Job summary
An exciting opportunity has arisen for a highly motivated Practice Manager to join our experience and friendly team at Gudge Heath Lane Surgery in February 2022.
If you would like to be involved in shaping the future of the Surgery and the services we provide to our patients this role is for you!
The successful candidate must have sound knowledge of the Primary Care environment, leadership, finance and HR.
Previous management experience, communication skills at all levels and health and safety knowledge are essential.
The successful candidate will work with the outgoing Manager to ensure a smooth handover.
Main duties of the job
Management and leadership to all Staff
Administration of Practice finances
Management and leadership support to the GP Partners, Salaried/locum GPs and Trainee GPs.
Practice organisation
Health and Safety of Premises
Management of Information Technology Systems
Management of Data Protection
Management of Complaints
Management and administration of the payroll and NHS/Nest Pension schemes
About us
We are a friendly, happy practice serving just over 9000 patients, based in Fareham on the South Coast of England.
We are a close knit team of six GPs plus 2 Trainee GPs, 2 Practice Nurse, 1 Nurse Associate, 1 HCA , a Practice Manager and Deputy plus 16 part-time Reception/administrative staff.
The team are very supportive of one another and work closely on a day to day basis.
We also work with our Primary Care Network practices to ensure the patients receive the best care possible.
We pride ourselves on giving the greatest possible service to all our patients and often 'go the extra mile' to ensure a patient has a positive experience.
Job description
Job responsibilities
JOB TITLE: PRACTICE MANAGER/BUSINESS
MANAGER
REPORTS TO: THE PARTNERS
Job summary:
Provide
leadership and management skills to enable the practice to meet its agreed aims
and objectives within a profitable, efficient, safe and effective working
environment.
Job
responsibilities:
Strategic management
and planning
The
post holder will:
- Keep abreast of
current affairs and identify potential threats and opportunities
- Contribute to practice
strategy; formulate objectives and research and develop ideas for future practice
development
- Monitor and
evaluate performance of the practice team against objectives; identify and
manage change
- Liaise
effectively with the PCN Management and GPs/Staff to enable the PCN to
develop
- Develop and
maintain effective communication both within the practice and with
relevant outside agencies
- Prepare and
annually update the practice development plan, oversee the implementation
of the aims and objectives
- Assess and
evaluate accommodation requirements and manage development and expansion
plans
Financial management
- Manage practice
budgets and seek to maximise income
- Through
negotiation with the PCO and preparation and submission of regular
development plans, ensure the practice receives an appropriate and equitable
allocation of resources
- Understand and
report on the financial implications of contract and legislation changes
- Manage practice
accounts; submit year-end figures promptly and liaise with the practice
accountant
- Monitor
cash-flow, prepare regular forecasts and reports to the partners
- Manage and
reconcile bank accounts; negotiate/liaise with the practice bankers
- Monitor and
reconcile income and expenditure statements and purchase/sales ledger
transactions
- Manage partners
drawings
- Manage and
monitor PAYE for practice staff and maintain appropriate records
- Manage
contributions to the practice pension scheme(s) and maintain appropriate
records
- Manage
appropriate systems for handling and recording of cash and cheques and
petty cash.
Human resources
·
Oversee the recruitment and retention of staff
and provide a general personnel management service
·
Ensure that all staff are legally and
gainfully employed. Monitor skill-mix
and deployment of staff
·
Manage staffing levels within target budgets
·
Evaluate, organize and oversee staff induction
and training and ensure that all staff are adequately trained to fulfil their
role
·
Develop and implement effective staff
appraisal and monitoring systems
·
Support and mentor staff, both as individuals
and as team members
·
Implement effective systems for the resolution
of disputes and grievances
·
Keep abreast of changes in employment
legislation
·
Maintain up-to-date HR documentation
(including job descriptions, employment contracts and employment policies)
Organisational
- Convene meetings,
prepare agendas and ensure distribution of minutes as necessary
- Develop Practice
protocols and procedures, review and update as required
- Ensure that Practice
premises are properly maintained and cleaned and that adequate fire
prevention and security systems are in place
- Manage the
procurement of practice equipment, supplies and services within target
budgets
- Develop and
review Health & Safety policies and procedures and keep abreast of
current legislation
- Arrange
appropriate insurance cover
- Ensure that the Practice
has adequate disaster recovery procedures in place
- Arrange appropriate
maintenance for practice equipment
Patient services
- Adopt a strategic
approach to the development and management of patient services
- Ensure service
development and delivery is in accordance with local and national
guidelines
- Ensure that the practice
complies with NHS contractual obligations in relation to patient care
- Maintain
registration policies and monitor patient turnover and capitation
- Oversee and/or
develop repeat prescribing systems
- Oversee and/or
develop and manage an effective appointments systems
- Oversee and/or
organise surgery timetables, duty rotas and holiday cover
- Routinely monitor
and assess practice performance against patient access and demand management
targets
- Develop and
implement an effective complaints management system
- Liaise with
patient groups/PALS
Information management
and technology
- Data Protection
Officer, DPO, and Information Governance Lead, for the surgery. To assist
the Caldicot Guardian in all matters relating to Information Governance.
- Evaluate and plan
practice IT implementation and modernisation
- Keep abreast of
the latest development in primary care IT including DoH initiatives such
EPRs and disease coding, and regularly update the practice management team
- Motivate, support
and monitor staff in the use of IT; organise, oversee and evaluate IT
training
- Set targets and
monitoring standards for data entry and data collection
- Ensure that the practice
has effective IT data security, back-up, maintenance and disaster recovery
plans in place
- Liaise with the
CCG regarding systems procurement, IT funding and national IT development
programmes.
- Maintain the practice’s
website.
Job description
Job responsibilities
JOB TITLE: PRACTICE MANAGER/BUSINESS
MANAGER
REPORTS TO: THE PARTNERS
Job summary:
Provide
leadership and management skills to enable the practice to meet its agreed aims
and objectives within a profitable, efficient, safe and effective working
environment.
Job
responsibilities:
Strategic management
and planning
The
post holder will:
- Keep abreast of
current affairs and identify potential threats and opportunities
- Contribute to practice
strategy; formulate objectives and research and develop ideas for future practice
development
- Monitor and
evaluate performance of the practice team against objectives; identify and
manage change
- Liaise
effectively with the PCN Management and GPs/Staff to enable the PCN to
develop
- Develop and
maintain effective communication both within the practice and with
relevant outside agencies
- Prepare and
annually update the practice development plan, oversee the implementation
of the aims and objectives
- Assess and
evaluate accommodation requirements and manage development and expansion
plans
Financial management
- Manage practice
budgets and seek to maximise income
- Through
negotiation with the PCO and preparation and submission of regular
development plans, ensure the practice receives an appropriate and equitable
allocation of resources
- Understand and
report on the financial implications of contract and legislation changes
- Manage practice
accounts; submit year-end figures promptly and liaise with the practice
accountant
- Monitor
cash-flow, prepare regular forecasts and reports to the partners
- Manage and
reconcile bank accounts; negotiate/liaise with the practice bankers
- Monitor and
reconcile income and expenditure statements and purchase/sales ledger
transactions
- Manage partners
drawings
- Manage and
monitor PAYE for practice staff and maintain appropriate records
- Manage
contributions to the practice pension scheme(s) and maintain appropriate
records
- Manage
appropriate systems for handling and recording of cash and cheques and
petty cash.
Human resources
·
Oversee the recruitment and retention of staff
and provide a general personnel management service
·
Ensure that all staff are legally and
gainfully employed. Monitor skill-mix
and deployment of staff
·
Manage staffing levels within target budgets
·
Evaluate, organize and oversee staff induction
and training and ensure that all staff are adequately trained to fulfil their
role
·
Develop and implement effective staff
appraisal and monitoring systems
·
Support and mentor staff, both as individuals
and as team members
·
Implement effective systems for the resolution
of disputes and grievances
·
Keep abreast of changes in employment
legislation
·
Maintain up-to-date HR documentation
(including job descriptions, employment contracts and employment policies)
Organisational
- Convene meetings,
prepare agendas and ensure distribution of minutes as necessary
- Develop Practice
protocols and procedures, review and update as required
- Ensure that Practice
premises are properly maintained and cleaned and that adequate fire
prevention and security systems are in place
- Manage the
procurement of practice equipment, supplies and services within target
budgets
- Develop and
review Health & Safety policies and procedures and keep abreast of
current legislation
- Arrange
appropriate insurance cover
- Ensure that the Practice
has adequate disaster recovery procedures in place
- Arrange appropriate
maintenance for practice equipment
Patient services
- Adopt a strategic
approach to the development and management of patient services
- Ensure service
development and delivery is in accordance with local and national
guidelines
- Ensure that the practice
complies with NHS contractual obligations in relation to patient care
- Maintain
registration policies and monitor patient turnover and capitation
- Oversee and/or
develop repeat prescribing systems
- Oversee and/or
develop and manage an effective appointments systems
- Oversee and/or
organise surgery timetables, duty rotas and holiday cover
- Routinely monitor
and assess practice performance against patient access and demand management
targets
- Develop and
implement an effective complaints management system
- Liaise with
patient groups/PALS
Information management
and technology
- Data Protection
Officer, DPO, and Information Governance Lead, for the surgery. To assist
the Caldicot Guardian in all matters relating to Information Governance.
- Evaluate and plan
practice IT implementation and modernisation
- Keep abreast of
the latest development in primary care IT including DoH initiatives such
EPRs and disease coding, and regularly update the practice management team
- Motivate, support
and monitor staff in the use of IT; organise, oversee and evaluate IT
training
- Set targets and
monitoring standards for data entry and data collection
- Ensure that the practice
has effective IT data security, back-up, maintenance and disaster recovery
plans in place
- Liaise with the
CCG regarding systems procurement, IT funding and national IT development
programmes.
- Maintain the practice’s
website.
Person Specification
Experience
Essential
- Previous General Practice Experience
- HR Management Experience
- Financial Management Experience
Qualifications
Essential
- Management or Leadership level 4 or above - or working towards
Desirable
- Diploma in Primary Care Health Management Level 5 or above - or working towards
Professional qualities
Essential
- Smart professional appearance
- Adherence to strict confidentiality
- Able to use own judgement and resourcefulness.
- Able to work as part of a team/lead/be assertive as required.
- Have a 'hands' on approach to management.
Skills
Essential
- Ability to prioritise workload effectively
- Ability to delegate effectively
- Excellent communication stills both written and verbal.
- Ability to liaise effectively with all members of the practice team, the Primary Care Network members and the wider NHS.
- Proven leadership skills.
Knowlege
Desirable
- Working knowledge of EMIS web
- Knowledge of Health and Safety Legislation
- Knowledge of computer hardware and various software programmes
Person Specification
Experience
Essential
- Previous General Practice Experience
- HR Management Experience
- Financial Management Experience
Qualifications
Essential
- Management or Leadership level 4 or above - or working towards
Desirable
- Diploma in Primary Care Health Management Level 5 or above - or working towards
Professional qualities
Essential
- Smart professional appearance
- Adherence to strict confidentiality
- Able to use own judgement and resourcefulness.
- Able to work as part of a team/lead/be assertive as required.
- Have a 'hands' on approach to management.
Skills
Essential
- Ability to prioritise workload effectively
- Ability to delegate effectively
- Excellent communication stills both written and verbal.
- Ability to liaise effectively with all members of the practice team, the Primary Care Network members and the wider NHS.
- Proven leadership skills.
Knowlege
Desirable
- Working knowledge of EMIS web
- Knowledge of Health and Safety Legislation
- Knowledge of computer hardware and various software programmes
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.
