Practice Manager

Job description

Job responsibilities

Job summary: Provide leadership and management skills to enable the practice to meet its agreed aims and objectives within a profitable, efficient, safe and effective working environment. Job responsibilities: The post holder will: Strategic management and planning • Keep abreast of current affairs and identify potential threats and opportunities • Contribute to practice strategy; formulate objectives and research and develop ideas for future practice development • Monitor and evaluate performance of the practice team against objectives; identify and manage change • Develop and maintain effective communication both within the practice and with relevant outside agencies • Prepare and annually update the practice development plan, oversee the implementation of the aims and objectives • Assess and evaluate accommodation requirements and manage development and expansion plans Human resources • Oversee the recruitment and retention of staff and provide a general personnel management service • Ensure that all staff are legally and gainfully employed. Monitor skill-mix and deployment of staff • Manage staffing levels within target budgets • Evaluate, organize and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role • Develop and implement effective staff appraisal and monitoring systems • Support and mentor staff, both as individuals and as team members • Implement effective systems for the resolution of disputes and grievances • Keep abreast of changes in employment legislation • Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies) Organisational • Convene meetings, prepare agendas and ensure distribution of minutes as necessary • Develop practice protocols and procedures, review and update as required • Ensure that practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place • Manage the procurement of practice equipment, supplies and services within target budgets • Develop and review health & safety policies and procedures and keep abreast of current legislation • Arrange appropriate insurance cover • Ensure that the practice has adequate disaster recovery procedures in place • Arrange appropriate maintenance for practice equipment • The role may occasionally require evening or weekend work Patient services • Adopt a strategic approach to the development and management of patient services • Ensure service development and delivery is in accordance with local and national guidelines • Ensure that the practice complies with NHS contractual obligations in relation to patient care • Maintain registration policies and monitor patient turnover and capitation • Oversee and/or develop repeat prescribing systems • Oversee and/or develop and manage an effective appointments systems • Oversee and/or organise surgery timetables, duty rotas and holiday cover • Routinely monitor and assess practice performance against patient access and demand management targets • Maintain an effective complaints management system • Liaise with patient groups/PALS Information management and technology - Liaising with the IT manager to: • Evaluate and plan practice IT implementation and modernisation • Keep abreast of the latest development in primary care IT including DoH initiatives such EPRs and disease coding, and regularly update the practice management team • Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training • Set targets and monitoring standards for data entry and data collection • Ensure that the practice has effective IT data security, back-up, maintenance and disaster recovery plans in place • Liaise with the CCG regarding systems procurement, IT funding and national IT development programmes. • Maintain the practice’s website. Financial management - Liaising with the accountants to: • Manage practice budgets and seek to maximise income • Through negotiation with the PCO and preparation and submission of regular development plans, ensure the practice receives an appropriate and equitable allocation of resources • Understand and report on the financial implications of contract and legislation changes • Manage practice accounts; submit year-end figures promptly and liaise with the practice accountant • Prepare cash-flow forecasts and quarterly management reports for the partners • Manage and reconcile bank accounts; negotiate/liaise with the practice bankers • Monitor and reconcile income and expenditure statements and purchase/sales ledger transactions • Manage partners’ drawings • Manage and monitor PAYE for practice staff and maintain appropriate records • Manage contributions to the practice pension scheme(s) and maintain appropriate records • Manage appropriate systems for handling and recording of cash and cheques and petty cash. 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: The post-holder will implement and lead on the full range of promotion and management 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. • Maintain and 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 initiation of remedial / corrective action where needed • Actively identifying, reporting, and correction of 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 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 recognises 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 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 • Be fully involved with CQC compliance Communication: The post-holder should recognise the importance of effective communication within the team and will strive to: • Communicate effectively with other team members • Communicate effectively with patients and carers • Recognise people’s needs for alternative methods of communication and respond accordingly • Complaints management

Person Specification

Qualifications

Essential

• Preferably A level standard, but certainly with evidence of a sound education

Desirable

• Achievement of or working towards a management qualification or equivalent experience

Experience

Essential

• - Competence in Microsoft Office packages
• - Experience of and success at communicating with and managing people
• - Experience of working in teams and able to promote a team spirit
• - Evidence of a commitment to continuing professional development
• - Experience of working with members of the public

Desirable

• - Management experience in the NHS or in practice management
• - Experience of EMIS
• - Experience as a manager, with some knowledge of employment law

Skills

Essential

• - Leadership skills, including excellent people management skills
• - Ability to listen and empathise
• - Delegation and empowerment of staff
• - Good time management
• - Able to manage change and cope with pressure
• - A solutions focused approach
• - Excellent communication (oral and written) and inter-personal skills
• - Excellent IT skills
• - Negotiating and managing conflict
• - Be comfortable in driving teams to meet objectives
• - Networking and facilitation

Desirable

• Experience with bookkeeping, payroll, bank reconciliations, invoicing and debt chasing.

Qualities

Essential

• - Self motivating and self confident able to work with minimal direction
• - Enthusiastic, energetic
• - Adaptable and innovative
• - Good sense of humour, personable
• - Strategic thinking with vision
• - Trustworthy, honest, reliable, caring and empathetic
• - Hard working, reliable and resourceful

Desirable

• - High self-confidence required to deal with senior people, internally and externally, and often conflicting views and timescales

Disclosure and Barring Service Check

This 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 details

Employer name

Sett Valley Medical Centre

Address

Hyde Bank Road

New Mills

High Peak

Derbyshire

SK22 4BP

Employer's website

https://www.settvalley.co.uk/ (Opens in a new tab)