Practice Manager

Job responsibilities

Employed staff

• Maintaining staff morale
• In conjunction with the HR Manager, oversee the personnel function for all employed staff - hiring, discipline, retirement, personal, legal, leave entitlement.
• Ensure training is coordinated in a timely and efficient fashion including planning and organisation mandatory training and staff development.
• Ensure all new members of staff receive a full induction and training appropriate for their role.
• Organisation of full team meetings.
• Undertake workload planning.
• Ensure the Quality Team are meeting the obligations of Health and Safety and Infection Control in the workplace.

Policy and Planning:

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

a) Strategic thinking and planning, able to understand the interconnectivity of roles and balance the conflicting demands upon the business, identifying and mitigating risk.

b) Assume responsibility for developing a practice business plan & continuity plan.

c) Participate and work with groups determining future policy.

d) Explore innovative ideas for provision of services to suit the needs of the practice population and the professionals working within the practice team.

e) Explore opportunities to optimise use of practice facilities, agree contracts and ensure appropriate legal requirements.

f) Liaise with the Integrated Care Board (ICB) and other NHS groups, as necessary.

g) Liaise with other local practices through the practice managers working group, other relevant forums and in particular working collaboratively with ECG PCN.

h) Represent the practice at PCN, federation and ICB level, as appropriate.

i) Carry out audits or collate data, as required.

Contract Management:

a) Manage and review Practice Contracts for service provision with NHSE.

b) Manage Partnership contract with NHSE.

c) Ensure completion and submission of audits and necessary paperwork for contracts e.g. Controlled Drug reviews, eDec, complaints submission.

d) Manage Data Sharing Agreements.

Management of Partnership issues:

Provide support to the Partners and the Partnership to ensure excellent team-working and a sound legal framework.

a) Ensure effective Partners meetings with clear agendas, minutes and action plans.

b) Ensure appropriate and up-to-date Partnership Agreement.

c) Provide management advice and information to the Partners to assist them in making decisions about the running of the practice.

d) Organise Partners practice and business meetings to develop strategy and team working.

e) Deal with Partnership changes retirements, recruitment, new appointments, legal, financial and patient-related implications.

Management of premises, equipment and stock:

a) Advise the practice in making full and effective use of its current premises.

b) Review best use of premises and maximise income from premises.

c) Manage any future premises developments.

d) Ensure risk assessments are regularly conducted and documented.

e) Ensure that the purchase and control of supplies and equipment meets the current and future needs of the practice.

f) Complete National Rent reviews.

g) Arrange appropriate insurance cover.

h) Manage lease arrangements with the Landlord.

CQC:

a) Ensure practice registration with CQC is maintained.

b) Ensure the practice Statement of Purpose is updated with any changes and submitted to the CQC in a timely manner.

c) Ensure policies are in place to comply with CQC regulations, working with the Practice Registered Managers.

d) Liaise with CQC inspectors, providing information as requested.

Patients Services:

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

a) Embrace links with other healthcare providers and social services as laid out in the Governments plans to develop a patient-led NHS.

b) Ensure that the practice complies with NHS contractual obligations in relation to patient care.

c) Maintain registration polices and monitor patient turnover and capitation.

d) Oversee and support implementation and management of effective appointment systems.

e) Routinely monitor and assess practice performance against patient access and demand targets.

f) Ensure systems are in place and to record, respond and learn from significant events and complaints. Oversee and support the significant events system.

g) Manage and maintain the Patient Participation Group.

Management of Operational and IT systems:

Liaise with the Practice Support Assistant, IT Lead and Data team to ensure effective and efficient working and operational systems within the practice.

a) Liaise with the IT Lead to develop the practices IT strategy.

b) Ensure that the Practice has adequate disaster recovery procedures in place.

Management of General Data Protection Regulation (GDPR) compliance:

To act as GDPR lead, alongside the Partnership, to ensure all areas of compliance.

a) Manage completion of the NHS Digital Data Security and Protection Toolkit.

Management of Human Resources within own areas of responsibility:

a) To maintain good communication at all times with the practice team, developing good employee/employer relationships.

b) Ensure performance is managed and there is appropriate supervision of staff.

c) Develop teamwork, ensuring well-run regular staff meetings to ensure service delivery of contracts, progress projects and resolve issues within the practice.

d) Conduct appraisals. Ensure training needs are identified and develop with direct reports and an annual training plan as part of the appraisal system. Ensure that training is conducted either in-house or externally.

e) Review patterns and methods of work and skills-mix for both individuals and teams to ensure their efficient and effective functioning.

f) Deal with final level disciplinary, capability and grievance matters as required in conjunction with the Partners.

g) Responsibility for appropriate paperwork for clinicians, including but not limited to:

GMC/DBS checks for Partners

Medical indemnity administration

Maintain GP revalidation

Partnership changes

Maintain practice mandatory training

Other Appropriate Duties:

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

Qualifications

Essential

• Educated to degree level in healthcare or business
• Good standard of education with excellent literacy and numeracy skills

Desirable

• Leadership and/or management qualification
• AMSPAR qualification or equivalent

Experience

Essential

• Experience with working with the public
• 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

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

Essential skills

Essential

• Ability to exploit and negotiate opportunities to enhance service delivery
• Excellent communication skills (written, oral and presenting)
• Strong IT skills
• Excellent leadership skills
• Strategic thinker and negotiator
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• 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

Desirable

• SystmOne user skills

Essential Personal Qualities

Essential

• 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
• Flexibility to work outside core office hours
• Flexibility to work across multiple sites
• Disclosure Barring Service (DBS) check
• 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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).