Practice Manager

Job responsibilities

JOB DESCRIPTION

1. JOB TITLE: Practice Manager

2. RESPONSIBLE TO: Partnership

3. HOURS: Whole Time 37.5hrs per week

4. CONTRACT LENGTH: Permanent

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.

To manage and coordinate all aspects of the Practice, motivating and managing staff, promoting Learning and Development, Quality & Continuous Improvement, Safe Working, Collaborative Working, Confidentiality and Equality & Diversity ensure the Practice complies with all CQC regulations.

You will be responsible for the efficient and safe management of the Practice and ensure the well-being of the patients and staff. You will lead all aspects of general management, including human resources, financial management and planning, health and safety, patient service delivery, risk management and aspects of IT

We are a friendly 6 partner GP Practice serving 9,100 patients in the beautiful semi-rural location of Stokesley bordering the northern edge of the North Yorkshire Moors. We are a well-run, well-resourced training practice with a stable list size. We are supported by an excellent team including a salaried GP, Nurses, Health Care Assistants, Pharmacists, Physician Associate, Administration Assistants and Receptionists. We are part of the Hambleton North Primary Care Network (PCN) for which our Senior Partner is the Clinical Director. There is a supportive practice management group across our neighbouring PCNs.

We are looking for an exceptional candidate to progress and develop the Practice within the evolving PCN arena.

Key requirements for the role are:

Commitment to supporting the delivery of excellent patient care with vision, willingness and drive

Demonstrate excellent organisational and effective communication skills

Ability to manage change through motivation and leadership

Robust finance and business skills to maintain and improve the profitability of the business

Strategic thinker and planner

Ability to deliver against key targets

Knowledge and skills of HR and the ability to act sensitively and effectively

Ensure compliance with CQC requirements and assessments

Lead and chair Practice meetings as appropriate

Develop and co-ordinate systems to improve the efficiency and effectiveness of the Practice

Capable of handling and diffusing complaints

Ability to self-motivate, prioritise organise and/or delegate workload

Good IT knowledge and experience

Ensure Practice policy and standards compliance

Ability to present the Practice to external group

Ability to work with and develop collaborative relationships

Ability to identify, develop and deliver initiatives

Key responsibilities

Strategic Planning

• Keep abreast of current affairs and identify potential opportunities and threats
• Developing, implementing and embedding an effective Business Resilience Plan.
• Assess and evaluate accommodation requirements and manage contracts with NHSPS.

• Implement, maintain and update a Practice Development Plan, ensuring continuous improvements.
• Assist the Practice in the wider community forging links with other local Practices and relevant agencies and in particular working collaboratively with the PCN and the CCG.
• Act as primary point of contact for NHSE, CCG, Community Services, Suppliers and other stakeholders
• Formulate objectives and develop ideas for future Practice development, making recommendations to the Partners with regard to potential sources of income
• To represent the Practice at Locality and PCN Meetings.

• Deputise for the Partners at internal and external meetings.
• Coordinate the review and update of all Practice policies and procedures.
• Participate in Audits where required.

Finance

• Responsible for the finances of the Practice
• Develop and control Practice budgets and robust financial systems
• Responsible for income, expenditure and cash-flow forecasts
• Manage and reconcile bank accounts
• Support the Partners and the Practice team to achieve the clinical targets of QOF, Local and Directed Enhanced Services.
• Liaise with accountant, bank and business insurance companies as appropriate or as directed by the Partners
• Responsible for the administration of PAYE and NHS Pension Scheme for Practice staff
• Liaise with the CCG and payment agencies regarding queries with payments relating to the contract, e.g. enhanced services.
• Directly contribute to profit improvement by exploring areas for increasing income and reducing costs
• Manage Partners drawings

Human Resources

• Overall responsibility for recruitment and selection of staff, including contracts of employment and job descriptions
• Ensure all staff has the appropriate level of training to enable them to carry out their roles effectively.
• Functional management of all clinical and administrative staff.

• Be aware of current employment legislation, ensure compliance and deal with disciplinary issues accordingly.
• To develop and maintain good employee/employer relationships
• To maintain good communication and ensure that staff are aware of any relevant changes that occur in the Practice
• To oversee rotas which allow good staff cover at all times as well as giving the flexibility required at short notice to cover for illness, etc.
• Responsibility for appropriate paperwork for doctors/staff including pre-employment checks and DBS (Disclosure and Barring Service) checks
• To ensure that suitable facilities are available to enable all staff to work within the Practice
• Be responsible for the health and safety policy and its implementation
• Ensure appropriate support for recently appointed staff members
• Encourage personal staff development and motivation

Patient Services

• Ensure that the Practice complies with NHS contractual obligations in relation to patient care
• Maintain registration policies and monitor patient turnover and capitation
• Manage the complaints management system
• Manage significant events reporting
• Liaise with patient groups, in particular the Patient Participation Group
• Produce Practice Newsletters and updates

Information Technology

• Ensure the update of appropriate information governance systems
• Work with IT support to ensure all practice IT and telephone systems are functioning effectively
• Explore opportunities to further develop the use if IT within the Practice
• Ensure the Information Governance toolkit requirements are met
• Assess and implement initiatives in accordance with NHS Digital planning
• Maintain the surgery website and other social media platforms.

Premises and Equipment

Manage contracts for services associated with NHSPS

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 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.

Qualifications

Essential

• Relevant business/management/finance degree or qualification

Desirable

• Leadership and / or Management Qualification
• Practice Management qualification

Experience

Essential

• Experience of leading and managing multidisciplinary teams
• Financial management including financial forecasting and managing budgets
• Experience of workforce planning, forecasting and development
• Familiar with employment law / employment legislation and all aspects of performance management.
• Project Management

Desirable

• Primary Care General Practice/NHS experience
• Relevant health and safety experience

Skills

Essential

• Ability to exploit and negotiate opportunities to enhance service delivery
• Strong and effective leadership skills
• Strategic thinker, planner and negotiator
• Excellent interpersonal and communication
• Excellent time management , ability to work under pressure and meet deadlines
• Empowerment and delegation
• Networking and facilitation
• Ability to problem solve, use initiative and judgement
• Ability to deliver and manage change
• Ability to motivate and train staff

Desirable

• SystmOne user skills

Personal Qualities

Essential

• Self-motivated and adaptable
• Demonstrates integrity, honesty and fairness
• Personable, approachable and diplomatic
• Reliable, resilient and resourceful