Practice Manager

Job description

Job responsibilities

a. Overseeing the day to day operations of the organisation

b. Functional management of all clinical and administrative staff

c. Direct line management of the following staff: Practice Manager, Deputy Practice Manager, Administration Manager, Reception Manager, Senior Administrator, Senior Receptionist, Practice Sister

d. Managing the recruitment and retention of staff;

e. Establishing, reviewing and regularly updating job descriptions and person specifications ensuring all staff are legally and gainfully employed

f. Developing implementing and embedding an effective staff appraisal process

g. Implementing effective systems for the resolution of disciplinary and grievance issues

h. Maintaining an effective overview of and ensuring compliance with HR legislation

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

j. Managing the financial elements of the organisation, including budgets, bank accounts, accounting systems, petty cash, etc. seeking to maximise income and reduce expenditure in conjunction with the partners

k. Maintaining an effective liaison with the accountant, overseeing organisation accounts, ensuring year-end figures are presented.

l. Briefing partners on all financial matters, including forecasting.

m. Managing and processing partners drawings, PAYE and pensions for practice staff

n. Ensuring the organisation has appropriate insurance cover

o. Developing, implementing and embedding an efficient business resilience plan (BRP)

p. Managing contracts for services i.e., cleaning, gardening, window cleaning etc.

q. Managing the procurement of organisation equipment, supplies and services

r. Coordinating the reviewing and updating of all organisation policies and procedures

s. Leading change and continuous improvement initiatives; coordinating all projects within the organisation

t. Coordinating and leading the compilation of organisation reports and the practice development plan (PDP)

u. Ensuring the team reach QAIF targets

v. Adopting a strategic approach to the management of all patient services matters

w. Developing, implementing and embedding an effective communication strategy (internal and external)]

x. Ensuring the organisation maintains compliance with its NHS contractual obligations

y. Actively encouraging and promoting the use of patient online services

z. Publishing communications for internal and external use such as patient information leaflets

aa. Liaising at external meetings as required

bb. Marketing the practice appropriately

cc. Effectively managing/supporting the management of all complaints in line with current legislation and guidance

dd. The management of the premises, including health and safety aspects such as risk assessments and mandatory training

ee. Managing the organisation IT system, delegating staff to act as administrators

ff. Ensuring compliance with IT security and IG

gg. Coordinating the organisation diary, ensuring meetings are scheduled appropriately

Person Specification

Qualifications

Essential

• Good standard of education with excellent literacy and numeracy skills

Desirable

• Educated to degree level in healthcare or business
• Leadership and/or management qualification
• AMSPAR qualification

Experience

Essential

• Experience of working with the general public
• Experience of managing accounting procedures including budget and cash flow forecasting
• Experience of working in a healthcare setting
• 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
• NHS Wales/primary care general practice experience
• Relevant health and safety experience
• 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 and organising)
• Ability to network and build relationships
• Proven problem solving and analytical skills
• Ability to develop, implement and embed policy and procedure
• Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
• 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
• Other requirements:-
• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check
• Maintain confidentiality at all times
• Full UK driving licence

Desirable

• EMIS/SystmOne/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

Borth Surgery

Address

High Street

Borth

Ceredigion

SY24 5JE

Employer's website

http://www.borthsurgery.wales.nhs.uk/home (Opens in a new tab)