Job summary
This is a fantastic
opportunity for a Practice Manager to join our team and contribute to the success
and growth of our practice and enable us to have a positive impact on the
health and wellbeing of our community.
The Practice Manager will be responsible for
providing operational oversight and leadership to ensure the smooth running of Witterings
Medical Centre. They will be passionate about providing leadership and
promoting the organisations values to enable the practice to meet its agreed
aims and objectives within a safe, efficient, effective, and profitable working
environment. The Practice Manager will assist the Partners in the management
and leadership of the practice to deliver high quality care to the patient
population.
Main duties of the job
- Oversee and
manage the day-to-day administrative operations of the GP practice, ensuring
efficient and effective functioning working closely with Partners and
management team.
- Handle financial
management tasks, including budgeting, financial reporting, and managing
accounts payable and receivable.
- Recruit and manage
the administrative and support staff, providing guidance, training, and support
as needed.
- Ensure the
practice's facilities and equipment are well-maintained and meet the necessary
standards and regulations (assisted by Operations Manager).
- Ensure compliance
with all relevant laws, regulations, and professional standards, staying
updated on changes and implementing necessary changes (assisted by Operations Manager).
- Address patient
complaints and implement strategies to improve patient satisfaction, fostering
positive patient relations.
- Participate in
quality improvement initiatives, analysing data, implementing process changes,
and measuring outcomes (assisted by Audit Manager).
- Collaborate with
other healthcare providers, community organisations, and stakeholders to foster
partnerships, develop initiatives and enhance care coordination.
- Stay abreast of
technological advancements and implement appropriate systems to optimise
practice operations.
- Work closely with
the Partners to develop and implement strategic plans for long-term success.
About us
We are a well-established
and highly respected GP practice serving 10,500 patients from purpose built,
modern premises situated a short stroll from East Wittering beach in West
Sussex.
Our strong, committed
clinical team includes 4 GP partners, 3 salaried GPs, 4 advanced care
practitioners and 4 practice nurses who are supported by a large management
and administrative team. Being part of an 8 practice PCN we have benefited
from the Additional
Roles Reimbursement Scheme with a clinical pharmacist, pharmacy
technician, first contact physiotherapist, social prescriber, and care
coordinators. We have a long tradition of training medical students, junior
doctors, and nurses.
We are looking for a
Practice Manager with excellent interpersonal and leadership skills who is
compassionate and will foster outstanding team working and share our values
and ethos.
Job description
Job responsibilities
Leadership
Partnership
- Work with
partners and management team on strategic planning for all aspects of the practice.
- Attend partners
meetings and organise agenda & papers.
- Organise meetings
and awaydays.
- Liaise with
solicitors on legal matters.
- Deal with
partnership changes - retirement, new appointment, legal, financial, and
patient related implications.
Patients
- Develop and
maintain new and existing services as required by contractual obligations and
when other opportunities arise.
- Manage complaints
and keep a log in accordance with CQC requirements.
- Evaluate
suggestions from Patient feedback.
- Coordinate and
oversee other special clinical services.
- Organise patient
questionnaires and Friends and Family Test.
- Liaise with
Patient Participation Group and any other volunteer services.
Employed Staff
- Oversee the
personnel function for all employed staff - hiring, discipline, retirement,
personal, legal, leave entitlement.
- Ensure training
is coordinated in a timely and efficient fashion including planning and
organisation mandatory training and staff development (supported by Operations
Manager).
- Ensure all new
members of staff receive a full induction and training appropriate for their
role.
- Organisation of
full team meetings.
- Oversee payroll,
including reimbursement claims.
- Oversee staff
pensions.
- Undertake
workforce planning.
- Ensure the practice
is meeting the obligations of Health and Safety and Infection Control in the
workplace.
- Helping to
promote and maintain a positive, supportive culture across the whole of the
practice team.
Finance
- Financial
responsibility for the partnership business, including performance against
budget and cash flow.
- Ensure sensible
control of expenditure and resources.
- Understand and
apply regulatory and fiscal obligations as determined by external organisations
such as HMRC, NHSE, CQC and interpret changes across the organisation.
- Co-ordinate use
of practice bank accounts and petty cash (supported by Book Keeper).
- Co-ordinate
system for payment of costs and reconciliation (supported by Book Keeper).
- Ensure systems
are in place for invoicing private work and chasing up debts.
- Maximise income
utilising diverse income sources.
- Ensure systems
are in place to reach targets.
- Liaison with practice
accountants.
- Undertake
costings for third party use of all rooms.
- Assess on costs
for in-house providers and implement system for payment.
Information Technology
- Co-ordinate
provision of health information systems.
- Ensure that all practice
systems are running effectively.
- Review projects
for improvements
- Understand and
analyse data from the practice systems e.g., TPP SystmOne, Ardens, AccuRx etc
Building
- Responsibility
for the overall management and maintenance of premises.
- Maximising use of
space and room bookings by third party healthcare professionals.
- Co-ordinate
remodeling and room moves as required.
- Understand
security systems - alarms & cameras.
- Organise
insurance cover for building, contents, computers etc.
- Arrange
valuation.
- Liaising with
landlords for rented premises and ensuring agreed costings and terms are in
place.
Purchasing
- Manage purchase
of equipment & supplies.
- Manage vaccine
contracts and supervise purchase.
Information & Communication
- Ensure all staff
and doctors are kept informed on all policy changes.
- Organise
meetings.
- Issue procedures
and policies.
- Act as a central
source of information.
Business Development & Marketing
- Assist in
development of proposals.
- Implement systems
to provide services.
- Deal with press
and ICB communications.
- Ensure all
information is communicated effectively to patients and external agencies as
required.
External Meetings
- Support Partners
with PCN / ICB / LMC meetings and support the practices health plan both
internally and locality wide.
- Ensure accurate
record kept of external meetings and minutes.
Social
- Oversee the
arrangement of the Christmas party and other social events.
- Oversee the arrangement of gifts and cards for
staff leaving, marriages, births etc.
Job description
Job responsibilities
Leadership
Partnership
- Work with
partners and management team on strategic planning for all aspects of the practice.
- Attend partners
meetings and organise agenda & papers.
- Organise meetings
and awaydays.
- Liaise with
solicitors on legal matters.
- Deal with
partnership changes - retirement, new appointment, legal, financial, and
patient related implications.
Patients
- Develop and
maintain new and existing services as required by contractual obligations and
when other opportunities arise.
- Manage complaints
and keep a log in accordance with CQC requirements.
- Evaluate
suggestions from Patient feedback.
- Coordinate and
oversee other special clinical services.
- Organise patient
questionnaires and Friends and Family Test.
- Liaise with
Patient Participation Group and any other volunteer services.
Employed Staff
- Oversee the
personnel function for all employed staff - hiring, discipline, retirement,
personal, legal, leave entitlement.
- Ensure training
is coordinated in a timely and efficient fashion including planning and
organisation mandatory training and staff development (supported by Operations
Manager).
- Ensure all new
members of staff receive a full induction and training appropriate for their
role.
- Organisation of
full team meetings.
- Oversee payroll,
including reimbursement claims.
- Oversee staff
pensions.
- Undertake
workforce planning.
- Ensure the practice
is meeting the obligations of Health and Safety and Infection Control in the
workplace.
- Helping to
promote and maintain a positive, supportive culture across the whole of the
practice team.
Finance
- Financial
responsibility for the partnership business, including performance against
budget and cash flow.
- Ensure sensible
control of expenditure and resources.
- Understand and
apply regulatory and fiscal obligations as determined by external organisations
such as HMRC, NHSE, CQC and interpret changes across the organisation.
- Co-ordinate use
of practice bank accounts and petty cash (supported by Book Keeper).
- Co-ordinate
system for payment of costs and reconciliation (supported by Book Keeper).
- Ensure systems
are in place for invoicing private work and chasing up debts.
- Maximise income
utilising diverse income sources.
- Ensure systems
are in place to reach targets.
- Liaison with practice
accountants.
- Undertake
costings for third party use of all rooms.
- Assess on costs
for in-house providers and implement system for payment.
Information Technology
- Co-ordinate
provision of health information systems.
- Ensure that all practice
systems are running effectively.
- Review projects
for improvements
- Understand and
analyse data from the practice systems e.g., TPP SystmOne, Ardens, AccuRx etc
Building
- Responsibility
for the overall management and maintenance of premises.
- Maximising use of
space and room bookings by third party healthcare professionals.
- Co-ordinate
remodeling and room moves as required.
- Understand
security systems - alarms & cameras.
- Organise
insurance cover for building, contents, computers etc.
- Arrange
valuation.
- Liaising with
landlords for rented premises and ensuring agreed costings and terms are in
place.
Purchasing
- Manage purchase
of equipment & supplies.
- Manage vaccine
contracts and supervise purchase.
Information & Communication
- Ensure all staff
and doctors are kept informed on all policy changes.
- Organise
meetings.
- Issue procedures
and policies.
- Act as a central
source of information.
Business Development & Marketing
- Assist in
development of proposals.
- Implement systems
to provide services.
- Deal with press
and ICB communications.
- Ensure all
information is communicated effectively to patients and external agencies as
required.
External Meetings
- Support Partners
with PCN / ICB / LMC meetings and support the practices health plan both
internally and locality wide.
- Ensure accurate
record kept of external meetings and minutes.
Social
- Oversee the
arrangement of the Christmas party and other social events.
- Oversee the arrangement of gifts and cards for
staff leaving, marriages, births etc.
Person Specification
Qualifications
Essential
- Person Specification
- Qualifications
- GCSE grade A to C in English and Maths
- Good standard of education with excellent literacy and numeracy skills
Desirable
- Educated to degree level in healthcare or business
Experience
Essential
- Experience of working with the general public
- At least three years experience within a leadership and management role
- Experience of managing accounting procedures including budget and cash flow forecasting
- Experience of performance management, including appraisal writing, staff development and disciplinary procedures
- Experience of successfully developing and implementing projects
- Experience of workforce planning, forecasting and development
- Experience of chairing meetings, producing agendas and minutes
Desirable
- NHS / Primary Care General Practice experience
- Experience of managing large multidisciplinary teams
- Relevant health and safety experience
SKILLS
Essential
- Excellent communication skills (written, oral and presenting)
- Excellent leadership skills
- Ability to exploit and negotiate opportunities to enhance service delivery
- Excellent IT skills and systems knowledge, with a willingness to adapt to new technologies
- Strategic thinker and negotiator
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management
- Ability to network and build relationships
- Proven problem solving & analytical skills
- Ability to develop, implement and embed policy and procedure
- Ability to motivate and train staff
- Polite and confident
- Flexible and cooperative
- Empathetic and patient-oriented with a commitment to providing excellent patient care experiences.
- Excellent interpersonal skills
- Ability to think strategically and contribute to the development and implementation of long-term practice goals and initiatives
- Proactive, with an ability to prioritize, delegate and motivate within a fast paced environment.
- Motivated and proactive
- Ability to use initiative and judgement
- Forward thinker with a solutions focused approach
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Confident, assertive and resilient
- Ability to drive and deliver change effectively
- Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessionsFlexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
- Maintains confidentiality at all times
- Full UK driving licence & access to a suitable vehicle to be used within your role
Desirable
Person Specification
Qualifications
Essential
- Person Specification
- Qualifications
- GCSE grade A to C in English and Maths
- Good standard of education with excellent literacy and numeracy skills
Desirable
- Educated to degree level in healthcare or business
Experience
Essential
- Experience of working with the general public
- At least three years experience within a leadership and management role
- Experience of managing accounting procedures including budget and cash flow forecasting
- Experience of performance management, including appraisal writing, staff development and disciplinary procedures
- Experience of successfully developing and implementing projects
- Experience of workforce planning, forecasting and development
- Experience of chairing meetings, producing agendas and minutes
Desirable
- NHS / Primary Care General Practice experience
- Experience of managing large multidisciplinary teams
- Relevant health and safety experience
SKILLS
Essential
- Excellent communication skills (written, oral and presenting)
- Excellent leadership skills
- Ability to exploit and negotiate opportunities to enhance service delivery
- Excellent IT skills and systems knowledge, with a willingness to adapt to new technologies
- Strategic thinker and negotiator
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management
- Ability to network and build relationships
- Proven problem solving & analytical skills
- Ability to develop, implement and embed policy and procedure
- Ability to motivate and train staff
- Polite and confident
- Flexible and cooperative
- Empathetic and patient-oriented with a commitment to providing excellent patient care experiences.
- Excellent interpersonal skills
- Ability to think strategically and contribute to the development and implementation of long-term practice goals and initiatives
- Proactive, with an ability to prioritize, delegate and motivate within a fast paced environment.
- Motivated and proactive
- Ability to use initiative and judgement
- Forward thinker with a solutions focused approach
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Confident, assertive and resilient
- Ability to drive and deliver change effectively
- Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessionsFlexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
- Maintains confidentiality at all times
- Full UK driving licence & access to a suitable vehicle to be used within your role
Desirable
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.
