Practice Manager

Tickhill and Colliery Medical Practice

This job is now closed

Job summary

We are looking to recruit a part time Practice Manager to work 30 - 35 hours per week, for someone to lead our dedicated team in providing the best quality care for our patients, and successfully manage the Practice in collaboration with the GP Partners.

Although managerial experience within the NHS is desirable and a GP practice setting, we are open to applications from a wide range of sectors.

Main duties of the job

The Practice Manager is responsible for overseeing the day to day running of the organisation and for maintaining the performance of our already effective and efficient team. You will provide positive leadership and role modelling through your understanding of Human Resources, strategic planning, and finance.

The Practice Manager is integral in leading our team and interacting with all members of staff both clinical and non-clinical. You will need to be approachable and able to deal with a diverse team.

The successful candidate will have excellent organisational and interpersonal skills, whilst promoting the highest standards of patient care. Working effectively with the GP Partners, you will enable the practice to make informed decisions for the Practice and our patients and help maintain our ethos of having a friendly and effective team.

As well as meeting the Practice contractual obligations with NHS England (NHSE), you will maintain compliance with all aspects of H & S, employment legislation and Care Quality Commission (CQC) Regulations.

Main duties of the job

Be aware of all Practice financial responsibilities.

Be aware of all Practice income generating streams and ensure the Practice is maximising income from these.

Monitor cash flow using the practice accountancy system (Xero), liaise with the Practice accountant. Ensure accurate bookkeeping, monthly bank reconciliations, and preparation for the Practice accounts.

Process monthly payroll and pension contributions alongside the practice accountant for Practice staff and maintain appropriate records.

Oversee the recruitment and retention of staff and provide a general personnel management service.

Evaluate, organise, and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role.

Issue and implement HR documentation (including job descriptions, employments contracts and employment policies)

Liaise with ICB IT department reporting any issues.

Ensure the Practices compliance with the GDPR and FOI along with other relevant legislation and professional information standards such as GMC/BMA and LMC guidance.

Ensure all job holders across the Practice adhere to their individual responsibilities for infection control and health and safety, using a system of reporting and risk management (including audits).

Ensure compliance of all relevant Health and Safety regulations by liaising with the Practice H & S advisors and referring to Practice policies.

To ensure the Practice is meeting all legal requirements andhas all necessary insurance.

About us

We are a supportive, enthusiastic practice, committed to delivering high quality patient service. Located over 2 sites, our patient population is approximately 8640. We are a GMS Practice, and currently have four GP Partners and 3 salaried GPs.

We have a dedicated and supportive Primary Health Care Team, including Practice Manager, Assistant Practice Manager, Management Support Officer and administration staff. We currently employ 1 ANP, 1 Proactive Care Nurse, 2 Practice Nurses, 2 Treatment Room Nurses, and 2 Healthcare Assistants.

We are a Training practice and use SystmOne clinical system.

Interviews to be held 6th March 2024

Date posted

06 February 2024

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

A2131-24-0001

Job locations

25 St Marys Road

Tickhill

Doncaster

South Yorkshire

DN11 9NA

Harworth Primary Care Centre

Scrooby Road, Harworth

Doncaster

South Yorkshire

DN11 8JN

Job description

Job responsibilities

1. Job Summary:

Provide leadership and management skills to enable the practice to meet its agreed aims and objectives within a profitable, efficient, safe and effective working environment.

Also keeping the partners abreast of forthcoming changes in the NHS and giving them options for responding to change.

2. Job Responsibilities:

The post holder will:

2.1 Strategic Management and Planning

Keeping abreast of developments within the NHS that might impinge on the practice or individual partners and offering options for consideration by the partners, identifying potential threats and opportunities.

Contribute to practice strategy; formulate objectives and research and develop ideas for future practice development.

Develop and maintain effective communication both within the practice and with relevant outside agencies.

Prepare and annually update the Practice Development Plan, oversee the implementation of the aims and objectives.

Assess and evaluate accommodation requirements and manage development and expansion plans.

2.2 Human Resources

Oversee the recruitment and retention of staff and provide a general personnel management service.

Ensure that all staff are legally and gainfully employed. Monitor skill-mix and deployment of staff.

Manage staffing levels within target budgets.

Evaluate, organise and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role.

Develop and implement effective staff appraisal and monitoring systems.

Support and mentor staff, both as individuals and as team members

Implement effective systems for the resolution of disputes and grievances.

Keep abreast of changes in employment legislation.

Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies)

Liaise closely with all other members of the Primary Health Care Team.

2.3 Budget and Financial Management.

Ensure good financial management of all practice funds and practice budgets, seeking to maximise income.

Through negotiation with the CCG and preparation and submission of regular development plans, ensure the practice receives an appropriate and equitable allocation of resources.

Understand and report on the financial implications of contract and legislation changes.

Manage practice accounts using Xero; submit year-end figures promptly and liaise with the practice accountant.

Maintain NHS pension YTD figures and submit timely monthly and annual information to POL.

Submit monthly report to the accountant for payroll purposes and monitor staff absence to make necessary adjustments to individual staff salary.

Monitor cash-flow, prepare regular forecasts and reports to the partners.

Manage and reconcile bank accounts; negotiate/liaise with the practice bankers.

Monitor and reconcile income and expenditure statements and purchase/sales ledger transactions.

2.4 Information Management and Communication

Responsibility for the computer system including organising any maintenance and developments to the system. Ensuring compliance with Data protection rules

Keep abreast of the latest development in primary care IT.

Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training.

Ensure that the practice has effective security and integrity of data, and disaster recovery plans in place.

Liaise with the CCG regarding systems procurement, IT funding and national IT development programmes.

Manage requests for access under the Freedom of Information Act

The post-holder should recognise the importance of effective communication 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.

2.5 Patient Services

Adopt a strategic approach to the development and management of patient services in accordance with local and national guidelines.

Ensure that the practice complies with NHS contractual obligations in relation to patient care and assess practice performance against patient access and demand management targets.

Maintain registration policies and monitor patient turnover and capitation.

Oversee and/or develop repeat prescribing systems.

Oversee and/or develop and manage an effective appointment system.

Oversee and/or organise surgery timetables, duty rotas and holiday cover.

Implementing and maintaining systems to receive patient enquiries and suggestions including oversight of the practice-based complaints procedure in conjunction with the relevant partner.

Liaise with patient groups.

Reviewing and updating the practice information leaflet, practice publicity and health education material.

2.6 Confidentiality:

While 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.

2.7 Quality:

Convene meetings, prepare agendas and ensure distribution of minutes as necessary.

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.

Provide information for both clinical and financial audit. And participate in audit where appropriate.

Develop policies, practice protocols and procedures, review and update as required.

2.8 Premises and Equipment

Ensure adequate cleaning, maintenance, safety, and fire prevention and general security of the premises and equipment.

Provide staff training in all necessary areas of maintenance, safety, fire prevention and general security of the premises.

2.9 Health & Safety:

Ensure compliance with legislation relating to health and safety.

Develop, institute and organise health and safety policies and procedures.

Using personal security systems within the workplace according to practice guidelines

Identifying and report the risks involved in work activities and undertaking such activities in a way that manages those risks.

Ensure effective training on health and safety procedures for all members of the practice team.

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

Ensure all accidents or dangerous incidents are investigated, recorded, reported where necessary and any follow-up undertaken.

2.10 Equality and Diversity:

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.

3. Personal/Professional Development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, 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.

4. Other

Prepare and issue to registrar GPs, medical students etc appropriate information package on introduction to the practice.

Together with the Trainer plan, develop and monitor the effectiveness of the induction and training provided for the registrar GP, medical students etc.