Job responsibilities
Responsibilities:
Strategy & Business Development
Lead change and continuous improvement
Anticipate and plan for changes to contracts & staffing by identifying new business opportunities and succession planning
Market and promote the practice appropriately
Finance
Submit monthly payroll for processing
Ensure all services are claimed and maximise activity
Manage staff pension administration
Maintain standards of financial probity
Produce weekly reports to the partners on all financial matters
Implement cost saving programmes
Control purchases of all goods and services
Liaise with the practice accountant as required
Patient Services
Ensure that the Practice complies with NHS contractual obligations in relation to patient care
Ensure reception and administration teams are appropriately trained to manage patient inquiries and appointments
Oversee appointment system and track capacity and demand
Maintain Registration Policies and monitor patient turnover and capitation
Manage the interface with the PPG members organising a regular programme of meetings
Manage any complaints, ensuring they are fully investigated and responded to in line with the policy. Ensure all complaints are recorded for reference and reporting. Monitor and report trends or concerns
Human Resources
Ensure personnel records are maintained for all staff, including DBS checks, absenteeism and training records
Ensure mandatory and personal development training is completed
Responsible for the Recruitment, Induction and training of new staff
Guide, coordinate and plan staff training to meet development needs
Oversee in house education sessions for clinicians and staff
Oversee annual performance and appraisal process
Maintain all personnel records i.e. Sickness training contracts etc.
Keep up to date on changes to employment law
Maintain effective communication with all departments and all staff
Oversee and plan annual staff meetings and social activities
Manage surgery advertising and recruitment activity
Maintain current employment policies
Facilitate work experience and training
Ensure all required indemnity insurance in place and up to date
Oversee booking of locum's for clinical sessions and maintain clinical rota.
Annual leave calculations and oversight
Regulatory
Keep up to date with all regulatory requirements and ensure the practice is compliant with all regularity requirements e.g. CQC, ICB, GMC
Meetings
Ensure regular meetings are held to provide clear open communication within the practice
Services
Oversee delivery of all services including:
Core GMS
QoF
IIF
Enhanced services
Local services
PCN services (in conjunction with the PCN manager)
Operations / Premises/ Health & Safety
Management of the premises including Health and Safety aspects, ensuring compliance with health and safety legislation including risk assessments and compliance with mandatory training
Management of contracted services
Responsible for the procurement of practice equipment supplies and services ensuring best value
Oversee building maintenance and repairs
Handle all maintenance contracts for cleaning, waste removal etc.
Ordering of consumables equipment as appropriate
Maintain building security and systems
Instruct contractors for bad weather preparations and ensure safe access for patients
Oversee the booking and renting of rooms to appropriate organisations
Review and organise policies, procedures, risk assessments
Maintain all required insurance for buildings, staff and third parties
Investigate all accidents and dangerous incidents and make necessary reports
Information Technology
Implementation and maintenance of all associated requirements, upgrades, security and services supporting the practices IT systems
Audit and maintain confidentiality of information
Oversee IT to ensure current effective and up to date
Ensure GDPR compliance and IG toolkit completed annually
Ensure business continuity and disaster recovery plan current and in place
Maintain practice website
This role will be carried out giving consideration to:
Confidentiality:
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 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
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
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 the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
Work effectively with individuals in other agencies to meet patients needs
Effectively manage own time, workload and resources
Communication:
The post-holder should recognise the importance of effective communication within the team and will be able to:
Communicate effectively with other team members
Communicate effectively with patients and carers
Communicate effectively with commissioners and other external bodies and partners
Recognise peoples needs for alternative methods of communication and respond accordingly
Equality and Diversity:
The post-holder will support 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 which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
