Practice Manager

Job description

Job responsibilities

Main Responsibilities

1. Strategy, planning and business development Support

Collaborate with the Operations Director, Medical Director, and practice partners to develop the practice strategy and business plan.

Translate strategic objectives into actionable plans with clear targets and deliverables

Monitor and evaluate progress against strategic and business goals, providing regular updates to the Operations Director

Keep up to date with national and local policy and regulation changes related to general practice and wider primary care developments, identifying potential risks, opportunities and areas for innovation.

Research future practice developments and provide business intelligence to proposals.

Expand and maintain effective communication with relevant external agencies.

Represent the practice at appropriate forums and meetings as required.

2. Leadership and management

Provide leadership to all staff within the Practice, creating a positive and motivating working environment ensuring there is a key focus on supporting development.

Monitor and evaluate performance of the practice team against objectives; identify and manage change.

Ensure that the practice runs safely and efficiently on a day-to-day basis, acting as a key point of contact for resolving operational challenges.

3. Finance management

Provide managerial oversight of all practice income, expenditure, and cash flow.

Ensure robust financial controls, accurate financial reporting, and effective budget management

Maximise practice income by overseeing the claims process, reconciliations and identifying opportunities for additional funding

Manage the interface with external financial service providers for services such as accountancy and any other services as required.

Monitor and evaluate financial performance, providing regular updates to the Operations Director and partners

4. Contracts and estate

Oversee and manage the procurement and maintenance of practice equipment, supplies and services within agreed budgets and ensuring value for money.

Oversee the management of all contracts including annual reviews to ensure the right balance between cost and quality of service.

Assess and evaluate accommodation requirements and manage the effective use and development of the premises.

Ensure the premises are maintained to a high standard, complying with health and safety regulations, fire prevention and general security requirements.

Ensure adherence to the provisions of the Health and Safety at Work Act and to ensure the safety of patients, visitors, and colleagues.

5. Patient services

Oversight of appointments scheduling ensuring systems meet patient demand and support clinical pathways as well as adapting to any changing needs of the practice.

Openly engage with the Millway Practice Supporters Group (MPSG) and patients generally.

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

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

Coordinate and deliver an effective complaints management system and embed learning into practice operations.

6. Human Resources

Oversee HR processes, including but not limited to, recruitment, induction and onboarding, staff development

Ensure the practice is adequately resourced, with effective workforce planning to meet current and future demands

Oversee the maintenance of staff HR records including but not limited to, employment contracts, job descriptions, appraisals, DBS, immunisations, indemnity, licencing registrations etc.

Ensure the Practice is effectively resourced to meet current and anticipated work requirements.

Promote staff retention, wellbeing and continuous professional development

Provide advice and support on disciplinary procedures, grievances and other HR matters

7. Regulatory management and compliance

Ensure the practice meets all regulatory and legal requirements, including but not limited to NHS England, Integrated Care Boards (ICB), Care Quality Commission etc.

Support the partnership and the Quality Assurance manager to develop, review and update as required Practice protocols and procedures.

Support the partnership and the Quality Assurance manager to develop and review Health & Safety policies and procedures and keep abreast of current legislation.

Maintain and test robust business continuity plans to ensure resilience in the face of operational disruptions

8. Information management and technology

Drive the adoption of innovative IT solutions to enhance practice efficiency and service delivery, working with the Operations Director and lead GP partner for IM&T.

Management of Information governance processes and policies, ensuring compliance with data protection and security standards.

Oversee the development of tools within EMIS and associated systems to improve efficiency and support clinical and non-clinical teams. Set targets and monitoring standards for data entry and data collection.

Ensure that the practice has effective IT infrastructure including data security, back-up, maintenance, and disaster recovery plans in place.

Manage the delivery of practice reporting and the submission of required returns.

Manage the on-going development of systems to underpin the standard operation of the clinical services and supporting business activities.

Liaise with the GPIT or the ICB regarding systems procurement, IT funding and national IT development programmes.

Ensure the maintenance of the Practices website and all other communication channels.

9. Equality, diversity and inclusion

The post-holder will champion the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognises 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 that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

10. Confidentiality

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.

11. Collaborative Working

Recognise the importance of teamwork in multidisciplinary environment

Promote effective and open communication within the practice and with external stakeholders or organisations

Person Specification

Qualifications

Essential

• - A level standard or equivalent
• - Good standard of education with excellent literacy and numeracy skills
• - Leadership and / or Management Qualification or equivalent experience

Desirable

• - Qualification in Healthcare Management
• - Qualification in HR management

Experience

Essential

• - Experience of working with the general public
• - 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 chairing meetings, producing agendas and minutes
• - 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
• - Effective time management (planning & organising)
• - Ability to network and build relationships
• - Proven problem solving & analytical skills
• - Ability to develop, implement and embed policy and procedure
• - Ability to motivate and train staff

Desirable

• - Experience of managing accounting procedures including budget and cash flow forecasting
• - Experience of working in a health care setting
• - Experience of managing large multidisciplinary teams
• - NHS / Primary Care General Practice experience
• - Relevant health and safety experience
• - EMIS Web

Personal Qualities

Essential

• - Flexible and cooperative
• - Excellent interpersonal skills
• - Motivated and proactive
• - Ability to use initiative and judgement
• - Forward thinker with a solution 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
• - Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
• - Flexibility to work outside of core office hours
• - Disclosure Barring Service (DBS) check
• - Always maintains confidentiality

Desirable

• - 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

MILLWAY MEDICAL PRACTICE

Address

2 Hartley Avenue

London

NW7 2HX

Employer's website

https://www.millwaymedical.com (Opens in a new tab)