Practice Manager

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:

a) Overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities

b) Functional management of all clinical and administrative staff

c) Direct line management of the following staff: Office Manager, Admin Manager, Practice Nurse(s), Salaried GPs and Administrative team.

d) Managing the recruitment and retention of staff

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

f) Developing, implementing and embedding an effective staff appraisal process

g) Implementing effective systems for the resolution of disciplinary and grievance issues

h) Maintaining an effective overview of and ensuring compliance with HR legislation

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

j) Managing the financial elements of the practice, including budgets, bank accounts, accounting systems (QuickBooks), bookkeeping, petty cash, etc. seeking to maximise income and reduce expenditure in conjunction with the partners and practice accountant.

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

l) Briefing partners on all financial matters, including forecasting

m) Managing and processing partners drawings, PAYE and pensions for practice staff

n) Undertake claims for DES, LES and other services undertaken by the practice

o) Ensuring the practice has appropriate insurance cover

p) Developing, implementing and embedding an efficient business resilience plan (BRP)

q) Managing contracts for services i.e., cleaning, gardening, window cleaning etc.

r) Managing the procurement of practice equipment, supplies and services

s) Coordinating the reviewing and updating of all practice policies and procedures

t) Leading change and continuous improvement initiatives; coordinating all projects within the practice

u) Coordinating and leading the compilation of practice reports and the practice development plan (PDP)

v) Manage including the investigation and resolution of patient feedback, complaints and surveys

w) Ensuring the team reach QOF targets (supported by the nursing and administrative leads)

x) Adopting a strategic approach to the management of all patient services matters

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

z) Ensuring the practice maintains compliance with its NHS contractual obligations

aa) Actively encouraging and promoting the use of patient online services

bb) Actively participate in the operational and strategic management of The Coastal Network PCN

cc) Publishing communications for internal and external use

dd) Maintaining the practice and NHS choices websites

ee) Liaising at external meetings as required

ff) Marketing the practice appropriately

gg) Supporting the management of the Patient Participation Group

hh) Effectively managing/supporting the management of all complaints in line with current legislation and guidance

ii) The management of the premises, including health and safety aspects such as risk assessments and mandatory training

jj) Managing the practice IT system, delegating staff to act as administrators

kk) Ensuring compliance with IT security and IG

ll) Coordinating the practice diary, ensuring meetings are scheduled appropriately

mm) Deputise for the partners at internal and external meetings

nn) Act as the primary point of contact for NHSE, ICB, Community Services/ICO, suppliers and other external stakeholders

oo) Partake in audits as requested by the audit lead

pp) Board Member for The Coastal Network PCN

Person Specification

Skills

Essential

• Ability to exploit and negotiate opportunities to enhance service delivery
• Excellent communication skills (written, oral and presenting)
• Strong IT skills (generic)
• Excellent leadership skills
• Strategic thinker and negotiator
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• SystmOne user skills
• Effective time management (planning and organising)
• Ability to network and build relationships
• Proven problem solving and analytical skills
• Ability to develop, implement and embed policy and procedure
• Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions

Qualifications

Essential

• Good standard of education with excellent literacy and numeracy skills
• Leadership and/or management qualification

Desirable

• Educated to degree level in healthcare or business
• AMSPAR qualification or IGPM accreditation

Experience

Essential

• Experience of working with the general public
• Experience of managing accounting procedures including budget and cash flow forecasting
• Experience of managing large multidisciplinary teams
• Experience of performance management including appraisal writing, staff development and disciplinary procedures
• Experience of successfully developing and implementing projects
• Experience of workforce planning, forecasting and development
• Experience of running and managing payroll

Desirable

• Experience of working in a healthcare setting
• NHS/primary care general practice experience
• Relevant health and safety experience

Other requirements

Essential

• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check
• Maintain confidentiality at all times
• Full UK driving licence

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

Teign Estuary Medical Group

Address

3 Carlton Place

Teignmouth

Devon

TQ148AB

Employer's website

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