JOB TITLE: Management Assistant REPORTS TO: Practice Manager HOURS: 25 - 30 hours per week Job Summary: Role reporting to the Pra.....
JOB TITLE: Management Assistant REPORTS TO: Practice Manager HOURS: 25 - 30 hours per week Job Summary: Role reporting to the Practice Manager. The role will support the work of the Management Team in the Practice in HR, Patient liaison, Complaints, Staff training, Premises Management, IT, Fire & Health and Safety plus assist in ensuring compliance of the practice in for the requirements of Care Quality Commission. This role sits within the Business/Practice Management Team. Job responsibilities: Staff training and induction To support the induction process of all new staff and the ongoing training and management of all staff, including ensuring all pre-employment checks have been completed. Administration cover including reception duties for absences and help with extra-ordinary workloads. Ensure communication systems are running smoothly, and doctors and reception staff are kept fully informed of changes in procedures. Assist with production and upkeep of practice procedures, policies and procedures including the generation of SOPs and regular updating of the staff handbook. Manage paperwork systems, including post, internal and external Act as a central source of information. Assisting with staff wellbeing Assisting with Practice Meetings Building maintenance Ensuring that the building complies with all aspects of legislation and best practice. I.T To set up new users on all clinical systems used by the practice, including the arrangement of NHS Smartcards, NHS mail and pathology links and remove all old users. Maintain the generic NHS mail accounts at the practice ensuring password updates take place To ensure the efficient running of all the practice computer system, carrying out searches, audits and recalls as required by the doctors, nurses and manager. To become the practice expert in all aspects of the clinical systems and be able to train other users, both clinical and non-clinical, in the best use of the system Investigate and resolve problems in the day-to-day use of computers, printers and other IT related equipment liaising with NECS when needed Ensure the effective running of the practices IT network and e-mail system, including the management of user profiles To be the first point of contact with the helpdesks of the clinical and other system suppliers, arranging upgrades and Identify areas for development and enhancement of the clinical and other systems to ensure both ease of use and optimum data quality Assist the partnership in the ongoing development and implementation of the practices IT strategy To work within the clinical computer system to improve data quality. To maintain the practice website, and monitor and reply to patients reviews to support and nurture a positive social media presence for the practice eg NHS choices, google reviews, etc. Finance Assisting to ensure all item of service claims are made correctly and appropriately Assisting to ensure records of claims for payment are kept up to date in the relevant registers Ensure practice records are kept relating to all item of services claims, producing monthly and quarterly reports for the Practice Manager Purchasing and maintaining practice stock On a regular and ad hoc basis, monitor general usage and re-order requirements for stationary, cleaning, refreshment and sundry items, as well ordering medical supplies and vaccines with support from the nursing team. On a regular and ad hoc basis, monitor general usage and re-order requirements for stationary, cleaning, refreshment and sundry items, as well ordering medical supplies and vaccines with support from the nursing team. Liaise with other teams within the practice for purchase requirements Health & safety: The post-holder will implement and lead on the full range of promotion and management of their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include (but will not be limited to): The post-holder will implement and lead on the full range of promotion and management of their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include (but will not be limited to): Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management. Maintaining an up-to-date knowledge of health and safety and infection control (statutory and best practice guidelines) and ensure implementation across the business 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 across the business Making effective use of training to update knowledge and skills, and initiate and manage the training of others Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiating remedial / corrective action where needed Actively identifying, reporting, and correcting health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers Undertaking periodic infection control training (minimum annually) Routine management of own team / team areas, and maintenance of work space standards Demonstrate due regard for safeguarding and promoting the welfare of children. Production of performance and quality information To ensure that documentation (electronic and paper-based) exists to support performance standards across the full range of performance-based activity QOF, Enhanced Services etc. To assist in the production of information for clinical audit. To undertake ad-hoc work related to the performance of the practice under the guidance of the Practice Manager. Other Personal tasks To provide support and training for current and new staff in resolving simple problem with PCs and printers. Assist in controlling peripheral software packages, running updates, reports and associated administration, including invoicing and liaison with debtors, monitoring and control of cheques and cash, and the payment of invoices. 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, 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 Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data Equality and Diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues. 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. 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 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 Be generally involved in the administration of a small business. Dealing with patients, and contacts within the NHS and other practices, both in person and on the telephone.
