GP Practice Manager

Job description

Job responsibilities

Day-to day

Overseeing the day-to-day operations of the Practice ensuring that all staff achieve their primary responsibilities

Functional management of all clinical and administrative staff

Ensure the practice maintains compliance with its NHS contractual obligations

Human Resources

Managing the recruitment and retention of staff

Establish, review and regularly update Job Descriptions and Person Specifications, ensuring all staff are legally and gainfully employed

Develop, implement and embed an effective staff appraisal process

Implement effective systems for the resolution of disciplinary and grievance issues

Business Development

Maintain an effective overview of HR legislation

Develop, implement and embed an efficient business continuity plan

Coordinate, review and update of all practice policies and procedures annually

Lead change and continuous improvement initiatives; coordinating all projects within the practice

Coordinate and lead on Practice development plans

Actively encourage and promote the use of patient online services.

Review and continued development of the practice website

Market the practice appropriately

Develop and implement an effective communication strategy (internal and external)

Adopt a strategic approach to the management of all patient services

Enhanced Services

Ensure the team reach QOF and other contractual targets (supported by the nursing and administrative leads)

Co-ordinate and submit required audits and QOF programmes as per the timetable sets under each programme.

Ensure all requests for data and information requested by the PCN or the ICB is provided in a timely manner within the time frames requested.

Clinical System

Manage the appointment system via Emis Web for all clinical staff

Manage both the GP and nursing team rota ensuring that there is a minimum level of staff on duty while the practice is open 5 days a week

Identify gaps in clinical staffing levels due to annual leave and sick leave and ensure that the practice has sufficient clinical staff on duty to maintain an effective service.

Liaise with locum providers to ensure locums are engaged at the best possible price to cover gaps

Manage the appointments schedule/templates on Emis Web

IT

Manage the hardware requirements of the practice

Manage the clinical system Emis Web, ensuring IT security and IG compliance at all times.

Ensure compliance with Data Protection legislation and GDPR

Ensure the effective use of Emis Web, Docman, EPS and other IT programmes

Provide an induction for new staff (non Clinical) on the use of the clinical system, Emis Web

Organise SMART Cards for all staff and maintain them. Vary staff permissions as required

Arrange both NHS mail accounts and windows log in for all staff

Respond to and resolve all local IT issues in a timely manner where appropriate

Liaise with the GP IT help desk to resolve any IT issues that cannot be resolved internally

Have a clear understanding of telephone system both daytime and out of hours

Support the IG-GP lead in any work streams that may be required on an adhoc basis

Estates

Be up to date with the current Health & Safety legislation and conduct annual risk assessments.

Conduct periodic risk assessments due to changes in legislation and make recommendations to the partners on changes that might be required

Ensure that Practice premises are properly maintained and cleaned

Enter into service contracts to cover the repair and maintenance of equipment and that they are maintained annually

Ensuring the practice has appropriate insurance cover

Compliance

Ensure and monitor compliance with health and safety legislation.

Ensure that there is adequate fire prevention in place and arrange annual certification to adhere to current fire legislation

Be responsible for security systems within the practice to protect both staff and patients and make sure that are maintained and that written protocols are available and updated as required.

Ensure service development and delivery is in accordance with local and national guidelines

Complaints

Deal with all complaints received by the practice in relation to services provided

Acknowledge all complaints with in the required time frame as specified within the complaints procedure

Liaise with clinicians to ensure all complaints are investigated and a response is made with in the required time frame

Deal with all other non-clinical complaints

Ensure all responses to all complaints are sent with-in the required time frame as per the complaints procedure

PPG

Act as Joint Admin lead to ensure that the practice engages with the PPG.

Be proactive with the PPG to encourage engagement.

Provide support to the PPG as required

Training

Ensure all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively

Ensure that all staff complete their mandatory training

Implement a training plan to cover all mandatory elements required and adhoc training

Maintain an up-to-date register on completed training and follow up with those staff who have not completed the required training with-in the required time frame

Finance

Managing the financial elements of the practice

seek to maximise income and reduce expenditure

ensure all bills associated with the running of the practice are paid in a timely manner

ensure all income due to the practice is received in a timely manner

ensure that all reimbursements that are available under the NHS contract are submitted and paid

raise invoices when required for services associated with NHS services and PCN contract.

Payroll and Pensions

Submit payroll timesheet to the Payroll team to calculate the monthly payroll and liaising with HMRC on all PAYE matters

Payment of PAYE Monthly to HMRC.

Submit monthly pension contributions to NHS Pensions via NHS Pensions Online

Submit annual submissions for pensions to NHS Pensions or other providers

Comply with Statutory requirements under Auto enrolment

Accounts

Prepare the monthly accounts

Reconcile the practice bank accounts to the accounts monthly.

Maintain an effective liaison with the accountant

Oversee the practice accounts, ensuring year-end figures are presented

Brief the lead financial partner on all financial matters

Secondary Responsibilities

In addition to the primary responsibilities, the Practice Manager may be requested to:

Undertake other duties as directed or requested

Deputise for the partners at internal and external meetings

Act as the primary point of contact for NHS(E), ICB, PCN, community services, suppliers and other external stakeholders

Liaise with the Primary Care Network (PCN) and locality commissioners, attend meetings and promote collaborative working.

Person Specification

Experience

Essential

• Experience of working with the general public
• Experience of working in a healthcare setting
• 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

Desirable

• NHS/Primary Care General Practice Experience
• Relevant health and safety experience
• Experience of chair meetings, producing agendas and minutes

Qualifications

Essential

• Educated to degree level in healthcare or business
• Good standard of education with excelled literacy and numeracy skills

Desirable

• Leadership and/or management qualification
• AMSPAR Qualification

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

Medical Centre

Address

156 Deans Lane

Edgware

Middlesex

HA8 9NT

Employer's website

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