Practice Manager

Job description

Job responsibilities

Human Resources:

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.

• Develop HR and training policies
• Ensure the effective recruitment, selection and induction of new staff
• Ensure clear and up-to-date contracts of employment, employment policies and procedures, and staff handbook in line with good employment practice
• Ensure performance is managed and there is appropriate supervision of staff
• Ensure optimum staffing levels at all times with holiday and sickness absences managed
• Develop teamwork, ensuring well-run regular staff meetings and organising away-days and social functions
• Oversee the running of the existing staff appraisal scheme
• Ensure the personal development and training of all staff
• Review patterns and methods of work and skills-mix for both individuals and teams to ensure their efficient and effective functioning
• Deal with grievances and disciplinary matters as may be required in conjunction with the partners
• Ensure personnel and attendance records are maintained
• Review pay and conditions of staff and advise the partners accordingly
• Ensure confidentiality is maintained at all times and encourage the professionalism of all staff
• Ensure training needs are identified and develop with each staff member an annual training plan as part of the appraisal system

Management of Operational Systems:

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

• Review and ensure that all operational systems, including the telephone system, appointments system, messages, visits, results, prescribing systems, access, incoming mail, scanning, etc. function at an optimum level at all times.
• Ensure the summarising of clinical information on to the patient medical records and summarising of notes is kept up to the necessary levels.
• Ensure the correct registration and deduction of patient records in line with recommended procedures.
• Liaise with the partners and practice nurses regarding systems for the management of information systems to and from patients.
• Ensure systems under the Quality and Outcome Framework (organisational and clinical) operate at optimum levels along with our IT Clerk
• Approve and help to 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.

• Oversee processes for the maintenance, repair and cleaning of all practice premises
• Manage tenancy agreements with other users of the premises
• Ensure appropriate insurance of premises, equipment and stock
• Ensure security measures of premises and personnel, including intruder alarms, fire alarms and panic buttons
• Ensure risk assessments are regularly carried out and documented
• Ensure that the purchase and control of supplies, drugs and equipment meets the current and future needs of the practice

Patients Services:

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

• Develop, maintain and market new and existing patients services
• Liaise with relevant patient forums including the patient participation group
• Ensure health promotion campaigns targeted to relevant groups
• Develop child and family-friendly policies
• Review patient satisfaction surveys
• Manage patient complaints, either informal or formal, using the practices in-house complaints procedure
• Ensure significant event audits and learning plans
• Ensure patient information is up-to-date and available, such as the practice brochure, patient newsletter, and patient leaflets

Personal Development:

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.

Confidentiality

• In the course of seeking treatment, patients entrust us with, or allow us to gather, 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 staff 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 the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, to include:

• Using personal security systems within the workplace according to practice guidelines
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
• Reporting potential risks identified

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 recognizes 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 which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights

Policy and Planning:

Regularly review of the organisation and developments within and outside the practice which will impact directly or indirectly. This includes involvement in local and national agencies which formulate and influence primary health care strategy.

• Assume responsibility for developing a practice business plan
• Participate and work with groups determining future policy, including Clinical Commissioning groups
• Explore innovative ideas for provision and optimisation of services to suit the needs of the practice population and the professionals working within the practice team
• Liaise with other local practices through the practice managers forum and other relevant forums

Management of Financial Resources:

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

• Provide budgetary and cash flow forecasting to the partners
• Ensure policies and procedures to protect the practice against fraud and financial mismanagement
• Ensure the outsourced payroll function is properly managed, including payment of staff salaries, tax, NI, management of the NHS Pension Scheme
• Ensure correct payment of supplies and expenses
• Ensure correct billing for services and systems to reclaim monies owed to the practice
• Ensure appropriate control of the petty cash account
• Ensure the accurate bookkeeping, 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.

• Develop the practices IT strategy
• Ensure the functioning and best use of the practices clinical computer system and implement new software systems to aid the efficiency of the practice
• Lead on IT crisis prevention and develop systems to protect security of data
• Ensure policies against the misuse of the Internet and emails
• Ensure confidentiality of data and conformity to the Data Protection Act and Medical Records and Reports Acts, the Freedom of Information Act and the Caldicott Report

Other Appropriate Duties:

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

Person Specification

Qualifications

Essential

• GCSE Grade A-C in Maths and English or equivalent

Desirable

• Educated to degree level in healthcare or business
• Leadership and / or Management Qualification
• AMSPAR Qualification

Experience

Essential

• General Practice experience
• Excellent written and oral communication
• Proficient in the use of IT systems- EMIS web, Docman 10, Microsoft Office
• Experience of performance management, including appraisal writing, staff development
• Effective time management - Planning & Organising
• Ability to develop, implement and embed policy and procedure
• Experience of working in a management role in a healthcare setting
• Financial management experience
• Confident and assertive
• Excellent leadership skills
• Effective time management (planning and organizing)
• Ability to work in a busy environment and to prioritise

Desirable

• Knowledge of Primary Care Networks
• CQC

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

Octagon Medical Centre

Address

Lever Chambers Centre For Health

27 Ashburner Street

Bolton

BL1 1SQ

Employer's website

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