Job summary
Practice Manager
Exciting
Opportunity at Expanding Cotswold Practice
Based at our
Cirencester and Tetbury Surgeries
Salary range £56,000 rising to £62,000 after successful
completion of first year.
Due to retirement, we are looking for a fulltime Practice Manager who
can demonstrate strong leadership skills in changing times within the NHS. We
are looking for a confident, motivated person, who is able to prioritise and
work independently with excellent organisational and communication skills. The
Practice Manager is a key member of the Management Team and will be expected to
demonstrate the leadership qualities required to motivate staff, lead change,
deliver against targets and contribute to the continuous improvement and ever-changing
NHS environment. Experience of financial management and Practice Management or
working in the NHS at a senior managerial level would be an advantage.
Main duties of the job
The ideal candidate will have:
Business acumen to lead on strategic, financial and organisational management.
Experience of staff management.
Ability to work independently and use initiative to drive the practice forward.
Ability to have both a broad overview and attention to detail.
Excellent communication and interpersonal skills with a strong focus on teamwork.
About us
Phoenix Health Group is a large, busy and expanding Practice
of 12 GP Partners that has a reputation for providing excellent care to its 24,600
patients. The Practice has a highly
committed and friendly team of Doctors, Nurses and Administrative staff. Located
over five sites in a semi-rural location, including Dispensaries at Tetbury and
Kemble and a surgery at the Royal Agricultural University.
Closing date: Midnight on Tuesday 19th December 2023
For more information or an application form please contact:
Wendy Amaral, HR &
Compliance Lead, by e-mail at wendy.amaral@nhs.net.
Information about the
Practice can be found on our website at www.phoenixhealthgroup-cirencester.co.uk
Job description
Job responsibilities
JOB TITLE: PRACTICE MANAGER
REPORTS TO: THE PARTNERS
HOURS: Fulltime (37 Hours a week)
LOCATION : Based across the Cirencester and Tetbury sites
Job Summary:
- Working as part of the Leadership Team with the Partners, responsibility for the smooth, efficient and profitable running of the multi-sited Practice, maintaining a happy and committed team and high-quality patient experience.
- To provide general guidance to the partners on any NHS, Finance and CQC developments and legislative changes, which may affect the general management of the Practice
- Having specific responsibility for the finance and business function of the Practice.
Job responsibilities:
Operational Management
- Implementing new initiatives to continuously improve the efficiency and effectiveness of the practice ensuring appropriate manpower is available.
- Ensuring immediate issues that arise during the working day, e.g. patient, staff, doctor, premises issues and dealt with in an appropriate and timely manner.
- Direct line management of the Assistant Practice Manager, Clinical Administration Manager, H/R and Compliance Lead and support for the Nurse Manager (for non-clinical issues) and overall responsibility for the non-clinical staff.
- Ensuring effective communication between all team members including GPs, Nurses, and non-clinical staff.
- Responsible for maintaining effective relationships with external organisations, i.e. The Integrated Care Board (ICB), The Primary Care Network (PCN), Accountant, Solicitor, The Royal Agricultural University, etc.
- Monitoring Quality Improvement Activity, ensuring records are kept of discussions and learning actions.
- Responsible for ensuring a Disaster Recovery Plan is in place and up to date
- Supporting the Practice in building projects.
- Management of MHRA CAS Alerts and Patient Safety Alerts.
- Responsible for organising weekly workload GP cover.
Finance and Profitability
- Overall responsibility for financial matters, including the Partnership Accounts bank account management, monthly bank account reconciliations, petty cash, submission of VAT returns and year end accounts submissions.
- Responsibility for financial product management Current account, savings accounts, account signatories, loans and overdraft facilities.
- Responsible for the overview of the various Enhanced Services ensuring effective sign up, implementation and claim submission and then checking that appropriate payments are received.
- Responsible for reconciling payment statement.
- Responsible for resolving financial queries.
- Responsible for the invoice management and banking functions, including reimbursements, where appropriate.
- Responsible for payment of the Partnership tax, management of Partner drawings, buy ins and pay outs.
- Administration of the CQRS claims submission software and overview and approval of the submission of claims to NHS England.
- Responsible for the annual renewal of Surgery (including Employers Liability), Staff Absence and Tax Investigation Insurance.
- Alerting the partners to any financial issues and providing financial reports on request.
- Overseeing the Practices income and expenditure, working to ensure that maximum profitability is achieved.
- Management of the South Cotswold PCN Lead Practice Bank Account ensuring the prompt payment of funding and annual account reconciliation.
Partnership Business
- Providing comprehensive, innovative and professional management support to the Partners, helping to develop strategies to meet both Practice and NHS England objectives.
- Setting dates and agendas for Partnership and Quarterly meetings, recording the minutes and actions agreed.
- Maintaining the Partnership Agreement, managing and issuing revisions as required.
- Responding to Partnership changes, taking appropriate actions with regard to GMS Contract variation management.
- Maintaining the Primary Care Web Tool with regard to Extended Access and the Practice EDec Declaration.
Personnel Management
Overseeing the H/R function for the Practice, ensuring contracts of employment are provided to all staff, that all relevant employment legislation is followed and ensuring the Practices employment policies and procedures are comprehensive and up to date.
- Providing advice and guidance on partnership issues, including retirements and recruitments of new partners
- Responsible for the accurate monthly compilation of the payroll, submission to the Payroll provider, processing returned documentation and ensuring payments are made correctly and on time and maintaining full payment records.
- Ensuring that the Practice completes all actions in relation to NHS and NEST Pension schemes.
- Lead contact for the Patient Participation Group (PPG)
Premises
Responsible for:-
- Utilities Contract management, payments and claims
- Leases Liaison with Solicitors
- Responsible for Current Market Rent Reviews, Mortgage and Land Registry Title Deeds, including liaison with the Solicitor and Bank.
- Upkeep and maintenance across all sites
- Maximising claiming where appropriate from the Integrated Care Board (ICB)
Information Governance
- Responsible for matters relating to Information Governance and Data Sharing
- Responsible for the Data Protection registration and annual completion of the Data Security Toolkit.
Policies and Procedures
- Responsible for ensuring the review of all Policies and Procedures and communicating any changes to Practice staff.
- Implementation of any new Policies and Procedures and ensuring information is available, as appropriate.
Research
- Supporting and promoting the Practices Research activities.
Communications
- Responsible for the Practice Website, Intranet and Facebook Page
- Developing and maintaining effective communication between teams within the Practice to ensure a high standard of information flow.
- Ensuring efficient internal and external communication including being the focal point for contact with the Primary Care Organisations, solicitor, accountant and other bodies
Meetings
- Attending weekly Practice Meetings.
- Attending bi-monthly meetings with Team Co-ordinators
- Attending Quarterly Practice Business meetings
- Attending Away Days
- Attending South & North Cotswold Practice Manager meetings
- Attending Countywide Practice Manager events.
- Attending monthly Primary Care Network meetings
- Attending quarterly Patient Participation Group meetings
- Meeting with individual GPs, as required.
- Acting on any attributed actions arising out of the various meetings.
Future Planning
Provide strategic management to the Practice to ensure an effective long- term plan.
Preparation of the Practice Business Plan and Practice aims and objectives as required by the partners.
Keeping abreast of developments within the NHS that may have implications for the Practice or individual partners and offering options for consideration by the partners.
Care Quality Commission
- Management of the Practices CQC Registration and Statement of Purpose.
- Ensuring evidence of compliance is maintained.
- Hosting visits, as required.
- Implementing any follow up actions as requested by CQC.
Job description
Job responsibilities
JOB TITLE: PRACTICE MANAGER
REPORTS TO: THE PARTNERS
HOURS: Fulltime (37 Hours a week)
LOCATION : Based across the Cirencester and Tetbury sites
Job Summary:
- Working as part of the Leadership Team with the Partners, responsibility for the smooth, efficient and profitable running of the multi-sited Practice, maintaining a happy and committed team and high-quality patient experience.
- To provide general guidance to the partners on any NHS, Finance and CQC developments and legislative changes, which may affect the general management of the Practice
- Having specific responsibility for the finance and business function of the Practice.
Job responsibilities:
Operational Management
- Implementing new initiatives to continuously improve the efficiency and effectiveness of the practice ensuring appropriate manpower is available.
- Ensuring immediate issues that arise during the working day, e.g. patient, staff, doctor, premises issues and dealt with in an appropriate and timely manner.
- Direct line management of the Assistant Practice Manager, Clinical Administration Manager, H/R and Compliance Lead and support for the Nurse Manager (for non-clinical issues) and overall responsibility for the non-clinical staff.
- Ensuring effective communication between all team members including GPs, Nurses, and non-clinical staff.
- Responsible for maintaining effective relationships with external organisations, i.e. The Integrated Care Board (ICB), The Primary Care Network (PCN), Accountant, Solicitor, The Royal Agricultural University, etc.
- Monitoring Quality Improvement Activity, ensuring records are kept of discussions and learning actions.
- Responsible for ensuring a Disaster Recovery Plan is in place and up to date
- Supporting the Practice in building projects.
- Management of MHRA CAS Alerts and Patient Safety Alerts.
- Responsible for organising weekly workload GP cover.
Finance and Profitability
- Overall responsibility for financial matters, including the Partnership Accounts bank account management, monthly bank account reconciliations, petty cash, submission of VAT returns and year end accounts submissions.
- Responsibility for financial product management Current account, savings accounts, account signatories, loans and overdraft facilities.
- Responsible for the overview of the various Enhanced Services ensuring effective sign up, implementation and claim submission and then checking that appropriate payments are received.
- Responsible for reconciling payment statement.
- Responsible for resolving financial queries.
- Responsible for the invoice management and banking functions, including reimbursements, where appropriate.
- Responsible for payment of the Partnership tax, management of Partner drawings, buy ins and pay outs.
- Administration of the CQRS claims submission software and overview and approval of the submission of claims to NHS England.
- Responsible for the annual renewal of Surgery (including Employers Liability), Staff Absence and Tax Investigation Insurance.
- Alerting the partners to any financial issues and providing financial reports on request.
- Overseeing the Practices income and expenditure, working to ensure that maximum profitability is achieved.
- Management of the South Cotswold PCN Lead Practice Bank Account ensuring the prompt payment of funding and annual account reconciliation.
Partnership Business
- Providing comprehensive, innovative and professional management support to the Partners, helping to develop strategies to meet both Practice and NHS England objectives.
- Setting dates and agendas for Partnership and Quarterly meetings, recording the minutes and actions agreed.
- Maintaining the Partnership Agreement, managing and issuing revisions as required.
- Responding to Partnership changes, taking appropriate actions with regard to GMS Contract variation management.
- Maintaining the Primary Care Web Tool with regard to Extended Access and the Practice EDec Declaration.
Personnel Management
Overseeing the H/R function for the Practice, ensuring contracts of employment are provided to all staff, that all relevant employment legislation is followed and ensuring the Practices employment policies and procedures are comprehensive and up to date.
- Providing advice and guidance on partnership issues, including retirements and recruitments of new partners
- Responsible for the accurate monthly compilation of the payroll, submission to the Payroll provider, processing returned documentation and ensuring payments are made correctly and on time and maintaining full payment records.
- Ensuring that the Practice completes all actions in relation to NHS and NEST Pension schemes.
- Lead contact for the Patient Participation Group (PPG)
Premises
Responsible for:-
- Utilities Contract management, payments and claims
- Leases Liaison with Solicitors
- Responsible for Current Market Rent Reviews, Mortgage and Land Registry Title Deeds, including liaison with the Solicitor and Bank.
- Upkeep and maintenance across all sites
- Maximising claiming where appropriate from the Integrated Care Board (ICB)
Information Governance
- Responsible for matters relating to Information Governance and Data Sharing
- Responsible for the Data Protection registration and annual completion of the Data Security Toolkit.
Policies and Procedures
- Responsible for ensuring the review of all Policies and Procedures and communicating any changes to Practice staff.
- Implementation of any new Policies and Procedures and ensuring information is available, as appropriate.
Research
- Supporting and promoting the Practices Research activities.
Communications
- Responsible for the Practice Website, Intranet and Facebook Page
- Developing and maintaining effective communication between teams within the Practice to ensure a high standard of information flow.
- Ensuring efficient internal and external communication including being the focal point for contact with the Primary Care Organisations, solicitor, accountant and other bodies
Meetings
- Attending weekly Practice Meetings.
- Attending bi-monthly meetings with Team Co-ordinators
- Attending Quarterly Practice Business meetings
- Attending Away Days
- Attending South & North Cotswold Practice Manager meetings
- Attending Countywide Practice Manager events.
- Attending monthly Primary Care Network meetings
- Attending quarterly Patient Participation Group meetings
- Meeting with individual GPs, as required.
- Acting on any attributed actions arising out of the various meetings.
Future Planning
Provide strategic management to the Practice to ensure an effective long- term plan.
Preparation of the Practice Business Plan and Practice aims and objectives as required by the partners.
Keeping abreast of developments within the NHS that may have implications for the Practice or individual partners and offering options for consideration by the partners.
Care Quality Commission
- Management of the Practices CQC Registration and Statement of Purpose.
- Ensuring evidence of compliance is maintained.
- Hosting visits, as required.
- Implementing any follow up actions as requested by CQC.
Person Specification
Experience
Essential
- Practical experience of general management
- Practice experience of financial management
- Experience of working with large multi-disciplinary teams
- Practical experience of managing and motivating people
- Working knowledge of HR policies and procedures
- Managing change
- Practical experience of managing Health and Safety at work
Desirable
- Experience of working in General Practice
- Experience of working in the NHS
- An understanding of the GMS contract competency framework
- Experience of strategic business planning
- An understanding Health & Safety Legislation
Qualities and Attributes
Essential
- Adaptability
- Ability to lead a team
- Ability to work as part of an integrated multi skilled team
- Ability to work under pressure and to deadlines
- Ability to work independently
- Ability to use own judgement, resourcefulness and common sense
- High levels of integrity
- Responsive
- An understanding of the need for adherence to strict confidentiality
- Self motivated
- Ability to motivate others
- Flexibility
- Sense of humour
Desirable
Other
Essential
- Willingness to travel to attend meetings or courses
- Good attendance record
Desirable
Qualifications
Essential
- Educated to at least A Level standard or equivalent
- Evidence of continuing professional development
Desirable
- Degree level education
- Relevant business, management, or financial qualification
- Full Driving Licence
Skills / Knowledge
Essential
- Excellent written and oral communication skills
- Advanced numeracy skills
- Attention to detail
- Strong IT skills
- Interpersonal skills
- Problem solving, initiative and analytical skills
- Excellent time management and organisational skills
- Excellent team working and leadership
- Ability to lead and manage change
- Strategic thinker
Desirable
- Project management qualification/experience
Person Specification
Experience
Essential
- Practical experience of general management
- Practice experience of financial management
- Experience of working with large multi-disciplinary teams
- Practical experience of managing and motivating people
- Working knowledge of HR policies and procedures
- Managing change
- Practical experience of managing Health and Safety at work
Desirable
- Experience of working in General Practice
- Experience of working in the NHS
- An understanding of the GMS contract competency framework
- Experience of strategic business planning
- An understanding Health & Safety Legislation
Qualities and Attributes
Essential
- Adaptability
- Ability to lead a team
- Ability to work as part of an integrated multi skilled team
- Ability to work under pressure and to deadlines
- Ability to work independently
- Ability to use own judgement, resourcefulness and common sense
- High levels of integrity
- Responsive
- An understanding of the need for adherence to strict confidentiality
- Self motivated
- Ability to motivate others
- Flexibility
- Sense of humour
Desirable
Other
Essential
- Willingness to travel to attend meetings or courses
- Good attendance record
Desirable
Qualifications
Essential
- Educated to at least A Level standard or equivalent
- Evidence of continuing professional development
Desirable
- Degree level education
- Relevant business, management, or financial qualification
- Full Driving Licence
Skills / Knowledge
Essential
- Excellent written and oral communication skills
- Advanced numeracy skills
- Attention to detail
- Strong IT skills
- Interpersonal skills
- Problem solving, initiative and analytical skills
- Excellent time management and organisational skills
- Excellent team working and leadership
- Ability to lead and manage change
- Strategic thinker
Desirable
- Project management qualification/experience
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.
