Job summary
If you would like to apply for this role, please send your CV and your personal statement (optional) to the Interim Practice Manager of Old Court House Surgery, Sarah Kavanaugh (sarah.kavanagh3@nhs.net) via email with the subject "Practice Manager Role Application - [Your Name]".
We are looking for an accomplished and highly
motivated manager to join this established, well-respected and high performing medical
practice.
Candidates
must be conscientious, provide dynamic leadership and have the passion,
integrity and initiative to drive success, with an
understanding of the NHS Long Term Plan in relation to primary care.
Previous
NHS or Practice management experience, excellent leadership skills, a sound
knowledge and demonstrable competency in all aspects of management, including;
HR, IT, health and safety, risk management, premises and governance are
essential.
You
should have the vision, willingness and drive to adapt to NHS targets and
changes within a profitable, efficient working environment and be
responsible for the efficient and safe operational management of the Practice
and ensuring that all relevant CQC requirements are met.
Applicants for this position should have significant management
experience with a proven track record in the delivery of services to patients.
Ideally this experience will have been gained within Primary Care but
exceptional candidates who can exhibit transferable skills would be considered
if they demonstrate a detailed knowledge of Primary Care.
Main duties of the job
The
Practice Manager will be expected to respond to Practice requirements as and
when they arise, demonstrating the ability to work under pressure and plan
strategically whilst coping with day-to-day problems. This role demands close
liaison with the Practice Business Manager and Partners.
You will become a member of the management team working alongside thePartners and Practice Business Manager and providing support where appropriate in order to maintain practice financial performance and ensure the practice achieves it long term strategic objectives.
About us
The Old Court House Surgery is a well-established GP
practice with nearly 13500 patients, located in the heart of Sutton and is part
of the Central Sutton Primary Care Network.
We are a 5 partner PMS and training practice using
the EMIS web clinical system and employing
a team of highly skilled and experienced healthcare professionals incl GPs,
ANPs, Nurses, HCAs and Phlebotomists.
Our site hosts an ultra-modern working environment
and a workforce of 40+ including a selection PCN ARRS roles. The practice also hosts the local community
ECG service.
Job description
Job responsibilities
The following is the list of key tasks and responsibilities expected from the role:
Human Resources
- Line management of the Reception Manager and Admin Team and act as a practice level supervisor and lead for all ARRS staff.
- Managing the recruitment and retention of staff and maintaining accurate records.
- Establishing, reviewing and regularly updating job descriptions and person specifications. Ensuring all staff are legally and gainfully employed and that they understand the roles expected of them.
- Developing, implementing and embedding an effective staff appraisal system.
- Managing grievance and disciplinary issues in line with practice procedures and to suitable conclusion.
- Ensuring compliance with all HR requirements and legislation.
- Ensure adequate staffing levels are maintained across the practice.
- Evaluate performance of the Practice team against objectives, identify and manage change.
- Ensure all staff have the appropriate level of training to enable them to carry out their roles and to enable them to develop and progress in line with personal development plans.
- Lead on development of the staff health and wellbeing strategy and implementing its actions.
- Ongoing review and update to all items within GPTN and ensure staff are using it fully and effectively.
- Act as an out of hours contact for staff in urgent or emergency situations and in relation to absences.
Patient Service Delivery
- Ensure compliance with patient confidentiality at all times, in line with current legislation.
- Facilitate, promote and support the Patient Participation Group.
- Ensure all patient information is accurate, easily accessible and kept-up-to-date.
- Ensure patient involvement and engagement with practice goals.
- Ensure an effective complaints policy is in place and that complaints are handled in accordance with that policy and by required deadlines, keeping appropriate records and reporting accordingly when required.
- Actively encourage and promote the use of patient online services and ensure staff have the knowledge and resources to signpost patients correctly.
- Produce and publish communication for internal and external use such as a practice newsletter on a quarterly basis.
- Reviewing and updating the practice website.
Governance
- Ensure that the Practice complies with all Care Quality Commission legislation.
- Be responsible for the pro-active assessment & implementation of new policies, procedures and protocols and monitor outcomes and ensure the regular review of existing policies and procedures.
- Be responsible for the production of information and audits required by the practice, the NHS and other organisations.
- Undertake risk assessments and manage the Practice risk register.
Information Technology
- Plan and manage changes or developments to IT systems
- Oversee training for all new technology as required.
- Be responsible for ensuring the Practice complies with the Information Governance Framework and IT security, run audits and completing the annual DSPT.
- Ensure that appropriate system documentation is maintained and staff are aware of support pathways when problems occur.
- Obtain and maintain computer equipment to enable the day-to-day running of the practice.
- Manage practice IT systems and delegate staff as appropriate to act as administrators or champions.
- Have oversight of the practice telephone system, add new users, run reports, make adjustments to call flow where necessary and in particular in the absence of the Reception Manager or her deputy.
Practice Organisation
- Oversee the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities and working n conjunction with other leads/managers as required.
- Ensure that the Practice delivers all services in line with NHS contractual obligations.
- Promote and represent the Practice at external meetings / workshops and maintain up to date knowledge of NHS developments.
- Develop and maintain effective communication both within the Practice and with all relevant outside agencies, with close liaison with the SWL ICB and PCN colleagues.
- Maintain overall responsibility for administration, ensuring it remains effective and efficient.
- Maintain the practice diary, convene practice meetings, prepare agendas and ensure distribution of minutes ensuring that actions are documented and fulfilled.
- Be responsible for significant event and adverse incident reporting and ensuring reporting and actions are completed and records are maintained.
- Lead change and continuous improvement initiatives acting as a central link to all projects.
- Co-ordinate and lead the compilation of practice reports associated with key lead areas such as governance, staffing, premises and IT.
- Support the team as a whole to reach QOF and other targets and where appropriate to the lead areas of the role.
- Develop, implement and embed an effective communication strategy (internal and external).
- Act as a primary point of contact for NHSE, SWLICB, Sutton PCN, Community services, suppliers and other agencies.
Premises, Health & Safety, Equipment and Purchasing
- Ensure premises are cleaned and maintained to the highest standard, with adequate security and fire protection. Negotiate new contracts as required.
- Ensuring premises related risk assessments are carried out at appropriate intervals and actions implemented.
- Develop and review Health & Safety policy and procedures, in line with current legislation and ensure compliance.
- Manage the procurement of suitable equipment, supplies and services in conjunction with other staff as needed.
- Provide out of hours emergency key holding and response as required.
Job description
Job responsibilities
The following is the list of key tasks and responsibilities expected from the role:
Human Resources
- Line management of the Reception Manager and Admin Team and act as a practice level supervisor and lead for all ARRS staff.
- Managing the recruitment and retention of staff and maintaining accurate records.
- Establishing, reviewing and regularly updating job descriptions and person specifications. Ensuring all staff are legally and gainfully employed and that they understand the roles expected of them.
- Developing, implementing and embedding an effective staff appraisal system.
- Managing grievance and disciplinary issues in line with practice procedures and to suitable conclusion.
- Ensuring compliance with all HR requirements and legislation.
- Ensure adequate staffing levels are maintained across the practice.
- Evaluate performance of the Practice team against objectives, identify and manage change.
- Ensure all staff have the appropriate level of training to enable them to carry out their roles and to enable them to develop and progress in line with personal development plans.
- Lead on development of the staff health and wellbeing strategy and implementing its actions.
- Ongoing review and update to all items within GPTN and ensure staff are using it fully and effectively.
- Act as an out of hours contact for staff in urgent or emergency situations and in relation to absences.
Patient Service Delivery
- Ensure compliance with patient confidentiality at all times, in line with current legislation.
- Facilitate, promote and support the Patient Participation Group.
- Ensure all patient information is accurate, easily accessible and kept-up-to-date.
- Ensure patient involvement and engagement with practice goals.
- Ensure an effective complaints policy is in place and that complaints are handled in accordance with that policy and by required deadlines, keeping appropriate records and reporting accordingly when required.
- Actively encourage and promote the use of patient online services and ensure staff have the knowledge and resources to signpost patients correctly.
- Produce and publish communication for internal and external use such as a practice newsletter on a quarterly basis.
- Reviewing and updating the practice website.
Governance
- Ensure that the Practice complies with all Care Quality Commission legislation.
- Be responsible for the pro-active assessment & implementation of new policies, procedures and protocols and monitor outcomes and ensure the regular review of existing policies and procedures.
- Be responsible for the production of information and audits required by the practice, the NHS and other organisations.
- Undertake risk assessments and manage the Practice risk register.
Information Technology
- Plan and manage changes or developments to IT systems
- Oversee training for all new technology as required.
- Be responsible for ensuring the Practice complies with the Information Governance Framework and IT security, run audits and completing the annual DSPT.
- Ensure that appropriate system documentation is maintained and staff are aware of support pathways when problems occur.
- Obtain and maintain computer equipment to enable the day-to-day running of the practice.
- Manage practice IT systems and delegate staff as appropriate to act as administrators or champions.
- Have oversight of the practice telephone system, add new users, run reports, make adjustments to call flow where necessary and in particular in the absence of the Reception Manager or her deputy.
Practice Organisation
- Oversee the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities and working n conjunction with other leads/managers as required.
- Ensure that the Practice delivers all services in line with NHS contractual obligations.
- Promote and represent the Practice at external meetings / workshops and maintain up to date knowledge of NHS developments.
- Develop and maintain effective communication both within the Practice and with all relevant outside agencies, with close liaison with the SWL ICB and PCN colleagues.
- Maintain overall responsibility for administration, ensuring it remains effective and efficient.
- Maintain the practice diary, convene practice meetings, prepare agendas and ensure distribution of minutes ensuring that actions are documented and fulfilled.
- Be responsible for significant event and adverse incident reporting and ensuring reporting and actions are completed and records are maintained.
- Lead change and continuous improvement initiatives acting as a central link to all projects.
- Co-ordinate and lead the compilation of practice reports associated with key lead areas such as governance, staffing, premises and IT.
- Support the team as a whole to reach QOF and other targets and where appropriate to the lead areas of the role.
- Develop, implement and embed an effective communication strategy (internal and external).
- Act as a primary point of contact for NHSE, SWLICB, Sutton PCN, Community services, suppliers and other agencies.
Premises, Health & Safety, Equipment and Purchasing
- Ensure premises are cleaned and maintained to the highest standard, with adequate security and fire protection. Negotiate new contracts as required.
- Ensuring premises related risk assessments are carried out at appropriate intervals and actions implemented.
- Develop and review Health & Safety policy and procedures, in line with current legislation and ensure compliance.
- Manage the procurement of suitable equipment, supplies and services in conjunction with other staff as needed.
- Provide out of hours emergency key holding and response as required.
Person Specification
Other
Essential
- Ability to travel to and from site and attend external meetings quickly and easily
Experience
Essential
- Managing and working in multidisciplinary teams
- HR management incl recruitment, retention, induction, training, performance management
- Change management incl successfully developing and implementing projects
- Strong IT knowledge and experience of trouble shooting
- Governance and risk management
Desirable
- Working in a management role in a healthcare setting
- General practice IT incl EMIS web, docman, AccuRx, GPTN
- GP PMS contract and KPIs
- PCNs and other financial matters
- Premises management and H&S obligations
Knowledge and Skills
Essential
- Excellent communication skills
- Confident and assertive
- Excellent leadership skills
- Ability to develop, implement and embed practice policy and procedures
- Ability to motivate teams, enhance morale and maintain a positive working environment
- Excellent team work and team building skills
- Effective time management, planning and organisation
- Ability to exploit and negotiate opportunities to enhance service delivery
- Ability to work in a busy environment and to prioritise, delegate and work to tight deadlines
- Adaptable and flexible to a rapidly changing environment remaining diplomatic and calm in stressful situations
- Flexibility of working hours and ability to respond to the needs of the business
Qualifications
Essential
- GCSE Grade A-3 in Maths and English
- Management qualification e.g. ILM L5 or AMSPAR
- Evidence of continued professional development
Desirable
- HR or project management qualification
Person Specification
Other
Essential
- Ability to travel to and from site and attend external meetings quickly and easily
Experience
Essential
- Managing and working in multidisciplinary teams
- HR management incl recruitment, retention, induction, training, performance management
- Change management incl successfully developing and implementing projects
- Strong IT knowledge and experience of trouble shooting
- Governance and risk management
Desirable
- Working in a management role in a healthcare setting
- General practice IT incl EMIS web, docman, AccuRx, GPTN
- GP PMS contract and KPIs
- PCNs and other financial matters
- Premises management and H&S obligations
Knowledge and Skills
Essential
- Excellent communication skills
- Confident and assertive
- Excellent leadership skills
- Ability to develop, implement and embed practice policy and procedures
- Ability to motivate teams, enhance morale and maintain a positive working environment
- Excellent team work and team building skills
- Effective time management, planning and organisation
- Ability to exploit and negotiate opportunities to enhance service delivery
- Ability to work in a busy environment and to prioritise, delegate and work to tight deadlines
- Adaptable and flexible to a rapidly changing environment remaining diplomatic and calm in stressful situations
- Flexibility of working hours and ability to respond to the needs of the business
Qualifications
Essential
- GCSE Grade A-3 in Maths and English
- Management qualification e.g. ILM L5 or AMSPAR
- Evidence of continued professional development
Desirable
- HR or project management 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.