Practice Manager
East Barnwell Health Centre
This job is now closed
Job summary
East Barnwell Health Centre, a well-established training practice in Cambridge, seeks a highly-motivated, experienced Practice Manager to lead our dedicated team.
As the Practice Manager, you will set the direction along with the partners for the practice to maximise efficiency, income, manage budgets and achieve long-term strategic objectives. You will be supported by our committed and dedicated admin team including our excellent patient service administrators and their team leaders.
Proactive, innovative and responsive, you will work with the partners to enable the successful development of our growing practice, and ensure the safe and effective running of the business, whilst supporting us to provide the highest level of care to our local community.
Main duties of the job
The successful candidate will provide robust, conscientious leadership and have a sound knowledge of strategic business management, financial planning and HR. They will be expected to manage and coordinate all aspects of practice functionality, motivating and managing staff, optimising efficient financial performance, and overseeing all daily operations. Specific areas of responsibility include:
- Human Resources
- Policy and Planning
- Management of Financial Resources
- Partnership Management
- Management of Information Technology Systems
- Management of Premises, Equipment and Stock
- Patient Services
- Care Quality Commission
Please see the Job Specification for full details of the responsibilities of the post.
About us
We are an established, well organised, supportive practice in Cambridge serving 7,800 patients. We have four partners, a team of salaried doctors, retainer doctors, nurses and nursing assistants, physiotherapists, clinical pharmacists and social prescribers. We have a strong interest in teaching and training medical students, nursing students and GP trainees. We play an active role in Cambridge City PCN.
We have consistently high QOF achievement and are rated good by CQC.
The four partners enjoy a close working relationship with our current practice manager, and with each other. We meet regularly to ensure the best communication and collaboration possible to meet our common goals. We prioritise staff well-being.
Date posted
27 March 2024
Pay scheme
Other
Salary
£50,000 to £55,000 a year
Contract
Permanent
Working pattern
Full-time
Reference number
A0489-24-0002
Job locations
Ditton Lane
Cambridge
CB5 8SP
Job description
Job responsibilities
Overall Job Purpose
To manage and coordinate all aspects of the organisations day-to-day business, motivating and managing staff, optimising efficiency, and financial performance, and ensuring the partnership achieves its long-term strategies.
Human Resources
Ensure that the practice is staffed and resourced within the budget by people with appropriate skills, experience and commitment to provide the professional, technical, administrative and inter-personal expertise needed.
a) Develop HR and training policies
b) Ensure the effective recruitment, selection and induction of new staff.
c) Ensure clear and up-to-date contracts of employment, employment policies and procedures, and staff handbook in line with good employment practice.
d) Ensure performance is managed and there is appropriate supervision of staff.
e) Ensure optimum staffing levels at all times with holiday and sickness absences managed.
f) Develop teamwork, ensuring well-run regular staff meetings and organising away-days and social functions.
g) Oversee the running of the existing staff appraisal scheme.
h) Ensure the personal development and training of all staff.
i) Review patterns and methods of work and skills-mix for both individuals and teams to ensure their efficient and effective functioning.
j) Deal with grievances and disciplinary matters as may be required in conjunction with the partners.
k) Ensure personnel and attendance records are maintained.
l) Review pay and conditions of staff and advise the partners accordingly.
m) Ensure that all statutory requirements are fulfilled and adopt changes as they occur.
n) Ensure confidentiality is maintained at all times and encourage the professionalism of all staff.
o) Ensure training needs are identified and develop with each staff member an annual training plan as part of the appraisal system. Ensure that training is carried out either in-house or externally.
Policy and Planning
Regularly review the organisation and developments within and outside the practice which will impact directly or indirectly. This includes involvement in local and national organisations which formulate and influence primary health care strategy.
a) Assume responsibility for developing a practice business plan.
b) Participate and work with groups determining future policy
c) Develop business cases and tenders to provide future services.
d) Explore innovative ideas for provision of services to suit the needs of the practice population and the professionals working within the practice team.
e) Explore opportunities to optimise use of practice facilities.
f) Liaise with other local practices through relevant forums.
Management of Financial Resources
Responsible to the partners for the effective management of practice finances, working with the partners and practice accountant to plan effective budgetary control, ensuring cost efficiencies and maximisation of profitability.
a) Ensure efficient working methods and best use of resources.
b) Ensure controls of expenditure whilst ensuring necessary investment in resources.
c) Ensure all income-generating opportunities are explored and maximised.
d) Provide budgetary and cash flow forecasting to the partners.
e) Ensure policies and procedures to protect the practice against fraud and financial mismanagement.
f) In conjunction with the outsourced company, ensure the payroll function is properly managed, including payment of staff salaries, tax, NI and management of the NHS Pension Scheme.
g) Ensure the appropriate payment of partners drawings.
h) Ensure management of the practices bank account.
i) Ensure correct payment of supplies and expenses.
j) Ensure correct invoicing for services and systems to reclaim monies owed to the practice.
k) Ensure appropriate control of the petty cash account.
l) Ensure the accurate record keeping, monthly bank reconciliations, and preparation for the practices accounts.
Partnership Management
Provide support to the partners and the partnership to ensure excellent team-working and a sound legal framework.
a) Ensure effective partners meetings with clear agendas, minutes and action plans.
b) Ensure appropriate and up-to-date partnership deed.
c) Provide management advice and information to the partners in order for them to make decisions about the running of the practice.
d) Assist in the recruitment of new partners.
e) Deal with partnership changes retirements, new appointments, legal, financial and patient-related implications.
f) Ensure decision-making relating to the partnership is documented.
g) Ensure appropriate profit-share payments of partnership drawings and advise on payments of partners individual tax liabilities.
h) Ensure medical indemnity for all clinicians is up-to-date.
Management of Information Technology Systems
Ensure the effective management of information within the practice and with outside agencies.
a) Develop the practices IT strategy.
b) Ensure the functioning and best use of the practices clinical computer system and implement new software systems to aid the efficiency of the practice.
c) Ensure that appropriate computer searches, audits and reports are carried out.
d) Ensure the training of all personnel and users of the practice IT systems.
e) Lead on IT business continuity and develop systems to protect security of data.
f) Ensure policies against the misuse of internet and emails is adhered to .
g) Prepare business case for future changes or developments and explore all relevant avenues of funding.
h) Explore further development of practice website..
i) Ensure confidentiality of data adhering to GDPR regulations.
Management of Premises, Equipment and Stock
Advise the practice in making full and effective use of its current premises, equipment and stock.
a) Establish and maintain a strong working relationship with NHS Property Services.
b) Oversee processes for the maintenance, repair and cleaning of all practice premises.
c) Review best use of premises and maximise income from premises.
d) Manage any future premises developments
e) Manage tenancy agreements with other users of the premises.
f) Ensure appropriate insurance of premises, equipment and stock.
g) Ensure security measures of premises and personnel, including intruder alarms, fire alarms and panic buttons.
h) Ensure adherence to health and safety and fire procedures throughout the practice and relevant training and updates are undertaken as required by all practice staff.
i) Ensure risk assessments are regularly carried out and documented.
j) Ensure that the purchase and control of supplies, drugs and equipment meets the current and future needs of the practice.
Patient Services
Develop services which best serve the needs of the practices patient population.
a) Develop, maintain and market new and existing patients services.
b) Liaise with relevant patient forums, such as the Patient Participation Group.
c) Ensure health promotion campaigns targeted to relevant groups.
d) Develop child and family-friendly policies.
e) Review patient satisfaction surveys.
f) Manage patient complaints, either informal or formal, using the NHS complaints procedure.
g) Management of significant event audits and learning plans.
h) Ensure patient information is up-to-date and available, across all platforms.
Care Quality Commission
Advise the partners on action needed to maintain compliance with the CQC requirements.
a) Responsibility for ongoing maintenance of practice CQC compliance.
b) Manage the process by which the practice maintains registration under the CQC.
c) Working with the partners in preparation for CQC inspections; leading and working with the partners through CQC inspection visits.
d) Implement and follow up any action or improvements required by the CQC in order to maintain registration
Primary Care Network
a) Attend monthly PCN meetings, along with the GP PCN Lead.
b) Engage with the PCN Manager and the other Practice Managers as required to ensure PCN success and achievement in areas such as IIF indicators.
c) Submit proposals as required and provide strategic vision to ensure practice income available at a PCN level is maximised.
Job description
Job responsibilities
Overall Job Purpose
To manage and coordinate all aspects of the organisations day-to-day business, motivating and managing staff, optimising efficiency, and financial performance, and ensuring the partnership achieves its long-term strategies.
Human Resources
Ensure that the practice is staffed and resourced within the budget by people with appropriate skills, experience and commitment to provide the professional, technical, administrative and inter-personal expertise needed.
a) Develop HR and training policies
b) Ensure the effective recruitment, selection and induction of new staff.
c) Ensure clear and up-to-date contracts of employment, employment policies and procedures, and staff handbook in line with good employment practice.
d) Ensure performance is managed and there is appropriate supervision of staff.
e) Ensure optimum staffing levels at all times with holiday and sickness absences managed.
f) Develop teamwork, ensuring well-run regular staff meetings and organising away-days and social functions.
g) Oversee the running of the existing staff appraisal scheme.
h) Ensure the personal development and training of all staff.
i) Review patterns and methods of work and skills-mix for both individuals and teams to ensure their efficient and effective functioning.
j) Deal with grievances and disciplinary matters as may be required in conjunction with the partners.
k) Ensure personnel and attendance records are maintained.
l) Review pay and conditions of staff and advise the partners accordingly.
m) Ensure that all statutory requirements are fulfilled and adopt changes as they occur.
n) Ensure confidentiality is maintained at all times and encourage the professionalism of all staff.
o) Ensure training needs are identified and develop with each staff member an annual training plan as part of the appraisal system. Ensure that training is carried out either in-house or externally.
Policy and Planning
Regularly review the organisation and developments within and outside the practice which will impact directly or indirectly. This includes involvement in local and national organisations which formulate and influence primary health care strategy.
a) Assume responsibility for developing a practice business plan.
b) Participate and work with groups determining future policy
c) Develop business cases and tenders to provide future services.
d) Explore innovative ideas for provision of services to suit the needs of the practice population and the professionals working within the practice team.
e) Explore opportunities to optimise use of practice facilities.
f) Liaise with other local practices through relevant forums.
Management of Financial Resources
Responsible to the partners for the effective management of practice finances, working with the partners and practice accountant to plan effective budgetary control, ensuring cost efficiencies and maximisation of profitability.
a) Ensure efficient working methods and best use of resources.
b) Ensure controls of expenditure whilst ensuring necessary investment in resources.
c) Ensure all income-generating opportunities are explored and maximised.
d) Provide budgetary and cash flow forecasting to the partners.
e) Ensure policies and procedures to protect the practice against fraud and financial mismanagement.
f) In conjunction with the outsourced company, ensure the payroll function is properly managed, including payment of staff salaries, tax, NI and management of the NHS Pension Scheme.
g) Ensure the appropriate payment of partners drawings.
h) Ensure management of the practices bank account.
i) Ensure correct payment of supplies and expenses.
j) Ensure correct invoicing for services and systems to reclaim monies owed to the practice.
k) Ensure appropriate control of the petty cash account.
l) Ensure the accurate record keeping, monthly bank reconciliations, and preparation for the practices accounts.
Partnership Management
Provide support to the partners and the partnership to ensure excellent team-working and a sound legal framework.
a) Ensure effective partners meetings with clear agendas, minutes and action plans.
b) Ensure appropriate and up-to-date partnership deed.
c) Provide management advice and information to the partners in order for them to make decisions about the running of the practice.
d) Assist in the recruitment of new partners.
e) Deal with partnership changes retirements, new appointments, legal, financial and patient-related implications.
f) Ensure decision-making relating to the partnership is documented.
g) Ensure appropriate profit-share payments of partnership drawings and advise on payments of partners individual tax liabilities.
h) Ensure medical indemnity for all clinicians is up-to-date.
Management of Information Technology Systems
Ensure the effective management of information within the practice and with outside agencies.
a) Develop the practices IT strategy.
b) Ensure the functioning and best use of the practices clinical computer system and implement new software systems to aid the efficiency of the practice.
c) Ensure that appropriate computer searches, audits and reports are carried out.
d) Ensure the training of all personnel and users of the practice IT systems.
e) Lead on IT business continuity and develop systems to protect security of data.
f) Ensure policies against the misuse of internet and emails is adhered to .
g) Prepare business case for future changes or developments and explore all relevant avenues of funding.
h) Explore further development of practice website..
i) Ensure confidentiality of data adhering to GDPR regulations.
Management of Premises, Equipment and Stock
Advise the practice in making full and effective use of its current premises, equipment and stock.
a) Establish and maintain a strong working relationship with NHS Property Services.
b) Oversee processes for the maintenance, repair and cleaning of all practice premises.
c) Review best use of premises and maximise income from premises.
d) Manage any future premises developments
e) Manage tenancy agreements with other users of the premises.
f) Ensure appropriate insurance of premises, equipment and stock.
g) Ensure security measures of premises and personnel, including intruder alarms, fire alarms and panic buttons.
h) Ensure adherence to health and safety and fire procedures throughout the practice and relevant training and updates are undertaken as required by all practice staff.
i) Ensure risk assessments are regularly carried out and documented.
j) Ensure that the purchase and control of supplies, drugs and equipment meets the current and future needs of the practice.
Patient Services
Develop services which best serve the needs of the practices patient population.
a) Develop, maintain and market new and existing patients services.
b) Liaise with relevant patient forums, such as the Patient Participation Group.
c) Ensure health promotion campaigns targeted to relevant groups.
d) Develop child and family-friendly policies.
e) Review patient satisfaction surveys.
f) Manage patient complaints, either informal or formal, using the NHS complaints procedure.
g) Management of significant event audits and learning plans.
h) Ensure patient information is up-to-date and available, across all platforms.
Care Quality Commission
Advise the partners on action needed to maintain compliance with the CQC requirements.
a) Responsibility for ongoing maintenance of practice CQC compliance.
b) Manage the process by which the practice maintains registration under the CQC.
c) Working with the partners in preparation for CQC inspections; leading and working with the partners through CQC inspection visits.
d) Implement and follow up any action or improvements required by the CQC in order to maintain registration
Primary Care Network
a) Attend monthly PCN meetings, along with the GP PCN Lead.
b) Engage with the PCN Manager and the other Practice Managers as required to ensure PCN success and achievement in areas such as IIF indicators.
c) Submit proposals as required and provide strategic vision to ensure practice income available at a PCN level is maximised.
Person Specification
Qualifications
Essential
- Educated to a minimum of A levels or equivalent
- Evidence of a commitment to continuing professional development and training in different areas of management
Desirable
- Relevant business, management, HR or finance qualification or degree
Other
Essential
- Full driving licence
Knowledge and Skills
Essential
- Leadership skills
- Excellent interpersonal skills
- Delegation skills
- A solutions focussed approach
- Good communicator (oral and written)
- Ability to listen and empathise
- Mentoring/coaching
- Competent with use of office IT
- Chairmanship and co-ordination
- Good time management
- Problem solving
- Negotiating
- Able to manage change
- Networking
- Facilitation
- Managing conflict
Desirable
- Organised & decisive in implementing a vision
- Process management
- Ability to develop comprehensive systems to solve organisational problems
Qualities
Essential
- Empathy for the healthcare/public service environment
- Self-motivated able to work with minimal direction
- Ability to work steadily towards goals regardless of distractions
- Adaptable, innovative, forward looking
- Enthusiasm, with energy and drive
- Gains respect by example and leadership
- Honest, caring and sympathetic
- Strategic thinking with vision
- Good sense of humour, personable
- Hard working, reliable and resourceful
- Willing to work flexible hours as necessary
- Considered, steady approach
- Diplomacy
Experience
Essential
- Healthcare Management experience
- Experience of, and success at, motivating and managing people
- Experience of working in teams and able to promote a team spirit
- Familiar with employment law and employment-related legislation
- Business Planning
- Working in an IT-dependent environment
- Financial management including managing budgets and financial forecasting
Desirable
- Primary care management experience
- SystmOne experience
- Contingency planning to ensure business continuity
- Project management
- Facilities management
- Health & safety
- Risk assessment
Person Specification
Qualifications
Essential
- Educated to a minimum of A levels or equivalent
- Evidence of a commitment to continuing professional development and training in different areas of management
Desirable
- Relevant business, management, HR or finance qualification or degree
Other
Essential
- Full driving licence
Knowledge and Skills
Essential
- Leadership skills
- Excellent interpersonal skills
- Delegation skills
- A solutions focussed approach
- Good communicator (oral and written)
- Ability to listen and empathise
- Mentoring/coaching
- Competent with use of office IT
- Chairmanship and co-ordination
- Good time management
- Problem solving
- Negotiating
- Able to manage change
- Networking
- Facilitation
- Managing conflict
Desirable
- Organised & decisive in implementing a vision
- Process management
- Ability to develop comprehensive systems to solve organisational problems
Qualities
Essential
- Empathy for the healthcare/public service environment
- Self-motivated able to work with minimal direction
- Ability to work steadily towards goals regardless of distractions
- Adaptable, innovative, forward looking
- Enthusiasm, with energy and drive
- Gains respect by example and leadership
- Honest, caring and sympathetic
- Strategic thinking with vision
- Good sense of humour, personable
- Hard working, reliable and resourceful
- Willing to work flexible hours as necessary
- Considered, steady approach
- Diplomacy
Experience
Essential
- Healthcare Management experience
- Experience of, and success at, motivating and managing people
- Experience of working in teams and able to promote a team spirit
- Familiar with employment law and employment-related legislation
- Business Planning
- Working in an IT-dependent environment
- Financial management including managing budgets and financial forecasting
Desirable
- Primary care management experience
- SystmOne experience
- Contingency planning to ensure business continuity
- Project management
- Facilities management
- Health & safety
- Risk assessment
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
East Barnwell Health Centre
Address
Ditton Lane
Cambridge
CB5 8SP
Employer's website
https://www.eastbarnwellhealthcentre.co.uk/ (Opens in a new tab)
Employer details
Employer name
East Barnwell Health Centre
Address
Ditton Lane
Cambridge
CB5 8SP
Employer's website
https://www.eastbarnwellhealthcentre.co.uk/ (Opens in a new tab)
For questions about the job, contact:
Date posted
27 March 2024
Pay scheme
Other
Salary
£50,000 to £55,000 a year
Contract
Permanent
Working pattern
Full-time
Reference number
A0489-24-0002
Job locations
Ditton Lane
Cambridge
CB5 8SP
Supporting documents
Privacy notice
East Barnwell Health Centre's privacy notice (opens in a new tab)