South Beach Surgery Assistant IT / Staff ManagerArdrossan   £To be confirmed

JOB TITLE:                              ASSISTANT IT / STAFF MANAGER

REPORTS TO:                         THE PRACTICE MANAGER

HOURS:                                   37.5 hours

SALARY:                                 £To be confirmed

Job Summary

To provide supervision & management in all areas of administration and IT, enabling the practice to meet its contractual aims and objectives within an efficient, profitable, safe, and effective working environment.

To deputise for the Practice Manager in her absence, be a hands-on facilities manager and IT support to all staff, and to take responsibility for health & safety within the practice. Previous applicants need not apply.

Job Responsibilities

·         To provide support and agree training for current and new staff & be involved in annual staff appraisals.

·         Under guidance from the IT Manager to offer support, advice, and training for current and new practice staff in the use of all computerised systems.

·         Agree administration procedures and protocols and ensure compliance.

·         Maintain the Practice Procedure Book and Locum/Registrars Pack.

·         Day to day management of the Practice administration staff & all IT systems.

·         Develop and review Health & Safety policies and procedures and keep abreast of current legislation.

·         Under guidance from the IT Manager, be responsible for the Patient Information systems.

·         Deputise for the Practice Manager in their absence.

Operations

Within the reception area you will be required to supervise operations, including:

·            Managing, recording and reporting on all no-show clinical appointments.

·            Managing the daily availability of appointments.

·            Managing, forwarding and/or actioning all incoming postal mail & electronic emails.

·            Managing and allocation of all house-calls.

·            Managing all facilities, health & safety, cleaning operations as required.

Administration

·       Scanning and attaching all new patient notes, recording, filing and storing them.

·       Managing the process of the scanning & attaching of patient notes, and being responsible for the storage, recording & filing/destruction of all paper-notes, including being up to date with all associated legal requirements.

·       Managing all Solicitor’s, Insurance, and external reports and all associated fees.

·       Managing the patient death list (including recording, notifying, organising).

·       Within a specified monthly budget, manage the ordering of all admin and stationery items

·       Practice Newsletters

Financial

• You should have a basic understanding of budgets, accounting and the financial implications of running a business.
• Manage the credit control data-base taking responsibility for pursuing late payments.
• Manage and monitor payable hours for practice staff and maintain appropriate records.
• Manage appropriate systems for handling and recording of cash, cheques and petty cash.
• Manage all casual staff hours and wages.

Human Resources

·         Reporting to the Practice Manager, oversee the recruitment and retention of administration staff and assist with annual appraisals.

·         Evaluate, organise and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role.

·         Support and mentor staff, both as individuals and as team members.

·         Reporting to the Practice Manager maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies).

IT

• Under guidance from the IT Manager, ensure contractual compliance.
• Have a sound working knowledge of IT packages such as Microsoft Office.
• Confident at building spread sheets and basic computer programs.
• Be efficient in all areas of IT within the practice environment.
• Where appropriate attend training and information days.

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.

Health & Safety

·         Maintain Health & Safety procedures and written policies.

·         Make effective use of training to update knowledge and skills.

·         Reporting on and acting upon all potential risks identified.

Closing Date:     06-Jul-2009