Practice Manager

Job description

Job responsibilities

JOB SUMMARY: To ensure the provision of a high quality patient service within a safe and efficient working environment by providing effective support to the Partners and staff and encouraging the development and progress of the Practice. Also keeping the partners abreast of forthcoming changes in the NHS and giving them options for responding to change

PRINCIPAL DUTIES:

A. Human Resources

1. Identify personal requirements, select and recruit staff.

2. Supervise and support staff, allocate work and assess performance.

3. Prepare and undertake a system of annual appraisals and personal development plans, set objectives, identify and implement training and development needs.

4. Prepare and update job descriptions, issue contracts of employment where appropriate, identify and advise partners and staff of any change in employment legislation.

5. Assist Partners with any grievance and disciplinary issues.

6. Ensure contracts of employment are available to all staff and that relevant employment legislation is followed

B. Organisation

1. Assist with the preparation of an annual Practice Development Plan and contribute to its implementation.

2. Assist with monitoring and evaluating performance of practice team against objectives, help to identify and manage change.

3. Represent the Practice at external meetings and workshops, as required by the Partners, and maintain up to date knowledge of NHS developments.

4. Develop and maintain effective communication both within the practice and with all outside agencies.

5. Maintain overall responsibility for administration, ensuring it remains effective and efficient.

6. Arrange meetings, prepare agendas and ensure distribution of minutes as necessary.

7. Develop Practice protocols, review and update as required.

8. Be the Caldicott Guardian

9. Ensure all staff are aware of Information Governance

C. Finance

1. Record income and expenditure, and arrange submission to Practice accountant.

2. Manage and maintain Practice income at optimum levels.

3. Maintain responsibility for all items of service, Health Authority and Prescription Pricing Authority claims and reimbursements, together with the reconciliation of HA statements.

4. Payroll for all employed staff including ARRS and advise banks of appropriate payments. Ensure the submission of monthly submission of payments to HMRC and NHS Pensions. Ensure P60 (HMRC) and SD55 (NHS Pensions) staff statements are submitted.

5. Administer petty cash system.

6. Check and pay all Practice bills and ensure good value for money on all expenditures.

7. Maintain adequate monies in bank accounts and co-ordinate with Lead GP.

D. Patient Services

1. Ensure compliance with patient confidentiality at all times, in line with current legislation.

2. Maintain accurate and efficient appointment system with Senior Admin

3. Organise surgery timetables and holiday cover with senior admin

4. Ensure adequate staffing levels are maintained.

5. Ensure all patient information is accurate, easily accessible and kept up to date.

6. Contribute to the development of new patient services eg Patient Participation Group

7. Deal with patient complaints according to Practice complaints procedures.

8. Ensure Out of Hours provision is provided

E. Premises, Health & Safety, Equipment and Purchasing

1. Ensure adequate standards of cleanliness are maintained in consulting rooms.

2. Maintain up to date Health and Safety policies and procedures in line with current legislation and ensure compliance.

3. Assess and evaluate accommodation requirements and co-ordinate the new building development.

4. Supervise purchase of all equipment, drugs, supplies and stationery.

5. Maintain responsibility for stock levels, annual servicing and maintenance as necessary.

6. Arrange adequate insurance cover including Employers and Public Liability.

F. Information and Technology

1. Plan and evaluate future IT developments and implement as necessary.

2. Identify requirements and negotiate purchase of computer upgrades and ensure maintenance of all equipment.

3. Arrange training for all new technology as required.

4. Ensure compliance with Data protection rules.

5. Maintain phone systems in line with NHS guidelines.

G. Other Duties

1. To undertake any other duties which are commensurate with the level and responsibilities of the post.

2. To actively and continuously review all activities and suggest areas for improvement.

3. Day to day running of the practice.

4. Responsible for ensuring all claims for QOF/BQC/Enhanced services national, local and PCN, delivery of vaccinations are recorded on appropriate sites for payments

5. Work with senior staff to ensure searches to pre-empt QoF/BQC/other Enhanced Services work throughout the year to deliver maximum targets.

Person Specification

Knowledge and skills

Essential

• ESSENTIAL
• Qualifications
• Good standard of education with excellent literacy and numeracy skills
• Experience
• Experience of working with the general public
• Experience of managing accounting procedures including budget and cash flow forecasting
• Experience of managing large multidisciplinary teams
• 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
• Skills
• Ability to exploit and negotiate opportunities to enhance service delivery
• Excellent communication skills (written, oral and presenting)
• Strong IT skills (generic)
• Excellent leadership skills
• Strategic thinker and negotiator
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• Effective time management (Planning & Organising)
• 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
• Personal Qualities
• Polite and confident
• Flexible and cooperative
• Excellent interpersonal skills
• 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 sessions
• Other requirements
• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check
• Maintains confidentiality at all times
• Full UK driving licence

Desirable

• DESIRABLE
• Qualifications
• Educated to degree level in healthcare or business
• Leadership and / or Management Qualification
• AMSPAR Qualification
• Experience
• Experience of working in a health care setting
• NHS / Primary Care General Practice experience
• Relevant health and safety experience
• Experience of chairing meetings, producing agendas and minutes
• Skills
• EMIS / Systemone / Vision user skills

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

Pike View Medical Centre

Address

Albert Street

Horwich

Bolton

BL6 7AS

Employer's website

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