Ashburton Surgery

Practice Manager

This job is now closed

Job summary

We are looking for a new Practice Manager to lead our team in delivering excellent primary care to our population.

Previous primary care or healthcare managerial experience is desirable but not a requirement and we are open to applications from other sectors. The ideal candidate will have a passion for healthcare, alongside outstanding interpersonal and organisational skills.

Main duties of the job

The Practice Manager is responsible for the day to day operation of the practice. Working with the partners, the successful candidate will continue to foster our ethos of excellence and lead our highly effective multi-disciplinary team.

About us

Ashburton Surgery is a high achieving, friendly rural surgery on the edge of Dartmoor, providing primary care services to a growing list size of 7000 patients. Part of South Dartmoor and Totnes Primary Care Network we are strong advocates for collaboration.

We are a 5 partner Practice, supported by a multidisciplinary team including salaried GPs, retained GPs, Practice Nurses, an Assistant Practitioner, Trainee Nurse Associate, Health Care Assistants, a highly experienced Reception/Administration team, Pharmacists, Pharmacy Technicians, a Physiotherapist, Paramedics, Health and Wellbeing Coaches, Social Prescribers and Care Coordinators.

We are a training practice, hosting GP registrars, F2 doctors and medical students.

Date posted

07 February 2024

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time

Reference number

A1906-24-0000

Job locations

1 Eastern Road

Ashburton

Newton Abbot

Devon

TQ13 7AP

Job description

Job responsibilities

The following are the core responsibilities of the Practice Manager. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

The Practice Manager is responsible for:

Patient Services

a. Delivering the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities

b. Providing leadership and guidance to all staff ensuring that they adhere to policy and procedure at all times

c. To keep up to date with NHS developments

d. Overseeing the dispensary and supporting the lead dispenser

e. Manage and oversee the referrals process within the practice

f. Leading the management of the clinical system, ensuring IT security and IG compliance at all times and responding to and resolving all local IT issues

g. Actively encouraging and promoting the use of patient online services

h. Updating and acting as the focal point for the practice website and social media sites

i. Marketing the practice appropriately to ensure patient population is stable or increasing

j. Ensuring the staff implement the practice wide approach to the management of all patient services matters

k. To act as the practice complaints lead

l. Supporting the team to reach QOF targets

m. Managing DNAs, providing data and planning tools coupled with liaison with referred repeat offenders

n. Developing, implementing and embedding an effective communication strategy (internal and external)

o. Managing the Patient Participation Group

NHS and statutory obligations

p. To lead in ensuring the practice meets statutory obligations regarding health, safety and risk management

q. Implementing systems and policies to ensure compliance with CQC regulations, statutory and practice requirements

r. Reviewing and updating of practice policies and procedures

Human Resources

s. Functional management of all clinical and administrative staff

t. Direct Line management of reception, disensary and admin staff, supporting staff development, providing guidance, direction and appraisals

u. Managing the recruitment and retention of staff;

v. To monitor staff performance, identify training needs and co-ordinate training and appraisals, ensuring that all mandatory training is up to date. Implementing and embedding an effective practice and staff development plan for all staff (clinical and administrative) whilst maintaining a robust training record

w. Implementing and embedding an effective staff appraisal process

x. Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively

y. Establishing, reviewing and regularly updating job descriptions and person specifications ensuring all staff are legally and gainfully employed

z. Maintaining an effective overview of and ensuring compliance with HR legislation

aa. Acting as the lead for recruitment including pre-employment checks and DBS, ensuring awareness of employment legislation and that all employment policies and procedures are up to date

bb. Evaluating, organising and overseeing the staff induction programme

cc. Implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare

Premises, Equipment and Supplies

dd. Managing contracts for and highlighting issues with services i.e., cleaning, gardening, window cleaning etc.

ee. To ensure that the building is well maintained, is compliant with all legislation and meets the needs of patients, tenants and staff

ff. To ensure that staff and building occupants are aware of security and fire procedures and these are correctly followed

gg. To oversee the provision of cleaning and facilities and service management and ensure all contracts are up to date and reviewed annually

hh. Managing the procurement of organisation equipment, supplies and services

Governance and Data Protection

ii. To act as the practice information officer, ensuring that the practice meets data protection requirements and liaising with the Data Protection Officer. Leading on all confidentiality issues relating to data and data sharing

jj. To arrange and/or participate in practice and staff meetings as required

kk. To be the point of contact for all freedom of information enquiries

ll. Maintain the significant event database, providing advice to staff and briefing the team at meetings as required, Identify trends and devise solutions to reduce risk and repeated occurrences of significant events

mm. Lead on the processing of SARs and medical reports

Financial Management

nn. Accurately monitor cash flow, forecast and predict workflow corresponding to income

oo. Ensure that effective financial controls are in place and processes are adhered to

pp. Ensure the presentation of financial reports is of a high standard as and when required

qq. Maintaining an effective liaison with the accountant, overseeing practice accounts, ensuring year-end figures are presented

rr. Managing and processing partners drawings, PAYE and pensions for practice staff

ss. Submit year-end figures liaising with the organisations accountant

tt. Ensuring the organisation has appropriate insurance cover

uu. Understand and brief the management team on financial implications of contract and legislation changes affecting the organization

vv. Act as the primary point of contact for finance-related matters with NHS E, the CCG and the organisations accountant

ww. Complete the VAT return

xx. To be responsible for the payroll system and input data monthly for the efficient delivery of salaries for all staff on the payroll system

Support the practice and management team with continuous improvement and change initiatives, identify developments which would be of benefit and make recommendations to the Strategic Business manager

Secondary responsibilities

In addition to the primary responsibilities, the Practice Manager may be requested to:

a. Deputise for the Strategic Business Manager

b. Support the overall practice clinical governance framework, submitting reports for OQF, enhanced services and other reporting requirements using CQRS/ Open Exeter etc.