Practice Manager
Mayford House Surgery
This job is now closed
Job summary
We are looking for an experienced, forward thinking Practice Manager, who will be replacing a retiring Practice Manager, to join our friendly and innovative 9,710 patient practice in a pleasant North Yorkshire market town with excellent transport links. This is an exciting opportunity to provide a growing, diverse team with outstanding organisational management and strategic leadership.We are looking for an enthusiastic, well-organised candidate with excellent communication skills to join the team in delivering patient-focused care. Staff management, IT and accounting skills are essential.
Main duties of the job
This job description covers the major areas of practice management but the requirements of the role are constantly changing. The following list of responsibilities is not designed to be exclusive but serves to illustrate the scope of the role. Many of the tasks listed below can (and should) be delegated to appropriate staff members but the final responsibility remains with the practice manager.
- Practice Development
- Targets and NHS Initiatives
- Human Resources
- Finance
- Information Management and Technology
- Administration, including health and safety and facilities' management
- Training
- Liaison
- Audit/ Reports
- General Practitioners/ Partnership
- Dispensary
- Safeguarding
- Any other duties
About us
We are a well-developed, multi-disciplinary, dispensing practice with a patient population of 9,710 in the Northallerton, North Yorkshire. We are a training practice for GP registrars and FY2s. We have 4 GP partners and 3 salaried doctors as well as a vibrant team of nursing, administrative and dispensing staff.
We are a high QOF scoring practice offering a wide range of clinical primary care services. We are forward thinking and constantly look at ways we can improve i.e. we are research active and work collaboratively with other local surgeries, our Primary Care Network (Hambleton North PCN) and Heartbeat Federation.
Date posted
01 December 2023
Pay scheme
Other
Salary
Depending on experience To be discussed at interview
Contract
Permanent
Working pattern
Full-time
Reference number
A0759-23-0008
Job locations
Boroughbridge Road
Northallerton
North Yorkshire
DL7 8AW
Job description
Job responsibilities
Responsible to all practice principals
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 whilst maintaining the highest standards of confidentiality and probity.
Practice Development
Monitor national, regional and local developments, both NHS and general, which might impact on the practice and ensure that the partners are advised of these and their implications for the practice.
Produce proposals, with budgets, funding sources and time scales, for appropriate projects to ensure the practices optimal functioning and development.
Manage all such projects, and ensure that partners are kept informed of any required changes or problems.
Targets and NHS initiatives
Manage practice-based commissioning, in consultation with relevant clinical leads, ensuring maximum benefit for patients and practice.
Manage Care Quality Commission (CQC) registration requirements and inspections. Monitor any prescribing. Monitor any prescribing and other incentive schemes, in conjunction with the relevant clinical leads. Monitor/manage any other quality and/or financial initiatives. Ensure all essential records are maintained and audits completed in compliance with required standards and timescales.
Monitor/manage any other quality and/or financial initiatives. Ensure all essential records are maintained and audits completed in compliance with required standards and timescales.
Human Resources
Review job designs at regular intervals, in accordance with practice needs and budgetary limitations.
Recruit personnel, from job and person specification through to induction process.
Maintain staff rotas, including cover for holidays, sickness and family leave and recording of such absences.
Manage non-clinical aspects of Salaried GP appointments e.g. recruitment, leave, sickness absence, study leave.
Promote change management, to optimise efficiency and ensure positive morale.
Ensure adherence to current employment law.
Manage salaries, pensions and staff budget monitoring.
Undertake any required disciplinary procedures, in accordance with approved practice and current laws.
Ensure adherence to confidentiality and data protection regulations.
Provide staff manual, in accordance with approved practice.
Undertake appraisals, for all practice team members.
Arrange and undertake training, in accordance with both individual and organisational training needs.
Promote and support of the concept of personal and professional development for all practice members, including self.
Finance
Maintain thorough familiarity with the relevant general practice payment regulations and requirements, and ensure that the implications of all amendments are understood and implemented by practice members. Maintain master copies of such regulations for practice
Ensure submission of any claims/audits to meet various deadlines, and keep such records as to be able to check payments / authorisation
Ensure that all income is claimed/invoiced, received and banked
Update and maintain practice accounts in accordance with agreed requirements and timescale, so as to minimise accountancy fees
Prepare and monitor budgets and cash flow forecasts, and investigate and propose methods of reducing expenditure and/or increasing income, and optimising banking procedures
Ensure provision for future expenditure e.g. partners taxation, maintenance of premises
Calculate and submit Inland Revenue returns and payments at required intervals
Pay invoices for goods and services satisfactorily received, in accordance with the terms of such invoices or agreements
Information management and technology
Monitor usage of practice systems (computers, telephones, alarms, etc.), and undertake reviews, at predetermined intervals, of the practice's technology requirements.
Liaise with computer suppliers and user groups.
Arrange software and hardware upgrades and ensure practice preparedness for such changes.
Develop and monitor data entry and retrieval guidelines.
Ensure all practice-system users trained to maximise use of all software and hardware.
Change working practices to ensure best use of technological aids.
Develop and manage practice website and Intranet.
Ensure compliance with national, NHS and practice data protection and release guidelines.
Administration, including health and safety and facilities management
Organise the provision of office, reception and secretarial services as required.
Ensure building facilities are maintained to satisfactory standards e.g. heating, lighting, cleanliness.
Undertake regular inspections to ensure that the premises and their grounds are maintained in accordance with agreed standards of repair and cleanliness, and take appropriate steps to ensure that these standards are met.
Order necessary supplies to ensure adequate provision (without excess stocks being held) of stationery, drugs, kitchen and toilet requirements, and supplies for consulting and treatment rooms and the doctors' bags.
Monitor standards of suppliers of services and goods, and negotiate and review any related contracts as required.
Arrange for the circulation and storage of relevant information, including the management of notice boards, practice leaflets and other methods of communication with patients.
Arrange practice meetings, chair them as agreed, take minutes as appropriate and arrange for the provision of suitable refreshments.
Deal with all non-clinical queries and problems.
Arrange duty rotas and provide holiday and sickness cover as required.
When locums are required, arrange suitable candidates for consideration/interviews.
Keep all records necessary for the efficient functioning of the practice.
Ensure adequate insurance cover and maintain an inventory of practice possessions for insurance purposes.
Obtain estimates for repairs, replacements and redecoration, and submit for consideration as necessary.
Ensure that all relevant Health & Safety regulations are met in full, and that fire drill is held at predetermined intervals.
Investigate all reported accidents and work-related illnesses and record in accordance with legislative requirements.
Ensure that partners, staff and visiting personnel are aware of security and health and safety arrangements, and review these arrangements at regular intervals to ensure that they are being complied with.
Regularly review space allocations in order to maximise working conditions.
Provide and reallocate consulting rooms as necessary, and ensure that all personnel are advised of such arrangements.
Liaison
Liaise with contracting NHS organisations.
Liaise as appropriate with other health care provider units, including Out of Hours Service.
Establish links with attached staff and their management, and endeavour to maintain harmonious working relationships.
Act as the practice representative when liaising with patient and community groups, and when dealing with patients' complaints, problems and queries.
Ensure that the practice complaints procedure follows NHS guidelines and is adhered to within the practice.
Produce and update patient information documentation.
Liaise with solicitor, accountant, bank, etc. as necessary.
Meet with drug company representatives, and arrange meetings as required.
Arrange and conduct visits by interested parties.
Audit/Reports
Prepare annual reports, development proposals, business plans and other reports as necessary.
Collect practice statistics according to requirements.
Undertake clinical and administrative audits as required.
Collate significant event reports and ensure reviewed and actioned, as appropriate
Undertake periodic (at least annual) reviews of all complaints and significant events
General Practitioners/partnership
Provide assistance as required by partners with individual projects.
When requested, monitor partners' educational requirements, obtain details of suitable courses and book attendance.
Facilitate the partners' provision of General or Personal Medical Services by keeping up to date with political, legal, financial and, as far as possible, medical developments that may affect the practice
Facilitate the partners' provision of General or Personal Medical Services by keeping up to date with political, legal, financial and, as far as possible, medical developments that may affect the practice
Research and develop possible further business opportunities as agreed by the partnership
Dispensary
Oversee management of dispensary to ensure financial matters , audits ,regulations and requirements are followed
Safeguarding
Complies with safeguarding training requirements as set out by employment terms and any relevant professional and national bodies
Takes prompt and timely action when there are any welfare or safeguarding concerns
Forms appropriate relationships with those they care for and maintains professional boundaries in their work
Works within organisational policies, procedures and guidance
Is committed to demonstrating the organisations values and behaviours in their work
Other Duties
The Practice Manager may, from time to time, be asked to undertake other reasonable duties, with appropriate training. It is important that all members of staff are prepared to undertake additional or relinquish current duties to maintain service delivery to patients. It is expected that requests from the Partners will not be unreasonably refused
Job description
Job responsibilities
Responsible to all practice principals
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 whilst maintaining the highest standards of confidentiality and probity.
Practice Development
Monitor national, regional and local developments, both NHS and general, which might impact on the practice and ensure that the partners are advised of these and their implications for the practice.
Produce proposals, with budgets, funding sources and time scales, for appropriate projects to ensure the practices optimal functioning and development.
Manage all such projects, and ensure that partners are kept informed of any required changes or problems.
Targets and NHS initiatives
Manage practice-based commissioning, in consultation with relevant clinical leads, ensuring maximum benefit for patients and practice.
Manage Care Quality Commission (CQC) registration requirements and inspections. Monitor any prescribing. Monitor any prescribing and other incentive schemes, in conjunction with the relevant clinical leads. Monitor/manage any other quality and/or financial initiatives. Ensure all essential records are maintained and audits completed in compliance with required standards and timescales.
Monitor/manage any other quality and/or financial initiatives. Ensure all essential records are maintained and audits completed in compliance with required standards and timescales.
Human Resources
Review job designs at regular intervals, in accordance with practice needs and budgetary limitations.
Recruit personnel, from job and person specification through to induction process.
Maintain staff rotas, including cover for holidays, sickness and family leave and recording of such absences.
Manage non-clinical aspects of Salaried GP appointments e.g. recruitment, leave, sickness absence, study leave.
Promote change management, to optimise efficiency and ensure positive morale.
Ensure adherence to current employment law.
Manage salaries, pensions and staff budget monitoring.
Undertake any required disciplinary procedures, in accordance with approved practice and current laws.
Ensure adherence to confidentiality and data protection regulations.
Provide staff manual, in accordance with approved practice.
Undertake appraisals, for all practice team members.
Arrange and undertake training, in accordance with both individual and organisational training needs.
Promote and support of the concept of personal and professional development for all practice members, including self.
Finance
Maintain thorough familiarity with the relevant general practice payment regulations and requirements, and ensure that the implications of all amendments are understood and implemented by practice members. Maintain master copies of such regulations for practice
Ensure submission of any claims/audits to meet various deadlines, and keep such records as to be able to check payments / authorisation
Ensure that all income is claimed/invoiced, received and banked
Update and maintain practice accounts in accordance with agreed requirements and timescale, so as to minimise accountancy fees
Prepare and monitor budgets and cash flow forecasts, and investigate and propose methods of reducing expenditure and/or increasing income, and optimising banking procedures
Ensure provision for future expenditure e.g. partners taxation, maintenance of premises
Calculate and submit Inland Revenue returns and payments at required intervals
Pay invoices for goods and services satisfactorily received, in accordance with the terms of such invoices or agreements
Information management and technology
Monitor usage of practice systems (computers, telephones, alarms, etc.), and undertake reviews, at predetermined intervals, of the practice's technology requirements.
Liaise with computer suppliers and user groups.
Arrange software and hardware upgrades and ensure practice preparedness for such changes.
Develop and monitor data entry and retrieval guidelines.
Ensure all practice-system users trained to maximise use of all software and hardware.
Change working practices to ensure best use of technological aids.
Develop and manage practice website and Intranet.
Ensure compliance with national, NHS and practice data protection and release guidelines.
Administration, including health and safety and facilities management
Organise the provision of office, reception and secretarial services as required.
Ensure building facilities are maintained to satisfactory standards e.g. heating, lighting, cleanliness.
Undertake regular inspections to ensure that the premises and their grounds are maintained in accordance with agreed standards of repair and cleanliness, and take appropriate steps to ensure that these standards are met.
Order necessary supplies to ensure adequate provision (without excess stocks being held) of stationery, drugs, kitchen and toilet requirements, and supplies for consulting and treatment rooms and the doctors' bags.
Monitor standards of suppliers of services and goods, and negotiate and review any related contracts as required.
Arrange for the circulation and storage of relevant information, including the management of notice boards, practice leaflets and other methods of communication with patients.
Arrange practice meetings, chair them as agreed, take minutes as appropriate and arrange for the provision of suitable refreshments.
Deal with all non-clinical queries and problems.
Arrange duty rotas and provide holiday and sickness cover as required.
When locums are required, arrange suitable candidates for consideration/interviews.
Keep all records necessary for the efficient functioning of the practice.
Ensure adequate insurance cover and maintain an inventory of practice possessions for insurance purposes.
Obtain estimates for repairs, replacements and redecoration, and submit for consideration as necessary.
Ensure that all relevant Health & Safety regulations are met in full, and that fire drill is held at predetermined intervals.
Investigate all reported accidents and work-related illnesses and record in accordance with legislative requirements.
Ensure that partners, staff and visiting personnel are aware of security and health and safety arrangements, and review these arrangements at regular intervals to ensure that they are being complied with.
Regularly review space allocations in order to maximise working conditions.
Provide and reallocate consulting rooms as necessary, and ensure that all personnel are advised of such arrangements.
Liaison
Liaise with contracting NHS organisations.
Liaise as appropriate with other health care provider units, including Out of Hours Service.
Establish links with attached staff and their management, and endeavour to maintain harmonious working relationships.
Act as the practice representative when liaising with patient and community groups, and when dealing with patients' complaints, problems and queries.
Ensure that the practice complaints procedure follows NHS guidelines and is adhered to within the practice.
Produce and update patient information documentation.
Liaise with solicitor, accountant, bank, etc. as necessary.
Meet with drug company representatives, and arrange meetings as required.
Arrange and conduct visits by interested parties.
Audit/Reports
Prepare annual reports, development proposals, business plans and other reports as necessary.
Collect practice statistics according to requirements.
Undertake clinical and administrative audits as required.
Collate significant event reports and ensure reviewed and actioned, as appropriate
Undertake periodic (at least annual) reviews of all complaints and significant events
General Practitioners/partnership
Provide assistance as required by partners with individual projects.
When requested, monitor partners' educational requirements, obtain details of suitable courses and book attendance.
Facilitate the partners' provision of General or Personal Medical Services by keeping up to date with political, legal, financial and, as far as possible, medical developments that may affect the practice
Facilitate the partners' provision of General or Personal Medical Services by keeping up to date with political, legal, financial and, as far as possible, medical developments that may affect the practice
Research and develop possible further business opportunities as agreed by the partnership
Dispensary
Oversee management of dispensary to ensure financial matters , audits ,regulations and requirements are followed
Safeguarding
Complies with safeguarding training requirements as set out by employment terms and any relevant professional and national bodies
Takes prompt and timely action when there are any welfare or safeguarding concerns
Forms appropriate relationships with those they care for and maintains professional boundaries in their work
Works within organisational policies, procedures and guidance
Is committed to demonstrating the organisations values and behaviours in their work
Other Duties
The Practice Manager may, from time to time, be asked to undertake other reasonable duties, with appropriate training. It is important that all members of staff are prepared to undertake additional or relinquish current duties to maintain service delivery to patients. It is expected that requests from the Partners will not be unreasonably refused
Person Specification
Qualifications
Essential
- Good general education to O-Level
Desirable
- Management Certificate
- Degree or professional qualification
Experience
Essential
- Financial management including managing budgets
- Managing staff and teams
- IT applications, including MS Office
- Premises management, including Health and safety and risk management
- Familiar with employment law
Desirable
- Understanding and awareness of Care Quality Commission (CQC) requirements
- Understanding and awareness of GMS Contract
- Project management and strategic planning
- Experience of working in primary care or a health care environment
- Staff performance management and appraisals
- Understanding of commissioning
- System One
- Accounts and payroll systems
Key Skills
Essential
- Strong leadership skills
- Excellent communication (oral and written) and inter-personal skills
- Able to work well under pressure
- Negotiating skills
- Delegation to ensure teams meet targets and objectives
- Able to work autonomously & initiate/self direct workload
- Able to work well as part of a team
- Good time management and ability to prioritise
- Solutions focused approach
- Able to manage conflict
- Able to network with external colleagues
- Able to ensure confidentiality
Attributes
Essential
- Approachable
- Empathetic
- Tactful and diplomatic
- Trustworthy and reliable
- Flexible
Other
Essential
- Able to attend occasional meetings out of normal office hours
Desirable
- Able to work extra hours at short notice
Person Specification
Qualifications
Essential
- Good general education to O-Level
Desirable
- Management Certificate
- Degree or professional qualification
Experience
Essential
- Financial management including managing budgets
- Managing staff and teams
- IT applications, including MS Office
- Premises management, including Health and safety and risk management
- Familiar with employment law
Desirable
- Understanding and awareness of Care Quality Commission (CQC) requirements
- Understanding and awareness of GMS Contract
- Project management and strategic planning
- Experience of working in primary care or a health care environment
- Staff performance management and appraisals
- Understanding of commissioning
- System One
- Accounts and payroll systems
Key Skills
Essential
- Strong leadership skills
- Excellent communication (oral and written) and inter-personal skills
- Able to work well under pressure
- Negotiating skills
- Delegation to ensure teams meet targets and objectives
- Able to work autonomously & initiate/self direct workload
- Able to work well as part of a team
- Good time management and ability to prioritise
- Solutions focused approach
- Able to manage conflict
- Able to network with external colleagues
- Able to ensure confidentiality
Attributes
Essential
- Approachable
- Empathetic
- Tactful and diplomatic
- Trustworthy and reliable
- Flexible
Other
Essential
- Able to attend occasional meetings out of normal office hours
Desirable
- Able to work extra hours at short notice
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
Mayford House Surgery
Address
Boroughbridge Road
Northallerton
North Yorkshire
DL7 8AW
Employer's website
Employer details
Employer name
Mayford House Surgery
Address
Boroughbridge Road
Northallerton
North Yorkshire
DL7 8AW
Employer's website
For questions about the job, contact:
Date posted
01 December 2023
Pay scheme
Other
Salary
Depending on experience To be discussed at interview
Contract
Permanent
Working pattern
Full-time
Reference number
A0759-23-0008
Job locations
Boroughbridge Road
Northallerton
North Yorkshire
DL7 8AW