Job summaryJoin Our Team as an Assistant Site Manager!Are you passionate about delivering high-quality primary health care and ready to play a pivotal role in a dynamic medical practice? We're seeking an Assistant Site Manager to support our Site Manager in ensuring seamless daily operations, providing exceptional patient services, and leading our administrative team.Why Work With Us? At Medicus Health Partners, you'll have the opportunity to:Make a Difference: Contribute to the health and well-being of our patients.Grow Your Career: Develop your management skills through hands-on experience and continuous training.Join a Supportive Team: Work closely with dedicated clinicians and administrative staff in a collaborative environment.Enjoy Comprehensive Benefits: We offer competitive salaries, health benefits, and professional development opportunities.Innovate and Lead: Be at the forefront of implementing new processes to improve patient care and practice efficiency.If you are detail-oriented, have excellent organisational skills, and are excited about contributing to a team that values high standards and continuous improvement, we want to hear from you!Apply today and become a key player in a practice that values quality, teamwork, and patient care.Main duties of the jobAs an Assistant Site Manager, you will be integral to the smooth operation of our practice. Your primary responsibilities include:Supporting Daily Operations: Work alongside the Site Manager to ensure all daily tasks are executed efficiently and effectively.Managing Administrative Staff: Oversee the administrative team, ensuring they are well-trained and supported.Optimizing Patient Services: Collaborate with clinical staff to enhance patient care and service delivery.Handling Financial Performance: Assist in managing the practices financial health by overseeing various performance metrics and service submissions.Coordinating Schedules: Ensure staff rotas are well-planned to meet the practices needs and maintain adequate coverage.Liaising with Stakeholders: Maintain strong communication with patients, practice staff, external professionals, and suppliers to foster a collaborative environment.Implementing Processes: Develop and implement efficient processes to achieve targets and enhance practice operations.About usMedicus Health Partners is the largest GP Partnership in Enfield, delivering services to over 93,000 patients from its 9 locations.We currently employ over 250 staff members, with one-third dedicated to clinical and two-thirds to non-clinical workforce.Support for COVID-19 has also been a focus and continues with a dedicated Vaccine Hub in Enfield at MHP-Carlton House location has given the local population access to vaccinations since December 2020.Medicus Health Partners is also part of Enfield Unity Primary Care Network, working with other practices in the area to share resources to enhance services and support our patients.Job descriptionJob responsibilitiesACCOUNTABLE TO: The Site Manager, Managing Partner and Site based Practice PartnersMANAGES: The administrative staff of the practiceLIAISES WITH:The patients of the PracticeAll members of the Practice staff teamOther professional staff working in or with the practiceSuppliers of goods and servicesOVERALL OBJECTIVESTo play a pivotal role in the delivery of high-quality primary health care.To provide and support the Site Manager in management resources for the achievement of the teams goals.To report to and support the Site Manager in the provision of high-quality patient services within a safe, efficient working environment by providing effective support to clinicians and the administrative team.The Assistant Site Manager will also work closely with the Site Manager to develop the financial/ Patient care performance of the practice via QOF, LCS and Enhanced Services.The Assistant Site Manager will support the Site Manager in daily management of the practice and will ensure staff rotas are adequate and well planned to meet the practices needs.The Assistant Site Manager will address issues to Site Manager as they arise to keep all services running smoothly. To achieve this, the Assistant Site Manager will support Site Manager to manage, train and develop the administrative team and liaise with clinical team members throughout the day to enable clear communications and team working across the site.KEY RESPONSIBILITIES AND DUTIESMain ResponsibilitiesThe Assistant Site Manager will be assuring the Site Manager on the day-to-day operations and running of a practice. The duties to be fulfilled alongside or in absence of the Site Manager will be the following:Quality and Outcomes Framework (QOF)ALL Enhanced Services and Locally Commissioned Services (LCS)Contractual Requirement (alongside Site Manager)Medicines ManagementChildhood immunisationsOther immunisations (Contractual Additional Service)Influenza vaccinationsRegistrations (alongside Reception Lead)Emis Workflow ManagementTraining and development of administrative staff.IT LeadEnhanced Services, LCS and other services submissionsPayment reimbursement submissions (congestion charge and PPA)Staffing Rota and Management.Medical Report and Non NHS Work ManagementRecruitment, induction and training of new administrative staff and Locum CoverPractice statistic and feedback collection/ analysing data.Maintain Practice Registers: Learning Disabilities, Palliative Care, Housebound, Child Protection , Unplanned Admissions, Carers etc ( work and delegate alongside other administrators)Support the Managing Partner in operationally and effectively running the day to business on site at the branch specified.KPIs and Target FrameworkTo read and be aware of all the Enhanced Services, Locally Commissioned Services, QOF, BMA Contracts KPIs Medicines Management and additional Services.To be updated with specifications on an annual and adhoc basis of all requirements.To plan and implement processes to achieve targets.To work alongside Site Manager, Partners, GPs, Nurses and administrative staff to achieve targets.Submissions of all target and audit based work as per specifications and contracts.PlanningTo liaise with Clinical Partners, Managing Partner and Site Manager in setting strategic planning targets and share joint responsibility with them for achievement of these targets.To undertake tasks towards the agreed aims and be wholly responsible for them.Team and Personnel ManagementTo plan and co-ordinate the recruitment, induction and training of new administrative staff.To assist in planning and recruitment of Locum cover.To assist in the preparation of a work rota for the doctors and arrange locum cover when necessary.To be responsible for the organisation of the reception staff rota, ensuring adequate cover during periods of staff sickness or leave.To identify and meet the team members training and development needs.To monitor staff sickness and absence and oversee the leave rota.To ensure that all Practice staff are aware of the need for confidentiality, both of patient and Practice information.PatientsTo be aware of patients needs and work towards Practice innovation to meet those needs.To be responsible for the collection and collation of data and feedback about patients needs and satisfaction.To liaise with patient and community representatives.QualityTo be accountable with the other team members for setting standards of quality and service provision and monitoring their achievement.To promote ideals of quality and achievement of standards amongst all team members.To co-ordinate all audits within the practice.FinanceTo work alongside the Site Manager for the setting up of new, and maintenance of existing, systems to maximise all Practice income.Where required by the Central Finance Team, to monitor and check the accuracy of the Enhanced Services, Contractual Requirements and other PMS claims and ensure that all claims are submitted on a monthly and quarterly basis.To ensure PPA reimbursement forms are completed and submitted on a monthly basis.Supervise and liaise with Site Manager for the purchasing of all equipment, drugs, supplies and stationery and ensure best value is obtained, where central ordering is not applicable.Information Technology and ComputingTo support Site Manager for IT lead on all Emis Template, Searches, Protocol and concepts updates. Ensure IT hardware and software is well maintained where appropriate liaising directly with Systems IT and GP IT teams. To also ensure all updates / upgrades go smoothly.To be Smart Card Sponsor for the practice alongside the Site/Practice ManagerTo ensure that read codes are correctly administered across records throughout the practice. The DSM will work with the Site/Practice Manager to develop electronic templates to better manage read coding requirements.To utilise clinical software to perform searches, extracting and validating patient and statistical data for the preparation of reports.Practice Reception/AdministrationTo maintain and further develop systems and protocols for the smooth and efficient running of the reception and appointments and administration systemTo maintain a thorough knowledge of reception and administration systems.To be prepared to undertake reception or secretarial duties in the case of absence of usual reception/administration staff due to annual leave, sickness or any other reason.LiaisonTo promote good relationships between the Practice and outside bodies such as Health Authorities, Primary Care Groups, community trusts, patient and community groups, the bank and accountant, etc.To prepare for, organise and attend practice, wider health team and management meetings and follow up decisions made.To liaise with the Managing Partner and Site Manager on all necessary matters.Personal and Professional DevelopmentTo actively seek to keep professional knowledge and skills up-to-date including assessment of own learning needs and attendance at relevant training courses as required.Information GovernanceTo ensure that the Information Governance framework is adhered to.Personal Information within the practice needs to be dealt with in a confidential and secure manner.To ensure all members of staff have adequate training to provide consistency to information handling.EQUAL OPPORTUNITIESThe post holder will ensure that the Practice Policies and the Health Authority policies on Equal Opportunities are understood and adhered to.HEALTH AND SAFETYBe aware of your responsibility under the Health and Safety at Work Act 1974 and ensure that agreed safety procedures are carried out in order to maintain a safe environment for employees, patients and visitors.OTHER DUTIESTo undertake such other duties as may reasonably be required.To be flexible in approach, recognizing the needs of a developing practice.NB: This job description may change in the light of developments within the Practice, national policies or personnel factors and will then be subject to amendment in consultation with the post-holder.Person SpecificationQualificationsEssentialRelevant management or healthcare administration qualificationExcellent verbal and written communication skillsStrong IT skills, including proficiency in clinical software and office applicationsDesirableAdvanced certifications or additional training in healthcare managementExperienceEssentialProven experience in a healthcare setting, ideally within primary careDemonstrated ability to manage administrative staff and coordinate schedulesExperience with Quality and Outcomes Framework (QOF), Enhanced Services, and Locally Commissioned Services (LCS)Familiarity with financial management in a healthcare contextPrevious involvement in the implementation and optimization of healthcare processesExperience with patient care and service improvement initiativesDesirableKnowledge of Emis Workflow ManagementExperience in training and developing staffUnderstanding of information governance and data protection principlesExperience with handling patient feedback and conducting auditsDisclosure and Barring Service CheckThis 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 detailsEmployer nameMedicus Health PartnersAddressMHP Riley-Moorfield Healthcare Centre413 Hertford RoadEnfieldMiddlesexEN35PREmployer's websitehttps://www.medicushealthpartners.co.uk/ (Opens in a new tab)