lead the implementation of changes and improvements to administrative services.

• Evaluate the practice’s performance against internal and external targets, and work in partnership with the practice manager to take action to ensure targets are met.

Premises and equipment

• Ensure that practice equipment is maintained in good working order and in compliance with legislation.

• Advise the practice manager and partners on requirements for equipment replacements and upgrades.

• Ensure all staff understand the health and safety policy within the practice, and that they understand and carry out their own obligations.

• Manage the practice’s security, fire prevention and fire protection systems, ensuring they are in good working order.

Communication Requirements