Practice Manager
This job is now closed
Job summary
The Practice Manager is a pivotal member of the organisation and will be expected to support the team in achieving goals and targets, using a combination of personal involvement, motivation of other staff and delegation where appropriate. The Partners, Head Receptionist and Administration team will support this role.
The manager will need to ensure that the practice is financially efficient and compliant with all aspects of health and safety, employment legislation and CQC (Care Quality Commission).
This is a fantastic opportunity for a Practice Manager to join our team and contribute to the success and growth of our Practice, and enable us to have a positive impact on the health and wellbeing of our patients.
Main duties of the job
Oversee and manage the day-to-day administrative operations of the GP practice, ensuring efficient and effective functioning working closely with the Partners.
Contribute to the practice strategy; formulate objectives and develop ideas for future practice development
Handle financial management tasks, including budgeting, financial reporting, and managing accounts.
Monitor and evaluate performance of the practice team against objectives
Recruit, hire, and manage staff, providing guidance, training, and support as needed.
Develop and maintain effective communication both within the practice and with relevant outside agencies
Assist the practice in the wider community and assist with forging links with other local practices and relevant agencies and in particular working collaboratively with PCN (Primary Care Network)
Ensure the practice's facilities and equipment are well maintained and meet the necessary standards and regulations.
Ensure compliance with all relevant laws, regulations, and professional standards, staying updated on changes and implementing necessary changes.
Address patient complaints and implement strategies to improve patient satisfaction, fostering positive patient relations.
Participate in quality improvement initiatives, analysing data, implementing process changes, and measuring outcomes.
Collaborate with other healthcare providers, community organisations, and stakeholders to foster partnerships, develop initiatives and enhance care coordination.
About us
The Manor Practice is a well-established GP practice focused on patient care, and together as a dedicated team, strive for the best to provide the highest standard of healthcare to our patients. We have a list size of 9500 patients.
As a practice, we are always looking to improve our patients experience and we are keen to embrace new digital solutions as part of this vision.
Details
Date posted
11 August 2023
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Full-time
Reference number
A2367-23-0002
Job locations
454 Lea Bridge Road
London
E10 7DY
Job description
Job responsibilities
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.
They will ensure the smooth and efficient running of the Practice and maintain a happy and committed team.
Play a pivotal role in the effective delivery of high quality services, ensuring the practice is safely run on a day-to-day basis incorporating good governance and a patient focused service.
Provide oversight of the financial management, resourcing and regulatory compliance of the work of the practice.
The post holder will:
Keep abreast of current affairs and identify potential threats and ensure all income-generating opportunities are explored and maximised
Contribute to practice strategy; formulate objectives and research and develop ideas for future practice development
Monitor and evaluate performance of the practice team against objectives; identify and manage change
Develop and maintain effective communication both within the practice and with relevant outside agencies
Assist the practice in the wider community and assist with forging links with other local practices and relevant agencies and in particular working collaboratively with PCN (Primary Care Network)
Represent the practice at different meetings
Specific duties included but not limited to:
Oversee and manage the day-to-day administrative operations of the GP practice, ensuring efficient and effective functioning working closely with Partners and management team.
Handle financial management tasks, including budgeting, financial reporting, and managing accounts payable and receivable.
Recruit, hire, manage and support staff by providing guidance, training, and support as needed.
Ensure the practice's facilities and equipment are well-maintained and meet the necessary standards and regulations.
Ensure compliance with all relevant laws, regulations, and professional standards, staying updated on changes and implementing necessary changes.
Address patient complaints and implement strategies to improve patient satisfaction, fostering positive patient relations.
Participate in quality improvement initiatives, analysing data, implementing process changes, and measuring outcomes.
Collaborate with other healthcare providers, community organisations, and stakeholders to foster partnerships, develop initiatives and enhance care coordination.
Stay abreast of technological advancements and implement appropriate systems to optimise practice operations.
Work closely with the Partners to develop and implement strategic plans for long-term success.
Ensure the ongoing smooth running of current service including day to day operational issues that arise.
Build successful relationships and ensure regular effective communication with practices, the CCG, the federation, other providers, and stakeholders.
To remain up to date with NHS and other information concerning primary care, community care and social care with the view to identify opportunities to build relationships, collaborative working and accessing new funding streams.
Work with the Partners to develop business cases and bids for new services.
Oversee the Quality Function for the organisation by ensuring that all clinical and non-clinical audits and processes are undertaken in accordance with NHS/CQC/Pembroke Medical Partnership polices.
Ensure a robust Business Continuity Plan is in place.
Carrying out an annual review of all services and ensure CQC compliance. Empower and lead the management team in aiming for an outstanding CQC rating.
Provide line management and support to the Management Team.
Attend strategic meetings within the local health bodies, ICBs and Primary Care Network (PCN).
To complete contract reporting and attend contract monitoring meetings with commissioners.
Support the partners in relation to corporate matters.
Any other duties that the GP Partners may request that align to the role.
Partnership
- Work with partners on strategic planning for all aspects of the Practice.
- Attend partners meetings and organise agenda & papers.
- Organise meetings and awaydays.
- Liaise with solicitors on legal matters.
- Deal with partnership changes
- Produce annual reports.
- Keep record of list sizes, adjust registration rota.
Patients
- Develop and maintain new and existing services in conjunction with the GP contract and new opportunities.
- Deal with complaints and keep a log in accordance with CQC requirements.
- Evaluate suggestions from Patient feedback.
- In conjunction with the Quality Team, organise flu clinics, co-ordinate staffing and vaccine supply.
- Coordinate and oversee other special clinical services.
- Co-ordinate provision of health information systems.
- Organise patient questionnaires, Friends, and Family Test.
- Co-ordinate Patient Participation Group and any other volunteer services.
Initiating contact with and responding to requests from patients, team members and associated healthcare professionals and providers.
Employed staff
- In conjunction with the HR, 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.
- Oversee payroll, including reimbursement claims.
- Oversee staff pensions and reimbursement claims.
- Undertake workload planning.
- Ensure the Practice is meeting the obligations of Health and Safety and Infection Control in the workplace.
- Helping to promote and maintain a positive, supportive culture across the whole of the practice team.
Any other duties as reasonably requested by the partners/management and any duties commensurate with this position.
Finance
- Financial responsibility for the partnership business, including performance against budget and cash flow.
- Ensure the sensible control of expenditure and resources.
- Making recommendations for credible sources of investment.
- Understand and apply regulatory and fiscal obligations as determined by external organisations such as HMRC, NHSE, CQC and interpret changes across the organisation.
- Co-ordinate use of practices bank accounts and petty cash.
- Co-ordinate system for payment of costs and reconciliation.
- Ensure systems are in place for invoicing private patients and chasing up bad debts.
- Maximise income utilising diverse income sources.
- Ensure systems are in place to reach targets.
- Liaison with Practice accountants.
- Manage collection of cash payments.
- Undertake costings for third party use of all rooms across sites.
- Assess on costs for in-house providers and implement system for payment.
Information technology
- In conjunction with the Digital and Communications manager, ensure that all Practice systems are running effectively.
- Review projects for improvements
- Understand and analyse data from the Practice Systems e.g., EMIS
Building
- Overseeing management of premises, taking responsibility for the overall management and maintenance of the premises.
- Maximising use of space and room bookings
- Co-ordinate remodelling and room moves as required.
- Have a clear understanding of telephone systems, daytime and out of hours.
- Understand security systems - alarms & cameras.
- Organise insurance cover for building, contents, and computers.
- Arrange valuation.
Purchasing
Purchase of equipment.
Manage purchase of supplies.
Manage vaccine contracts and supervise purchase.
Negotiate annual flu order.
Information
Ensure all staff and doctors are kept informed on all policy changes.
Organise meetings.
Issue procedures and policies.
Act as a central source of information.
Manage paperwork systems including post, internal and external.
Manage internal computer mailing system.
Other organisations
PCN Back Office Work:
The Manor Practice holds the back office for Leyton Collaborative PCN. The Manager will be responsible for the back office work and Employment and HR related issues of PCNs ARRS staff.
Liaise with:
PCN, PCSE Finance, ICB, registrations.
Third party healthcare professionals and other voluntary agencies.
Social Services.
Hospitals and Hospices.
Local practices.
Universities and other training bodies.
Business Development & Marketing
Assist in development of proposals.
Implement systems to provide services.
Liaison and coordination of the Patient Participation Group and encourage patient involvement.
Deal with NHSE and ICB communications.
Working with the PCN Digital & Communications lead to ensure all information is communicated effectively within the Practice, to Patients and external agencies as required.
External Meetings
Support Partners with PCN / Locality / ICB / LMC meetings and support the practices health plan both internally and locality wide.
Ensure all kept informed of external meetings and decisions.
Organise partners meetings.
Social
- Oversee the arrangement of the Christmas party and other social events.
- Oversee the arrangement of gifts and cards for staff leaving, marriages, births etc.
Organise open days and away days.
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.
Please see the attached Role Description for more information
Job description
Job responsibilities
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.
They will ensure the smooth and efficient running of the Practice and maintain a happy and committed team.
Play a pivotal role in the effective delivery of high quality services, ensuring the practice is safely run on a day-to-day basis incorporating good governance and a patient focused service.
Provide oversight of the financial management, resourcing and regulatory compliance of the work of the practice.
The post holder will:
Keep abreast of current affairs and identify potential threats and ensure all income-generating opportunities are explored and maximised
Contribute to practice strategy; formulate objectives and research and develop ideas for future practice development
Monitor and evaluate performance of the practice team against objectives; identify and manage change
Develop and maintain effective communication both within the practice and with relevant outside agencies
Assist the practice in the wider community and assist with forging links with other local practices and relevant agencies and in particular working collaboratively with PCN (Primary Care Network)
Represent the practice at different meetings
Specific duties included but not limited to:
Oversee and manage the day-to-day administrative operations of the GP practice, ensuring efficient and effective functioning working closely with Partners and management team.
Handle financial management tasks, including budgeting, financial reporting, and managing accounts payable and receivable.
Recruit, hire, manage and support staff by providing guidance, training, and support as needed.
Ensure the practice's facilities and equipment are well-maintained and meet the necessary standards and regulations.
Ensure compliance with all relevant laws, regulations, and professional standards, staying updated on changes and implementing necessary changes.
Address patient complaints and implement strategies to improve patient satisfaction, fostering positive patient relations.
Participate in quality improvement initiatives, analysing data, implementing process changes, and measuring outcomes.
Collaborate with other healthcare providers, community organisations, and stakeholders to foster partnerships, develop initiatives and enhance care coordination.
Stay abreast of technological advancements and implement appropriate systems to optimise practice operations.
Work closely with the Partners to develop and implement strategic plans for long-term success.
Ensure the ongoing smooth running of current service including day to day operational issues that arise.
Build successful relationships and ensure regular effective communication with practices, the CCG, the federation, other providers, and stakeholders.
To remain up to date with NHS and other information concerning primary care, community care and social care with the view to identify opportunities to build relationships, collaborative working and accessing new funding streams.
Work with the Partners to develop business cases and bids for new services.
Oversee the Quality Function for the organisation by ensuring that all clinical and non-clinical audits and processes are undertaken in accordance with NHS/CQC/Pembroke Medical Partnership polices.
Ensure a robust Business Continuity Plan is in place.
Carrying out an annual review of all services and ensure CQC compliance. Empower and lead the management team in aiming for an outstanding CQC rating.
Provide line management and support to the Management Team.
Attend strategic meetings within the local health bodies, ICBs and Primary Care Network (PCN).
To complete contract reporting and attend contract monitoring meetings with commissioners.
Support the partners in relation to corporate matters.
Any other duties that the GP Partners may request that align to the role.
Partnership
- Work with partners on strategic planning for all aspects of the Practice.
- Attend partners meetings and organise agenda & papers.
- Organise meetings and awaydays.
- Liaise with solicitors on legal matters.
- Deal with partnership changes
- Produce annual reports.
- Keep record of list sizes, adjust registration rota.
Patients
- Develop and maintain new and existing services in conjunction with the GP contract and new opportunities.
- Deal with complaints and keep a log in accordance with CQC requirements.
- Evaluate suggestions from Patient feedback.
- In conjunction with the Quality Team, organise flu clinics, co-ordinate staffing and vaccine supply.
- Coordinate and oversee other special clinical services.
- Co-ordinate provision of health information systems.
- Organise patient questionnaires, Friends, and Family Test.
- Co-ordinate Patient Participation Group and any other volunteer services.
Initiating contact with and responding to requests from patients, team members and associated healthcare professionals and providers.
Employed staff
- In conjunction with the HR, 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.
- Oversee payroll, including reimbursement claims.
- Oversee staff pensions and reimbursement claims.
- Undertake workload planning.
- Ensure the Practice is meeting the obligations of Health and Safety and Infection Control in the workplace.
- Helping to promote and maintain a positive, supportive culture across the whole of the practice team.
Any other duties as reasonably requested by the partners/management and any duties commensurate with this position.
Finance
- Financial responsibility for the partnership business, including performance against budget and cash flow.
- Ensure the sensible control of expenditure and resources.
- Making recommendations for credible sources of investment.
- Understand and apply regulatory and fiscal obligations as determined by external organisations such as HMRC, NHSE, CQC and interpret changes across the organisation.
- Co-ordinate use of practices bank accounts and petty cash.
- Co-ordinate system for payment of costs and reconciliation.
- Ensure systems are in place for invoicing private patients and chasing up bad debts.
- Maximise income utilising diverse income sources.
- Ensure systems are in place to reach targets.
- Liaison with Practice accountants.
- Manage collection of cash payments.
- Undertake costings for third party use of all rooms across sites.
- Assess on costs for in-house providers and implement system for payment.
Information technology
- In conjunction with the Digital and Communications manager, ensure that all Practice systems are running effectively.
- Review projects for improvements
- Understand and analyse data from the Practice Systems e.g., EMIS
Building
- Overseeing management of premises, taking responsibility for the overall management and maintenance of the premises.
- Maximising use of space and room bookings
- Co-ordinate remodelling and room moves as required.
- Have a clear understanding of telephone systems, daytime and out of hours.
- Understand security systems - alarms & cameras.
- Organise insurance cover for building, contents, and computers.
- Arrange valuation.
Purchasing
Purchase of equipment.
Manage purchase of supplies.
Manage vaccine contracts and supervise purchase.
Negotiate annual flu order.
Information
Ensure all staff and doctors are kept informed on all policy changes.
Organise meetings.
Issue procedures and policies.
Act as a central source of information.
Manage paperwork systems including post, internal and external.
Manage internal computer mailing system.
Other organisations
PCN Back Office Work:
The Manor Practice holds the back office for Leyton Collaborative PCN. The Manager will be responsible for the back office work and Employment and HR related issues of PCNs ARRS staff.
Liaise with:
PCN, PCSE Finance, ICB, registrations.
Third party healthcare professionals and other voluntary agencies.
Social Services.
Hospitals and Hospices.
Local practices.
Universities and other training bodies.
Business Development & Marketing
Assist in development of proposals.
Implement systems to provide services.
Liaison and coordination of the Patient Participation Group and encourage patient involvement.
Deal with NHSE and ICB communications.
Working with the PCN Digital & Communications lead to ensure all information is communicated effectively within the Practice, to Patients and external agencies as required.
External Meetings
Support Partners with PCN / Locality / ICB / LMC meetings and support the practices health plan both internally and locality wide.
Ensure all kept informed of external meetings and decisions.
Organise partners meetings.
Social
- Oversee the arrangement of the Christmas party and other social events.
- Oversee the arrangement of gifts and cards for staff leaving, marriages, births etc.
Organise open days and away days.
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.
Please see the attached Role Description for more information
Person Specification
Qualifications
Essential
- Good standard of education with excellent literacy and numeracy skills.
- Previous management experience.
Desirable
- Leadership and / or Management Qualification
- NHS experience
Experience
Essential
- Experience and success of communicating with and managing people
- Experience of working in teams; able to promote teamwork and employee satisfaction
- Excellent negotiating and conflict management skills
- Planning skills and ability to prioritise
- Effective communication (oral and written) and excellent inter-personal skills
- Approachable with the ability to listen and empathise
- Delegation and empowerment of staff
- Strong IT skills
- Leadership skills, including excellent people management skills
- A solutions focused approach to problem solving
- Good time management
- Able to complete and finish work
- Highly computer literate
- Customer service and complaints resolution
- Negotiating and managing conflict
- Understanding how to work effectively in a fast paced environment
- Networking and facilitation
- Ability to lead and motivate a team, creating a positive environment
Desirable
- Experience of leading multidisciplinary teams
- Relevant health and safety experience
Knowledge and Skills
Essential
- Excellent communication skills (written, oral and presenting)
- Strong IT skills (generic)
- Excellent leadership skills
- Strategic thinker
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management (Planning & Organising)
- Ability to develop, implement and embed policy and procedure
- Ability to motivate and train staff
Desirable
- System knowledge (EMIS)
- Proven problem solving & analytical skills
Person Specification
Qualifications
Essential
- Good standard of education with excellent literacy and numeracy skills.
- Previous management experience.
Desirable
- Leadership and / or Management Qualification
- NHS experience
Experience
Essential
- Experience and success of communicating with and managing people
- Experience of working in teams; able to promote teamwork and employee satisfaction
- Excellent negotiating and conflict management skills
- Planning skills and ability to prioritise
- Effective communication (oral and written) and excellent inter-personal skills
- Approachable with the ability to listen and empathise
- Delegation and empowerment of staff
- Strong IT skills
- Leadership skills, including excellent people management skills
- A solutions focused approach to problem solving
- Good time management
- Able to complete and finish work
- Highly computer literate
- Customer service and complaints resolution
- Negotiating and managing conflict
- Understanding how to work effectively in a fast paced environment
- Networking and facilitation
- Ability to lead and motivate a team, creating a positive environment
Desirable
- Experience of leading multidisciplinary teams
- Relevant health and safety experience
Knowledge and Skills
Essential
- Excellent communication skills (written, oral and presenting)
- Strong IT skills (generic)
- Excellent leadership skills
- Strategic thinker
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management (Planning & Organising)
- Ability to develop, implement and embed policy and procedure
- Ability to motivate and train staff
Desirable
- System knowledge (EMIS)
- Proven problem solving & analytical skills
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 Manor Practice
Address
454 Lea Bridge Road
London
E10 7DY
Employer's website
https://www.themanorpracticeleyton.co.uk/ (Opens in a new tab)
Employer details
Employer name
The Manor Practice
Address
454 Lea Bridge Road
London
E10 7DY
Employer's website
https://www.themanorpracticeleyton.co.uk/ (Opens in a new tab)
Employer contact details
For questions about the job, contact:
Details
Date posted
11 August 2023
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Full-time
Reference number
A2367-23-0002
Job locations
454 Lea Bridge Road
London
E10 7DY