Practice Manager

Job description

Job responsibilities

Strategic Management and Planning

Keep abreast of current affairs identify threats and maximise income-generating opportunities. Contribute to practice strategy formulate objectives and develop ideas for future practice development. Monitor team performance against objectives and manage change. Maintain effective communication within practice and with outside agencies. Assess practice requirements and manage expansion plans. Assist with community links and collaborate with PCN. Represent practice at ICB meetings.

Financial Management

Ensure sound financial controls are in place. Manage budgets and maximise income. Prepare resource bids. Oversee accounts ensure timely year-end submissions and liaise with accountants and partners. Lead budgeting and monitoring processes for strategic planning. Monitor income and expenditure with finance partners. Prepare financial plans including forecasting and reporting. Understand financial implications of contract changes. Liaise with ICB and payment agencies regarding Enhanced Services. Monitor PAYE and pension contributions. Oversee cash cheque and petty cash systems.

Human Resources

Overall responsibility for staff recruitment retention contracts and job descriptions. Ensure legal employment and monitor skill-mix. Manage staffing levels within budgets. Oversee induction training and staff development. Implement appraisal systems and coordinate leave management. Support and mentor staff. Lead HR issues and dispute resolution. Keep updated with employment legislation. Maintain HR documentation. Coordinate PCN communications and act as first contact for NIS work and additional roles schemes. Monitor PCN contractual requirements to protect reputation and income. Oversee practice contracts including partnership staff and premises.

Organisational

Oversee meeting schedules and management processes. Develop and update practice protocols. Ensure Health and Safety compliance with current legislation. Maintain business continuity plans. Manage policy review processes for regulatory compliance. Maintain knowledge of GMS contract QOF local contracts and PCN requirements.

Patient Services

Adopt strategic approach to patient service development. Ensure delivery meets local and national guidelines. Maintain NHS contractual compliance. Monitor registration policies and patient turnover. Oversee surgery timetables and holiday cover. Monitor service delivery and assess performance against access targets. Manage complaints procedures effectively. Oversee significant event reporting systems. Coordinate patient participation meetings. Assist with community links and PCN collaboration.

Information Management and Technology

Work with IT coordinators on system changes. Monitor data systems and assess service effectiveness. Develop IT strategy for data quality. Apply Microsoft systems experience. Support SystmOne and platform development. Motivate staff in IT use and organize training. Ensure data security backup and continuity plans. Work with Caldecott guardian on data protection compliance. Oversee IT support for practice and remote staff. Liaise with ICB on procurement and funding. Maintain practice website. Act as information governance lead.

Confidentiality

Patients entrust sensitive health information in confidence expecting privacy and appropriate handling. Post-holder may access confidential information about patients carers staff and business operations. All information must be treated as strictly confidential and only shared with authorized persons according to practice policies and data protection procedures.

Health and Safety

Take responsibility for own and others health safety and security. Ensure practice adherence to infection control and safety responsibilities through observation audit and risk management. Maintain current knowledge of safety legislation and implement across business. Use security systems identify risks and manage activities safely. Utilize training effectively and manage others training. Maintain infection control procedures and safe work areas. Report hazards immediately. Complete annual infection control training. Manage team areas and workspace standards. Demonstrate safeguarding knowledge for children's welfare.

Equality and Diversity

Support equality diversity and rights of patients carers and colleagues. Act to recognize people's rights consistent with procedures and legislation. Respect privacy dignity needs and beliefs. Behave welcomingly non-judgmentally and respect circumstances and feelings.

Personal and Professional Development

Participate in practice training programs including annual performance reviews. Maintain personal development records. Take responsibility for own learning and demonstrate skills to others undertaking similar work.

Quality

Maintain practice quality by alerting team to quality and risk issues. Assess performance and take accountability. Contribute to team effectiveness through reflection and improvement suggestions. Work with other agencies to meet patient needs. Manage time workload and resources effectively. Manage regulated activities with registered manager partner.

Communication

Recognize importance of effective team communication. Present professional image and promote practice. Communicate effectively with team members patients and carers. Respond to alternative communication needs appropriately.

Implementation of Services

Apply practice policies standards and guidance. Discuss policy impacts with team members. Participate in audit processes when appropriate.

Person Specification

Qualities

Essential

• Personable and approachable
• Self-motivated and confident able to work with minimal direction
• Adaptable and innovative
• Enthusiasm, with energy and drive
• Gains respect by example, fairness. Integrity & leadership
• Trustworthy, honest, reliable, caring and sympathetic
• Forward thinker with a solutions focused approach
• Confidential and conscientious
• Hard working, reliable and resourceful
• Willing to work flexible hours as necessary
• Considered, steady approach
• Diplomacy

Desirable

• Good sense of humour

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
• Understanding how to work effectively in a fast paced environment
• Networking and facilitation
• Ability to lead and motivate a team, creating a positive environment

Desirable

• Project management
• Change management
• Premises management

Experience

Essential

• Experience and success of communicating with and managing people
• Experience of working in teams and able to promote teamwork and employee satisfaction
• Excellent negotiating and conflict management skills
• Planning skills and ability to prioritize

Desirable

• Management experience in the NHS or in practice management
• Experience of working with regulatory bodies and preparing for inspections

Other

Essential

• The ability and willingness to travel to meetings & courses

Desirable

• Attend evening meetings as required

Qualifications

Essential

• Evidence of a commitment to continuing professional development.

Desirable

• Degree level certification Relevant management or finance qualification.

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

Woodlands Medical Practice

Address

54 Leopold Road

London

N2 8BG

Employer's website

https://www.woodlandsmedicalpractice.org/ (Opens in a new tab)