Practice Manager

Job description

Job responsibilities

JOB SUMMARYTo provide leadership and management skills, enabling the Practice to meet agreed aims and objectives, with a profitable, efficient, safe and effective working environment. To be responsible for maintaining a happy and committed team and keeping the partners abreast of forthcoming changes in the NHS and options for responding to change.

JOB RESPONSIBILITIES PARTNERSHIP Work with the partners and management team on strategic planning for all aspects of the Practice Attend Practice meetings, organise agendas and papers Organise meetings and away days Liaise with solicitors Liaise with accountants/bank managers Deal with partnership changes Deal with CQC registration changes Maintain and update partnership agreements Manage record of Practice list size Ensure all clinical staff have the appropriate indemnity and manage any negligence claims Act as the representative of the Practice as and when required.

STRATEGIC MANAGEMENT AND PLANNING Keep up to date with the changes in the national and local health economy and identify opportunities and potential threats Contribute to Practice strategy, formulate objectives and develop ideas for future Practice development Develop and maintain effective communication both within the Practice and with relevant outside agencies Assess and evaluate accommodation requirement and manage development and expansion plans Agree and negotiate notional rent revaluations.

FINANCIAL MANAGEMENT Manage Practice budgets and seek to maximise income and reduce costs Negotiating with the CCG and NHS England and submission of business/development plans to 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, liaise with accountant, submit year end figures Monitor cash flow, prepare regular forecasts and report to partners Manage and reconcile bank accounts Negotiate/liaise with Practice bank managers Monitor and reconcile income and expenditure statement Manage GP partners drawings and superannuation and tax payments Manage and monitor PAYE for Practice staff and maintain appropriate records Manage contributions to the Practice pension scheme and maintain appropriate records Manage appropriate systems for handling and recording of cash, cheques and petty cash

HUMAN RESOURCES Managing the administration and nursing teams and taking lead responsibility Oversee the recruitment and retention of staff Ensure that all staff are legally and gainfully employed Monitor skill mix and deployment of staff Advise and recommend appropriate workforce levels for clinical and non-clinical staff Evaluate, organise and oversee staff induction and training to 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 change in employment legislation Maintain up to date HR documentation.

ORGANISATIONAL Convene meetings; prepare agendas and ensure distribution of minutes as necessary Develop and review Practice protocols, procedures and SOPs Ensure Practice premises are properly maintained and cleaned Ensure Practice premises have adequate fire prevention and security systems in place Manage the procurement of Practice equipment, supplies and services with target budgets Develop and review health and safety policies and procedures and keep abreast with current legislation Arrange appropriate insurance cover Arrange appropriate maintenance for medical and Practice equipment.

PATIENT SERVICES Adopt a strategic approach to the development and management of patient services Ensure service development and delivery is in accordance with local and national guidelines Ensure the Practice complies with the NHS contractural obligations in relation to patient care Oversee dispensary/repeat prescribing system Oversee effective appointment system Oversee surgery timetables, duty rotas and holiday cover Routinely monitor and assess Practice performance against patient access and demand management targets Develop and implement an effective complaints management system Monitor and evaluate patient feedback

IM & TECHNOLOGY Evaluate and plan Practice IT implementation and modernisation Motivate and support staff in the use of IT systems and oversee and evaluate IT training Set standard monitoring standard for data entry and collection Ensure the Practice has an effective IT data security, back up, maintenance and disaster recovery plan Keep abreast of the latest developments in Primary Care IT and regularly update the Practice team Maintain the Practice website Update the national IT Toolkit.

PRACTICE PREMISES Responsible for maintenance and safety of both Practice premises Responsible for security of both Practice premises.

OTHER TASKS Any other task as allocated by the GP partners.

CONFIDENTIALITY Information relating to patients, carers, colleagues and other healthcare workers of the business of the Practice may only be divulged in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data In the course of 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 health care 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.

HEALTH & SAFETY The post holder will implement and lead in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, Practice Health & Safety Manual, Infection Control Policy and other published procedures Using personal security systems Identifying the risk involved in work activities Making effective use of training to update knowledge and skills Using appropriate infection control procedures, maintaining work areas in a tidy and safe way, free from hazards Reporting potential risks identified Ensure all job holders across the Practice adhere to their individual responsibilities for infection control, Health & Safety, using a system of observation, audits, hazard identification, questioning and reporting of risk management Maintain an up to date infection control stature and ensure best guidelines are implemented across the business Using personal security systems within the workplace according to Practice guidelines Identifying the risk involved in work activities and undertaking such activities in a way that manages risks across the business Making effective use of training to update knowledge and skills and manage the training of others Following appropriate infection control procedures, maintaining work areas as clean, tidy, safe and free from hazards Actively identifying, reporting and correcting health and safety hazards when identified Keeping own work areas and general/patient areas clean, identifying issues and hazards/risks in relation to other work areas within the business and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers Undertake periodic infection control training (annual).

EQUALITY & DIVERSITY The post holder will support equality, diversity and rights of patients, carers and colleagues Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues Behave in a manner which is welcoming to and of the individual is non-judgmental and respect their circumstances, feelings, priorities and rights Asking in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures, policies and current legislation

COMMUNICATION The post holder should recognise the importance of effective communication within the team and 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

PERSONAL /PROFESSIONAL DEVELOPMENT The post holder will participate in any training programme implemented by the Practice as part of this employment, with such training to include; Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and professional development .

QUALITY The post holder will strive to maintain quality within the Practice and will 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 them team by reflecting on own and team activities and making suggestions to improve and enhance the teams performance Effectively manage own time, workload and resources.

CONTRIBUTION TO THE IMPLEMENTATION OF SERVICES Apply Practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect their work Participate in audit where appropriate

Person Specification

Experience

Essential

• 3 years senior management experience
• Working at a strategic level
• Working across organisations
• Business and service planning and development
• Managing Change
• Managing Resources
• Development of individuals and teams

Desirable

• 3 years senior management experience within a Health Service environment
• Broad NHS experience
• Clinical and corporate governance
• Project management
• Organisation development
• Performance management and audit

Qualifications

Essential

• Degree or equivalent qualification
• Evidence of continuing personal development

Desirable

• Postgraduate management qualification

Skills and Atributes

Essential

• Demonstrate strong leadership skills
• Evidence of business organisation and development
• Excellent communication skills
• Ability to motivate people, converse with people effectively, write reports and present information
• Ability to work with clinicians and senior managers
• Ability to make decisions
• Negotiation and influencing skills
• Financially skilled and astute; ability to manage budgets, secure funding and develop financial systems
• HR; Manage and develop people
• IT; Manage and develop systems
• Organise workload
• Time management

Desirable

• Manage facilities
• Analytical skills
• Research
• Project management

Personal

Essential

• Demonstrate strong leadership qualities
• Possess a professional appearance and manner
• Have drive and enthusiasm
• Self motivated
• Positive thinker
• Ability to challenge constructively
• Ability to work under pressure
• Car driver/owner

Knowledge

Essential

• Awareness and understanding of the NHS environment, especially in relation to Primary Care
• Health Service finance
• Legal obligations; employment, use of information and data
• Partnership issues
• Risk management

Desirable

• GMS contracts
• NHS 5 year forward plan
• Knowledge of the local health economy

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

Garnet Fold Practice

Address

374-376 St Helens Road

Bolton

Greater Manchester

BL3 3RR

Employer's website

https://www.garnetfoldpractice.nhs.uk/ (Opens in a new tab)