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Job description

Title: Assistant Site Manager

Location: Wimbledon Park, SW19 7JL

Working hours: 37.5 hours

Salary: Dependant on experience

An opportunity has arisen for an enthusiastic, experienced site manager to join the Groves Health team at The Vineyard Hill Road Surgery.

Groves Health are a successful and trusted proved of Primary Care services in South West London and Surrey. We have grown rapidly in the last eight years from a single practice in New Malden to a team of over 100 people dedicated to giving patients the very best of care in four sites in New Malden, Richmond, Wimbledon and Hinchley Wood. Our approach to service delivery is exemplary and we have an open culture that enables you to get involved in the decisions that affect our delivery. We are also committed to supporting your ongoing personal development.

The Vineyard Hill Road Surgery is a busy, urban practice with a multidisciplinary team caring for around 6000 patients working together with the Merton Primary Care Network, to provide excellent patient-care to the community.

We are seeking a confident, organised, adaptable, skilled Assistant Practice Manager able to work alongside our Lead Partner at Wimbledon to provide inspiring leadership and team development. Our ideal candidate will have competent IT skills, team leadership skills and effective communication with a can-do attitude and good attention to detail.

Your key initiatives will concern:

1. Auditing service provision;

2. Ensuring standards of delivery are maintained;

3. Implementing new initiatives, opportunities and ways of working.

You will need to identify, analyse and present solutions to problems as they arise. You will have specific areas of work delegated to you, and will have the authority to implement protocols, systems and procedures. You will produce reports that demonstrate that the practice is being managed in line with group procedures and standards to ensure continued provision of excellent community care.

Key responsibilities:

1. Operational Requirements and Governance

2. Contract Management & Reporting

3. Finance

4. Patient Services

5. Human Resources

6. Premises & Equipment

7. Information and Management Technology

8. Quality Assurance

The successful applicant will be expected to meet the English language fluency requirements as outline in the Immigration Act 2016.

For full job description see below:

Job Summary

To oversee and manage the day-to-day practice business and to ensure the practice runs efficiently and professionally to deliver good patient service. Responsibilities include (but are not limited to):

To Manage the Operational Requirements and Governance of the Practice

· Oversee the daily running of the practice including appointments, staff, patients, room availability, and other professionals visiting the surgery

· Support GPs, nurses, and admin to drive excellent service and standards within the practice

· Facilitate good care of all patients and review service delivery regularly to ensure contractual compliance and best practice is maintained at all time

· Work closely with Partners and the Senior Management Team

· Be accessible for GPs, nurses, and reception team and assist with any issues that arise

· Maintain standardization of group procedures and processes and implement actions agreed at the group meetings and ensure their delivery

· Ensure that an accurate record of all incidents and learning events are recorded on the designated form and discussed at team meetings with learning points identified and document in line with CQC requirements. These should be shared with group management team

· To ensure confidentiality of information (written, oral and electronic) is preserved at all times whether at or away from work

· To ensure all policies are implemented and fully complied with at Practice level and that staff are fully trained and knowledgeable in relation to their requirements

· To follow procedures to ensure compliance with the GDPR and Data Protection Act 2018

· To plan long and short term strategic operational planning for the practices, i.e. workforce,

Contract Management & Reporting

· Manage the implementation and monitoring of Direct Enhanced Services (DES); Locally Commissioned Services (LCSs, ICB and Public Health) and Key Performance Indicators (KPIs) as appropriate to the practice ensuring that potential income is maximised and that all reporting requirements are met in a timely manner

· Maintain an overview of QOF Performance, sending invites and recalls as necessary and providing clinicians with regular reports as to performance and areas requiring additional input. This will become particularly pertinent during the final quarter of the year with reporting on a weekly basis

· Run clinical system audits in line with agreed timescales reporting as necessary to CQRS; the ICB; NHS England and Group Management team to ensure compliance with all contractual requirements

· Monitor the uptake of childhood immunisations as per the Target submission on Open Exeter using the pre-dated reports to ensure optimum uptake i.e. 90% Where targets are not met an action plan must be provided to Group Management along with a robust explanation and evidence to support failure

· Ensure timely submission of Childhood Immunisation Target reports on Open Exeter to PCSE, striving to achieve the upper target of 90%

· Complete the Management Tracker via Onedrive on a monthly basis detailing all activity related to Direct Enhanced Services; Locally Commissioned Services and Key Performance Indicators along with associated income

· Ensure timely submission of all aspects of the Primary Care Web tool

· Develop a robust system for completing and submitting accurate monthly searches and associated paperwork for Prescription Pricing Authority (PPA) returns. This should encompass searches not only for medicines prescribed but also for read codes associated with the provision of these services

Finance

· Maintain petty cash system; keeping a record of all transactions and expenditure in line with The Groves Group Practice protocols that can be verified and audited at the end of each month

· Keep a record of all private and/or non NHS transactions in line with Groves protocols that can be verified and audited at the end of each month

· Monitor practice income and complete financial reporting templates for submission to Group Management in line with defined reporting timescales

· Complete the Management Tracker via Onedrive on a monthly basis detailing all NHS Income as per the Open Exeter statement

· Develop systems for reconciling expected income

· Ensure that a good relationship is developed between the practice and its ICB, PCNs and NHS England so that any financial disputes can be resolved quickly and easily

HR

· Provide leadership and management of the surgery team and offer support when needed

· To support recruitment and selection processes

· Lead on a positive working relationship with your teams and facilitate regular 1:1 check-ins

· Facilitate good communication between all members of the team

· Promote ‘People First’ culture and lead on team building, teamwork and cooperation

· Ensure the team is aware of practice goals/objectives and that they understand their role

· Organising regular team meetings

· Have knowledge of employment legislation and ensure all employment policies and procedures are followed and coordinated with the HR Lead

· Monitor staff performance, identify and co-ordinate training needs

· Manage holidays, absence and arrange cover when necessary

· Co-manage the GP rota and manage absence

· Assist the HR Lead with disciplinary and grievance procedures

· Ensure all new employees (including students) have an induction and have a mentor during probationary period.

Patient’s Services

· Respond to patient complaints in a timely manner and action accordingly, liaising with the Senior Management Team

· Ensure effective systems are in place for the smooth day-to-day running of the practice

· Deal with issues and liaise with patients as required

· Attend Patient Participant Group meetings regularly

· Coordinate patient personalised care planning with clinical team

· Coordinate non-NHS services and administration

NHS and Statutory Obligations

· To keep up to date with NHS developments maintain an overview of QOF performance

· Work with the Senior Management Team to ensure the practice meets the governance standards necessary for on-going registration with the Care Quality Commission

· Alerts; carry out report for patients with drug/equipment, etc.

Premises, Equipment, and Supplies

· Coordinate engineers and traders to premises

· Manage security and fire procedures ensuring that staff and building occupants are aware of them and they are correctly followed

· Carry out Risk Assessments as required and ensure legal requirements are maintained

· Ensure Health and Safety regulations are adhered to

· Manage the cleaning of the premises

· Ordering of stationery, supplies, and equipment when required

· Order prescriptions and other NHS documentation

· Ensure posters and advertising in waiting room are current and tidy

Information Technology

· Set new users up on relevant clinical systems

· Ensure effective use of IT to support patient care within the Practice

· Resolve any issues which may arise throughout the day reporting to SMT if necessary

Meetings to Attend

· PCC/CCG – monthly (off site)

· Huddle Meeting – monthly

· Team Meetings – monthly as a minimum

· Group management – bimonthly

CQC Projects and Business Development

· Ensure compliance with the requirements of Care Quality Commission (CQC) with supporting evidence and documented policies/procedures available on request.

· Manage the implementation and monitoring of (DES) direct enhanced services, (LES) local enhanced services (CCG & Public Health) and (KPI) key performance indicators through reporting processes to maximise income

· Maintain an overview of QOF performance and work with Group Claims Manager to ensure timely submission

· Ensure submission of all aspects of the Primary Care Web tool

· Petty Cash, Balance book, bank cash/cheques and email finance department

· Forward all finance invoices, statements, renewals etc. to finance department

· PPA; reporting and prescriptions posted to NHS Prescription Services in conjunction with other administration staff

Safeguarding

The post holder will act as a non-clinical lead in applying and implementing the practice safeguarding policy and report any safeguarding issues that are presented.

Job Types: Permanent, Full-time

Benefits:

• Additional leave
• Casual dress
• Company events
• Company pension
• Cycle to work scheme
• Store discount

Schedule:

• Day shift
• Monday to Friday

Ability to commute/relocate:

• Wimbledon Park SW19 7JL: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Do you have experience in a similar role?

Experience:

• Practice Manager: 1 year (preferred)

Licence/Certification:

• and up to date Covid Vaccination Record? (required)

Work authorisation:

• United Kingdom (required)

Work Location: In person