Practice Manager

Job description

Job responsibilities

Title: Practice Manager

Reports to: GP Partners

Hours per week: 37

Role Summary: To ensure the smooth running of the practice through efficient systems of organisational management including human resources, financial management, health and safety and practice development.

The Practice Manager is responsible for the following:

Organisational Management and Management Systems

• Overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities.
• Functional management of all clinical and administrative staff.
• Direct line management of: Salaried GPs, Finance Manager, Office Manager, Rotas Manager, Communications and Patient Contact Manager, Secondary Care Manager, Nurse Team Leader, Reception Team Leader and Cleaning Team Leader.
• Leading change and continuous improvement initiatives and coordinating projects within the organisation as directed by the GP partners.
• Implementing and embedding an efficient business resilience plan in conjunction with the GP partners.
• Ensure the practice maintains compliance with its NHS contractual obligations.
• Adopting a strategic approach to the management of all patient services.
• Support the team to reach QOF targets.
• Coordinate GP partner meetings, produce agendas and minutes and distribute as appropriate.
• Liaise with line managers to ensure that practice meetings are arranged, and agendas and minutes are circulated as appropriate.
• Ensure that actions from relevant meetings are actioned within agreed time scales.
• Ensure effective communication with all team members including holding regular line managers meetings.
• Produce new practice policies when needed and support the Communication and Patient Contact Manager with the reviewing, updating and distribution of practice policies.
• Produce reports where necessary both internally and those required by the ICB and NHS England.
• Discuss and implement proposed changes with appropriate team members and line managers.
• Ensure insurance policies are maintained for partners, premises and equipment.
• Ensure compliance with IT security and IG and complete and submit the annual Data Protection and Security Toolkit.
• Responsible for the practice registration with CQC, ensuring the registered manager and partner details are correct and submitting any changes as required.
• Responsible for ensuring CQC compliance across all domains and leading on inspections when required.
• Supporting the Communication and Patient Contact Manager when needed, in the management of all complaints in line with current NHS legislation and guidance.
• To review all complaint responses once drafted.
• To submit the annual GP practice data on written complaints in the NHS collection (KO41b).
• Complete the annual general practice electronic self-declaration (eDec).
• Supporting the Secondary Care Manager and the GP Lead for secondary care services when needed, in the management of the endoscopy service.
• Assist with setting and maintaining a rolling audit programme.
• Negotiating, drafting and issuing licence to occupy agreements.
• Support and work with the Patient Participation Group and attend meetings to provide practice updates and feedback.
• Responsible for ensuring that all notices/posters legally required are displayed across all 3 surgery sites as appropriate.
• Liaising with the practice solicitor/employment advisor.
• Liaising with the PCN Business Manager and attending meetings as appropriate.
• Liaising with the ICB staff and attending meetings as appropriate
• Liaising with other external bodies and attending meetings as appropriate.

Human Resources

• Take the HR lead for the practice and provide HR support to the Line Managers where necessary.
• Manage and maintain effective systems for the resolution of disciplinary and grievance issues.
• Manage the recruitment and retention of staff following practice policies and complying with current HR legislation.
• Ensure that all staff have up-to-date job descriptions and person specifications that are reviewed and regularly updated.
• Ensure that all staff are issued with a contract of employment.
• Ensure that every staff member has a personnel record that is appropriately maintained.
• Ensure that all staff undertake a robust induction process including receiving the appropriate induction training.
• Responsibility to ensure that all staff have received the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively and their development is regularly reviewed.
• Arrange and deliver training sessions as appropriate.
• Ensure that details of staff training are maintained.
• Ensure that annual staff appraisals are carried for all staff either by the Practice Manager or the appropriate Line Manager.
• Ensure that all practice policies are distributed to Line Managers and that all staff read and sign all policies to note that they have understood the policy.

Financial Management

• Work closely with the practice Finance Manager to ensure effective financial management and control of the practice bank accounts and accounting systems.
• Work closely with the GP partners in relation to financial management including future financial planning and financial forecasting.
• Prepare budgets and cash flow forecasts.
• Liaise with the practice bank relationship manager.
• Liaise with the practice accountant.
• Ensure that all financial claims are submitted to the ICB, PCN and NHS England where appropriate within the deadlines set. This is to include claims made under any local and/or direct enhanced services and monthly submissions on the CQRS system.

Health and Safety

• The management of the 3 surgery sites and ensuring that they are safely maintained.
• Take the lead on health and safety aspects of the practice and report to and support the GP partner responsible for health & safety.
• Ensure that procedures are in place to ensure that the buildings and property within it is secure at all times.
• Ensure that procedures are in place to ensure the security of personnel records and filing systems.
• Ensure that repairs/issues/defects relating to both the buildings and equipment is logged on the practice maintenance list for each building and to liaise with contractors to arrange repairs accordingly.
• Ensure equipment is serviced and/or calibrated appropriately and that adequate records are maintained.
• Responsible for arranging legionella risk assessments, producing action plans and designing appropriate record sheets along with carrying out the routine testing and recording as appropriate.
• Carrying out risk assessments and action plans as appropriate.
• Ensuring that procedures and policies are in place to support effective infection prevention and control measures, liaising with the infection prevention and control nurses during practice visits/inspections and reviewing the outcome of the audit and completing the follow-up actions.
• Carrying out monthly building checks.
• Administering the practice incident reporting policy.
• Recording of accidents and incidents appropriately and taking appropriate action including reporting as necessary to any outside agencies for example the Health and Safety Executive.
• Ensure that all staff are aware of and follow health and safety policies.

This document may be amended following consultation with the post holder to facilitate the development of the role, the organisation, and the individual.

All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the organisation.

Person Specification

Experience

Essential

• Experience of working within general practice.
• 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.

Desirable

• Relevant health and safety experience.

Skills, Personal Qualities and Other Requirements

Essential

• Skills
• Ability to 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.
• Clinical system 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.
• Personal Qualities
• Polite and confident.
• Flexible and cooperative.
• Excellent interpersonal skills.
• Motivated and proactive.
• Ability to use initiative and judgement.
• Forward thinker with a solutions focused approach.
• High levels of integrity and loyalty.
• Sensitive and empathetic in distressing situations.
• Ability to work under pressure.
• Confident, assertive and resilient.
• Ability to drive and deliver change effectively.
• Other requirements
• Flexibility to work outside of core office hours.
• To be discreet and always maintain confidentiality.
• Full UK driving licence.

Qualifications

Essential

• Good standard of education with excellent literacy and numeracy skills.

Desirable

• Educated to degree level in healthcare or business.
• Leadership and/or management qualification.
• AMSPAR qualification.

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

The Grange, Greenview & Kinsley Medical Centres

Address

The Grange Medical Centre

Highfield Road

Hemsworth

Pontefract

West Yorkshire

WF9 4DP

Employer's website

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