Penshurst Gardens Surgery

Deputy Practice Manager

Information:

This job is now closed

Job summary

Penshurst Gardens Surgery is looking for a highly motivated Deputy Practice Manager.

The Deputy Practice Manager will be expected to support the team in achieving goals and targets using a combination of personal involvement, motivation of other staff and delegation where appropriate.

We are a well-established practice, delivering a wide range of services to our patients with the support of doctors, nurses, pharmacists, and health care assistants. Previous GP practice management experience, leadership and effective communication skills are essential.

Salary TBA

Main duties of the job

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.

About us

Penshurst Gardens Surgery has a list size of 6300 patients.

Our team consists of 4 General practitioners, 2 Nurses, 1 Nursing Associate, 2 Practice Pharmacists and 1 PA as well as our support staff (receptionists and administrators).

We are also a training practice currently with a GP registrar, medical students, pharmacy trainees and a Physician's Associate.

Details

Date posted

01 September 2023

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time

Reference number

A0521-23-0007

Job locations

39 Penshurst Gardens

Edgware

Middlesex

HA8 9TN


Job description

Job responsibilities

Deputy Practice Manager

Accountability

Accountable to the Business Manager and Partners.

Location: Edgware.

Human Resources

Taking instruction from the Business Manager and working alongside the Practice Manager.

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.

  1. Develop HR and training policies

  2. Ensure the effective recruitment, selection and induction of new staff.

  3. Ensure clear and up-to-date contracts of employment, employment policies and procedures, and staff handbook in line with good employment practice.

  4. Ensure performance is managed and there is appropriate supervision of staff.

  5. Ensure optimum staffing levels at all times with holiday and sickness absences managed.

  6. Develop teamwork, ensuring well-run regular staff meetings and organising away-days and social functions.

  7. Oversee the running of the existing staff appraisal scheme.

  8. Ensure the personal development and training of all staff.

  9. Review patterns and methods of work and skills-mix for both individuals and teams to ensure their efficient and effective functioning.

  10. Deal with grievances and disciplinary matters as may be required in conjunction with the partners.

  11. Ensure personnel and attendance records are maintained.

  12. Review pay and conditions of staff and advise the partners accordingly.

  13. Ensure that all statutory requirements are fulfilled and adopt changes as they occur.

  14. Ensure confidentiality is maintained at all times and encourage the professionalism of all staff.

  15. 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.

  1. Assume responsibility for developing a practice business plan.

  2. Participate and work with groups determining future policy

  3. Develop business cases and tenders to provide future services.

  4. Explore innovative ideas for provision of services to suit the needs of the practice population and the professionals working within the practice team.

  5. Explore opportunities to optimise use of practice facilities.

  6. Liaise with other local practices through the practice managers forum.

  7. Management of Financial Resources

    Responsible to the Partners for the effective management of practice finances, working with the partners, Business Manager and practice accountant to plan effective budgetary control, ensuring cost efficiencies and maximisation of profitability.

  1. Ensure efficient working methods and best use of resources.

  2. Ensure controls of expenditure whilst ensuring necessary investment in resources.

  3. Ensure all income-generating opportunities are explored and maximised.

  4. Provide budgetary and cash flow forecasting to the partners.

  5. Ensure the payment of staff salaries, tax, NI, management of the NHS Pension Scheme.

  6. Ensure the appropriate payment of partners drawings.

  7. Ensure management of the practices bank account.

  8. Ensure correct payment of supplies and expenses. Previous experience using Xero software or similar desirable.

  9. Ensure correct invoicing for services and systems to reclaim monies owed to the practice.

  10. Ensure appropriate control of the petty cash account.

  11. Ensure the accurate record keeping, monthly bank reconciliations, and preparation for the practices accounts.

    Management of Information Technology systems:

    Ensure the effective management of information within the practice and with outside agencies.

  1. Develop the practices IT strategy.

  2. Ensure the functioning and best use of the practices clinical computer system and implement new software systems to aid the efficiency of the practice.

  3. Ensure that appropriate computer searches, audits and reports are carried out.

  4. Ensure development of the practices internal Intranet and other IT systems.

  5. Ensure the training of all personnel and users of the practice IT systems.

  6. Lead on IT business continuity and develop systems to protect security of data.

  7. Ensure policies against the misuse of internet and emails is adhered to.

  8. Explore further development of practice website.

  9. Ensure confidentiality of data adhering to GDPR regulations.

    Partnership Management

    Provide support to the partners and the partnership to ensure excellent team-working and a sound legal framework.

  1. Ensure effective partners meetings with clear agendas, minutes and action plans.

  2. Provide management advice and information to the partners in order for them to make decisions about the running of the practice.

  3. Organise partners away-days and planning meetings to develop strategy and team working.

  4. Deal with partnership changes retirements, new appointments, legal, financial and patient-related implications.

  5. Ensure decision-making relating to the partnership is documented.

  6. Ensure appropriate profit-share payments of partnership drawings.

  7. Ensure medical indemnity for all clinicians is up-to-date.

  8. Liaise with the out-of-hours provider as necessary.

    Management of Operational Systems

  1. Ensure the effective and efficient working systems and operational systems within the practice

  2. Review and ensure that all operational systems, including the telephone system, appointments system, messages, visits, results, prescribing systems, access, incoming mail, workflow, scanning, etc. function at an optimum level all times.

  3. Ensure the summarising of clinical information on to the patient medical records and summarising of notes is kept up to the necessary levels.

  4. Ensure the correct registration and deduction of patient records in line with recommended procedures.

  5. Liaise with the partners and clinical staff regarding systems for the management of information systems to and from patients.

  6. Ensure systems under the Quality and Outcome Framework (organisational and clinical)

  7. Evaluate and implement enhanced services.

    Management of premises, equipment and stock:

    Advise the practice in making full and effective use of its current premises, equipment and stock.

  1. Oversee processes for the maintenance, repair and cleaning of all practice premises.

  2. Arrange valuations as necessary.

  3. Review best use of premises and maximise income from premises.

  4. Manage any future premises developments

  5. Manage tenancy agreements with other users of the premises.

  6. Ensure appropriate insurance of premises, equipment and stock.

  7. Ensure security measures of premises and personnel, including intruder alarms, fire alarms and panic buttons.

  8. 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.

  9. Ensure risk assessments are regularly carried out and documented.

  10. Ensure that the purchase and control of supplies, drugs and equipment meets the current and future needs of the practice.

    Care Quality Commission

    Advise the partners on action needed to maintain compliance with the CQC requirements.

  1. Responsibility for ongoing maintenance of practice CQC compliance

  2. Manage the process by which the practice maintains registration under the CQC.

  3. Working with the partners in preparation for CQC inspections

  4. To achieve a Good rating from CQC inspections

  5. Leading and working with the partners through CQC inspection visits

  6. Implement and follow up any action or improvements required by the CQC in order to maintain registration

    Patients Services:

    Develop services which best serve the needs of the practices patient population.

  1. Develop, maintain and market new and existing patients services.

  2. Liaise with relevant patient forums and the patient participation group.

  3. Embrace links with other healthcare providers and social services as laid out in the Governments plans to develop a patient-led NHS.

  4. Ensure health promotion campaigns targeted to relevant groups.

  5. Develop child and family-friendly policies.

  6. Review patient satisfaction surveys.

  7. Manage patient complaints, either informal or formal, using the NHS complaints procedure.

  8. Management of significant event audits and learning plans.

  9. Ensure patient information is up-to-date and available, such as the practice brochure, patient newsletter, and patient leaflets.

    Personal Development:

    Report to the Business Manager, Manage own time effectively, plan and meet personal and practice targets. Ensure own personal development through reflection and feedback from partners and colleagues. Ensure that personal continuing training needs are identified and met.

    Other Appropriate Duties

    Any other duties that may arise appropriate to the manager of a general practice.

    Other Terms

    Probationary Period

    There will be a six-month period of mutual assessment, during which time the period of notice will be three weeks

    Notice period:

    Once the probationary period has been completed, there will be a three month period of notice on either side to terminate the employment.

    Continued Professional Development

    Time off to attend relevant training courses and updates will be approved in advance with the agreement of the partners.

    Hours of Work

    This post is full-time Monday to Friday. However, the post holder will be expected to work the hours needed to fulfil the needs of the practice, which might at times include working longer or unsociable hours.

    Pension Scheme

    Entrance into the NHS Pension Scheme is automatic unless the postholder selects to opt out of the Scheme. This is a contributory scheme by both employee and employer. There is no alternative scheme available.

Job description

Job responsibilities

Deputy Practice Manager

Accountability

Accountable to the Business Manager and Partners.

Location: Edgware.

Human Resources

Taking instruction from the Business Manager and working alongside the Practice Manager.

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.

  1. Develop HR and training policies

  2. Ensure the effective recruitment, selection and induction of new staff.

  3. Ensure clear and up-to-date contracts of employment, employment policies and procedures, and staff handbook in line with good employment practice.

  4. Ensure performance is managed and there is appropriate supervision of staff.

  5. Ensure optimum staffing levels at all times with holiday and sickness absences managed.

  6. Develop teamwork, ensuring well-run regular staff meetings and organising away-days and social functions.

  7. Oversee the running of the existing staff appraisal scheme.

  8. Ensure the personal development and training of all staff.

  9. Review patterns and methods of work and skills-mix for both individuals and teams to ensure their efficient and effective functioning.

  10. Deal with grievances and disciplinary matters as may be required in conjunction with the partners.

  11. Ensure personnel and attendance records are maintained.

  12. Review pay and conditions of staff and advise the partners accordingly.

  13. Ensure that all statutory requirements are fulfilled and adopt changes as they occur.

  14. Ensure confidentiality is maintained at all times and encourage the professionalism of all staff.

  15. 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.

  1. Assume responsibility for developing a practice business plan.

  2. Participate and work with groups determining future policy

  3. Develop business cases and tenders to provide future services.

  4. Explore innovative ideas for provision of services to suit the needs of the practice population and the professionals working within the practice team.

  5. Explore opportunities to optimise use of practice facilities.

  6. Liaise with other local practices through the practice managers forum.

  7. Management of Financial Resources

    Responsible to the Partners for the effective management of practice finances, working with the partners, Business Manager and practice accountant to plan effective budgetary control, ensuring cost efficiencies and maximisation of profitability.

  1. Ensure efficient working methods and best use of resources.

  2. Ensure controls of expenditure whilst ensuring necessary investment in resources.

  3. Ensure all income-generating opportunities are explored and maximised.

  4. Provide budgetary and cash flow forecasting to the partners.

  5. Ensure the payment of staff salaries, tax, NI, management of the NHS Pension Scheme.

  6. Ensure the appropriate payment of partners drawings.

  7. Ensure management of the practices bank account.

  8. Ensure correct payment of supplies and expenses. Previous experience using Xero software or similar desirable.

  9. Ensure correct invoicing for services and systems to reclaim monies owed to the practice.

  10. Ensure appropriate control of the petty cash account.

  11. Ensure the accurate record keeping, monthly bank reconciliations, and preparation for the practices accounts.

    Management of Information Technology systems:

    Ensure the effective management of information within the practice and with outside agencies.

  1. Develop the practices IT strategy.

  2. Ensure the functioning and best use of the practices clinical computer system and implement new software systems to aid the efficiency of the practice.

  3. Ensure that appropriate computer searches, audits and reports are carried out.

  4. Ensure development of the practices internal Intranet and other IT systems.

  5. Ensure the training of all personnel and users of the practice IT systems.

  6. Lead on IT business continuity and develop systems to protect security of data.

  7. Ensure policies against the misuse of internet and emails is adhered to.

  8. Explore further development of practice website.

  9. Ensure confidentiality of data adhering to GDPR regulations.

    Partnership Management

    Provide support to the partners and the partnership to ensure excellent team-working and a sound legal framework.

  1. Ensure effective partners meetings with clear agendas, minutes and action plans.

  2. Provide management advice and information to the partners in order for them to make decisions about the running of the practice.

  3. Organise partners away-days and planning meetings to develop strategy and team working.

  4. Deal with partnership changes retirements, new appointments, legal, financial and patient-related implications.

  5. Ensure decision-making relating to the partnership is documented.

  6. Ensure appropriate profit-share payments of partnership drawings.

  7. Ensure medical indemnity for all clinicians is up-to-date.

  8. Liaise with the out-of-hours provider as necessary.

    Management of Operational Systems

  1. Ensure the effective and efficient working systems and operational systems within the practice

  2. Review and ensure that all operational systems, including the telephone system, appointments system, messages, visits, results, prescribing systems, access, incoming mail, workflow, scanning, etc. function at an optimum level all times.

  3. Ensure the summarising of clinical information on to the patient medical records and summarising of notes is kept up to the necessary levels.

  4. Ensure the correct registration and deduction of patient records in line with recommended procedures.

  5. Liaise with the partners and clinical staff regarding systems for the management of information systems to and from patients.

  6. Ensure systems under the Quality and Outcome Framework (organisational and clinical)

  7. Evaluate and implement enhanced services.

    Management of premises, equipment and stock:

    Advise the practice in making full and effective use of its current premises, equipment and stock.

  1. Oversee processes for the maintenance, repair and cleaning of all practice premises.

  2. Arrange valuations as necessary.

  3. Review best use of premises and maximise income from premises.

  4. Manage any future premises developments

  5. Manage tenancy agreements with other users of the premises.

  6. Ensure appropriate insurance of premises, equipment and stock.

  7. Ensure security measures of premises and personnel, including intruder alarms, fire alarms and panic buttons.

  8. 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.

  9. Ensure risk assessments are regularly carried out and documented.

  10. Ensure that the purchase and control of supplies, drugs and equipment meets the current and future needs of the practice.

    Care Quality Commission

    Advise the partners on action needed to maintain compliance with the CQC requirements.

  1. Responsibility for ongoing maintenance of practice CQC compliance

  2. Manage the process by which the practice maintains registration under the CQC.

  3. Working with the partners in preparation for CQC inspections

  4. To achieve a Good rating from CQC inspections

  5. Leading and working with the partners through CQC inspection visits

  6. Implement and follow up any action or improvements required by the CQC in order to maintain registration

    Patients Services:

    Develop services which best serve the needs of the practices patient population.

  1. Develop, maintain and market new and existing patients services.

  2. Liaise with relevant patient forums and the patient participation group.

  3. Embrace links with other healthcare providers and social services as laid out in the Governments plans to develop a patient-led NHS.

  4. Ensure health promotion campaigns targeted to relevant groups.

  5. Develop child and family-friendly policies.

  6. Review patient satisfaction surveys.

  7. Manage patient complaints, either informal or formal, using the NHS complaints procedure.

  8. Management of significant event audits and learning plans.

  9. Ensure patient information is up-to-date and available, such as the practice brochure, patient newsletter, and patient leaflets.

    Personal Development:

    Report to the Business Manager, Manage own time effectively, plan and meet personal and practice targets. Ensure own personal development through reflection and feedback from partners and colleagues. Ensure that personal continuing training needs are identified and met.

    Other Appropriate Duties

    Any other duties that may arise appropriate to the manager of a general practice.

    Other Terms

    Probationary Period

    There will be a six-month period of mutual assessment, during which time the period of notice will be three weeks

    Notice period:

    Once the probationary period has been completed, there will be a three month period of notice on either side to terminate the employment.

    Continued Professional Development

    Time off to attend relevant training courses and updates will be approved in advance with the agreement of the partners.

    Hours of Work

    This post is full-time Monday to Friday. However, the post holder will be expected to work the hours needed to fulfil the needs of the practice, which might at times include working longer or unsociable hours.

    Pension Scheme

    Entrance into the NHS Pension Scheme is automatic unless the postholder selects to opt out of the Scheme. This is a contributory scheme by both employee and employer. There is no alternative scheme available.

Person Specification

Qualifications

Essential

  • Evidence of a commitment to continuing professional development

Desirable

  • Degree level certification
  • Relevant management or finance qualification

Experience

Essential

  • Management experience in the NHS and success of communicating with and managing people
  • Experience of working in teams; able to promote teamwork and employee satisfaction
  • Excellent negotiating and conflict management skills
  • Planning skills and ability to prioritise

Desirable

  • Experience of working with regulatory bodies and preparing for inspections

Skills

Essential

  • Effective communication (oral and written) and excellent inter-personal skills
  • Approachable with the ability to listen and empathise
  • Delegation and empowerment of staff
  • Strong IT skills
  • Leadership skills, including excellent people management skills
  • A solutions focused approach to problem solving
  • Good time management
  • Able to complete and finish work
  • Highly computer literate
  • Customer service and complaints resolution
  • Negotiating and managing conflict
  • Able to manage change and cope with pressure
  • Networking and facilitation
  • Motivational

Desirable

  • Project management
  • Premises management

Qualities

Essential

  • Personable and approachable
  • Self-motivated and confident,able to work with minimal direction
  • Adaptable and innovative
  • Enthusiasm, with energy and drive
  • Trustworthy, honest, reliable, caring and sympathetic
  • Proactive strategic thinking with a clear vision
  • Confidential and conscientious
  • Hard working, reliable and resourceful
  • Willing to work flexible hours as necessary
  • Considered, steady approach
  • Diplomacy
  • Previous experience of using EMIS Web

Desirable

  • Good sense of humour
Person Specification

Qualifications

Essential

  • Evidence of a commitment to continuing professional development

Desirable

  • Degree level certification
  • Relevant management or finance qualification

Experience

Essential

  • Management experience in the NHS and success of communicating with and managing people
  • Experience of working in teams; able to promote teamwork and employee satisfaction
  • Excellent negotiating and conflict management skills
  • Planning skills and ability to prioritise

Desirable

  • Experience of working with regulatory bodies and preparing for inspections

Skills

Essential

  • Effective communication (oral and written) and excellent inter-personal skills
  • Approachable with the ability to listen and empathise
  • Delegation and empowerment of staff
  • Strong IT skills
  • Leadership skills, including excellent people management skills
  • A solutions focused approach to problem solving
  • Good time management
  • Able to complete and finish work
  • Highly computer literate
  • Customer service and complaints resolution
  • Negotiating and managing conflict
  • Able to manage change and cope with pressure
  • Networking and facilitation
  • Motivational

Desirable

  • Project management
  • Premises management

Qualities

Essential

  • Personable and approachable
  • Self-motivated and confident,able to work with minimal direction
  • Adaptable and innovative
  • Enthusiasm, with energy and drive
  • Trustworthy, honest, reliable, caring and sympathetic
  • Proactive strategic thinking with a clear vision
  • Confidential and conscientious
  • Hard working, reliable and resourceful
  • Willing to work flexible hours as necessary
  • Considered, steady approach
  • Diplomacy
  • Previous experience of using EMIS Web

Desirable

  • Good sense of humour

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

Penshurst Gardens Surgery

Address

39 Penshurst Gardens

Edgware

Middlesex

HA8 9TN


Employer's website

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

Employer details

Employer name

Penshurst Gardens Surgery

Address

39 Penshurst Gardens

Edgware

Middlesex

HA8 9TN


Employer's website

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

Employer contact details

For questions about the job, contact:

Business Manager

Dr Betty Doegah

betty.doegah@nhs.net

Details

Date posted

01 September 2023

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time

Reference number

A0521-23-0007

Job locations

39 Penshurst Gardens

Edgware

Middlesex

HA8 9TN


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