Job Summary:
Battersea Fields Practice is busy, growing GP practice in the heart of Battersea, close to Battersea Park and the development of Battersea Power Station. The practice has a main site at Sleaford Street, and a branch sites at Austin Road. In addition to these sites, the practice also looks after two local nursing homes.
The Office Manager will play a key role in the running of the internal affairs of the business, including overseeing and organising HR processes, overseeing the management of complaints and learning events, co-ordinating our student cohorts, and providing a PA service to the practice Partners and Manager.
Job Responsibilities:
HR
- Work with the Business & Development Manager to ensure that the Practice’s HR procedures comply with employment regulations
- Oversee all recruitment, selection and the onboarding processes, including references, DBS check, induction and training
- Work with team line managers to ensure that all probation review meetings are conducted in line with the probation policy
- Work alongside line managers to monitor and manage all aspects of an employee’s performance including attendance and sick leave.
- Manage all staff members’ compliance with mandatory training.
- Work alongside line managers to develop an annual learning calendar for the practice; lead on booking external trainers.
- Manage the practice’s appraisal system, including booking appraisal meetings and acting as note taker.
Premises
- Lead on ensuring that all practice premises are compliant with the required safety standards, including carrying-out any required testing and record keeping, and liaising with external providers to arrange periodic testing and monitoring.
- Liaise with external providers, such as NHS Property Services, cleaning companies, and site landlords to ensure that they meet their obligations.
- Alongside the rest of the senior management team, contribute to ensuing that the practice’s premises and related record keeping is compliant with CQC’s expectations.
- Work with the Operations Manager to ensure that all staff are aware of their roles and responsibilities with regards to premises management and safety, including the response to adverse incidents such as fire.
Students
- Liaise with universities and other training providers regarding student placement requirements.
- Work with the Business & Development Manager and the Education & Training Lead Partner to create a strategic plan for student activity, ensuring an optimum mix of different student placements, taking into account staff and room capacity and financial incentives.
- Carry-out any required suitability checks on students and ensure that they are fully inducted into the practice.
- Keep a record of student placement dates and contribute to the timetabling of student cohorts.
- Develop and deliver student inductions which are tailored to each student cohort.
- Liaise with the Finance Administrator to ensure that the practice receives the correct payment for all student placements.
Other Responsibilities
- Act as PA to the Partners and the Business & Development Manager, including diary management, managing email inboxes, minuting meetings.
- Manage the practice’s complaints process, ensuring that all complaints are logged and passed for investigation in a timely manner. Monitor the complaints process to ensure that all complaints are responded to with the required timescale.
- Audit complaint themes and regularly report to the management team.
- Take the lead in internal communications at the practice, including producing the weekly newsletter and creating presentations for staff news screens.
- Be responsible for ensuring that the practice’s stationery and equipment supplies are maintained.
- Maintain the practice’s internal information portal, including ensuring all information is up to date.
- Line manage the IT Administrator, ensuring that they complete their work in a timely manner and to required standards.
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, to include:
- Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
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
- Completion of internal and external mandatory training
Quality:
The post-holder will strive to maintain quality within the practice, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
- Work effectively with individuals in other agencies to meet patients needs
- Effectively manage own time, workload and resources
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 people’s 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
Pay: £35,000.00-£38,000.00 per year
Benefits:
- Company pension
- Cycle to work scheme
- Employee discount
- Health & wellbeing programme
Work Location: In person
