Practice Manager

Job description

Job responsibilities

Personnel and training

Managing the reception, administrative and clinical team. Securing funding and taking lead responsibility in the teams appraisals and organising recruitment, selection and training.

Ensuring DBS checks and contracts of employment are provided to all team members and that all relevant employment legislation is followed. Ensuring the practices employment policies and procedures are comprehensive and up to date.

Making effective use of training to update own knowledge / understanding and skills and manage the training of other team members using Practice Index, E-learning for health etc

Finance and profitability

Responsibility for practice accounts, petty cash and other financial aspects of the practice, including payroll, NHS pension scheme arrangements etc

Maximise income, control expenditure and deliver cost improvements.

Information technology

Ensure all IT software is kept up to date and is compliant with GDPR and Data Protection legislation.

Premises and equipment

Responsible for the practice insurance and maintenance of the premises and equipment.

Patient services

Implementing and maintaining systems to receive patient enquiries and suggestions, including oversight of the practice-based complaints procedure.

Reviewing and updating social media/website and other practice publicity.

Attending Patient Participation Group (PPG) meetings and encouraging patients to participate and become members of the PPG.

Future planning

Preparing a practice business plan, succession plan, annual report and practice aims and objectives.

Informing the partner of updates of developments within the NHS.

External relationships

Ensuring efficient internal and external communication, including being the focal point for contact with the ICB, Primary Care Network (PCN), solicitor, accountant and other relevant bodies.

Confidentiality:

• In the course of seeking treatment, patients entrust us with sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.

• In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice team members and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with GDPR, the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & safety:

The post-holder will implement and lead on the full range of promotion and management of their own and others health, safety and security as defined in the practice Health & Safety policy and the practice Infection Control policy. This will include (but will not be limited to):

• Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
• Maintaining an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines, and ensure implementation of these across the business
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business
• Making effective use of training to update knowledge, understanding and skills, and initiate and manage the training of others
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed
• Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business.
• Undertaking periodic infection control training (minimum annually)
• Demonstrate due regard for safeguarding and promoting the welfare of children, young people and adults.

Equality and diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in a manner that is welcoming to the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality:

The post-holder will strive to maintain high quality within the practice, and will:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources
• Ensure the practice meets CQC standards, through ongoing preparation.

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise peoples needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services:

The post-holder will:

• Apply practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect their work
• Participate in audits where appropriate
• Ensure Significant Events are regularly held and updated.
• Ensure all contracts are adhered to.

** This job description in not intended to be exhaustive and is provided to assist you in the performance of your contract. Changes may be required from time to time in response to service requirements.

Person Specification

Qualifications

Essential

• Relevant management, human resources and/or finance qualification

Desirable

• Degree level certification

Qualities and attributes

Essential

• Personable and approachable
• Trustworthy
• Honest
• Reliable
• Caring
• Empathetic
• Compassionate
• Understanding
• Self-motivated and confident
• Able to work with minimal direction
• Adaptable and innovative
• Enthusiastic, with energy and drive
• Respectful
• Proactive
• Conscientious
• Diligent
• Diplomatic
• Hard working
• Willingness to work flexible hours

Knowledge and Skills

Essential

• Effective communication and excellent interpersonal skills
• Delegation and empowerment of team members
• Strong IT skills
• Computer literate
• Excellent leadership and management skills, including excellent people management skills
• A solutions focused approach to problem solving
• Good time management
• Strong work ethic
• Able to complete and finish work in good time
• Customer service and complaints resolution
• Negotiating and managing conflict
• Able to manage change and cope with pressure
• Networking and facilitation

Desirable

• Project management
• Change management
• Estates management
• HR management
• Finance management
• Business management

Experience

Essential

• Experience 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
• Chairing meetings
• Experience of dealing with unexpected issues and working to tight deadlines

Desirable

• Leadership and management experience within the NHS especially general practice
• Experience of working with regulatory bodies and planning and preparing for CQC inspections

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

BEECHWOOD SURGERY

Address

155 Victoria Road East

Thornton-cleveleys

Lancashire

FY5 5HH

Employer's website

https://www.beechwoodsurgery.nhs.uk/ (Opens in a new tab)