Job responsibilities
Core Tasks and Functions
Management of Human Resources:
- Ensure the effective recruitment, selection and induction of all new staff to ensure compliance with employment law and NHS verification of staff.
- Ensure Equality and Diversity rights are met
- Arrange Clinical Locum cover when required and ensure mandatory verifications are completed.
- Complete the induction of all members associated with the training programme.
- Ensure staff personnel files are up to date and compliant with legislation.
- Develop teamwork ensuring well-run regular staff meetings and social functions.
- Deal with grievances and disciplinary matters as may be required in conjunction with the GP Partners.
- Review pay and conditions of staff and advise the partners accordingly.
- Ensure that all statutory requirements are fulfilled and adopt changes as and when they occur through advice and employment law changes.
- Ensure training needs are identified and developed with each staff member and an annual training plan is completed as part of the appraisal system.
- Ensure performance is managed and there is appropriate supervision of staff.
- Participate in clinical staff and the deputy practice managers yearly in house appraisal and develop personal development plans
- Plan team training during protected learning time (PLT)
- Undertake yearly appraisal of non-clinical staff.
- Ensure that training is carried out and an accurate training matrix is maintained
- Awareness of staff training to ensure compliant with GMC standards and CQC compliance
- Monitor annual leave and TOIL of staff and maintain accurate records.
Management of Information Technology systems:
Ensure development of the practices IT systems and lead the Practice in improving IT
Ensure the training of all personnel and users of the practice IT systems.
Lead on Information Governance and ensure policies are up to accurate and compliant.(see separate job description for IG)
Oversight and development of the Practice Website
Ensure confidentiality of data and conformity to the Data Protection Act and Medical Records and Reports Acts and the Freedom of Information Act.
Support GP Partners in the role as the Caldecott Guardian
Manage the IT clinical appointment system.
Ensure access to relevant members via NHS Smartcard
Set up new users on the clinical system
Assist with the general maintenance of the Practice website and NHS Choices information
Ensure that appropriate computer searches, audits and reports are carried out.
Practice Planning:
Participate and work with the groups determining future policy, including Integrated Care Board, Primary Care Network, Forums, Practice Managers meetings and the Federation.
Develop business cases and tenders to provide future services.
Explore innovative ideas for provision of services to suit the needs of the practice population and the professionals working within the practice team.
Liaise with other local practices through the practice managers forum and other relevant forum
Financial Resources:
Oversee the practice income and ways to maximise profit
Liaise with Medicine Management to ensure efficient use of prescribing medication
Ensure controls of expenditure whilst ensuring necessary investment in resources.
Ensure all income-generating opportunities are explored and maximised.
Provide budgetary and cash flow forecasting to the partners.
Ensure policies to protect the practice against fraud and financial mismanagement.
Ensure correct payments and reclaims are processed
Ensure the accountancy package is completed in a timely manner and manage the practices bank account.
Work together with the GP Partners and the Practice Accountant to maximise profit and keep accurate accounting records.
Submit all monthly, quarterly and annual financial claims, including the CQRS system
Complete payroll monthly through the outsourced payroll services company
Raise invoices and ensure proper records are maintained for non-NHS fees
Banking
Ensure correct payment of supplies and expenses.
Ensure correct billing for services and systems to reclaim monies owed.
Ensure appropriate control of the petty cash account
Management of Partnership issues:
Ensure effective partners meetings with clear agendas and action plans..
Provide management advice and information to the partners in order for them to make decisions about the running of the practice.
Deal with partnership changes retirements, new appointments, legal, financial and patient-related implications.
Ensure medical indemnity for all clinicians is up-to-date.
Complete the Minutes of Partnership Meetings and provide admin assistance to the Practice Manager.
Management of operational systems:
Oversight of all operational systems, including the telephone system, appointments system, messages, visits, results, prescribing systems, access, incoming mail, scanning, etc.to achieve function at an optimum level all times. Manage the systems through delegation to staff team leaders.
Oversight of systems under the Quality and Outcome Framework (organisational and clinical) including monitoring of points attainment.
Approve and help to implement enhanced services and other contractual services.
Ensure the running of systems for QOF and enhanced Services are compliant
Assist in any auditing of the processes (internal and external)
Care Quality Commission:
Advise the partners on action needed to maintain compliance with the CQC requirements, and ensure the practice systems and procedures meet the Essential Standards.
Ensure policies and procedures are updated and maintained.
Manage the process by which the practice maintains registration under the CQC.
Support the partners through any inspection visits from the CQC.
Implement and follow up any action or improvements required by the CQC in order to maintain registration.
Ensure evidence is completed to ensure compliance
Premises:
Oversee processes for the maintenance, repair and cleaning of premises.
Ensure appropriate insurance of premises, equipment and stock.
Ensure security measures of premises and personnel, including intruder alarms, fire alarms and panic buttons.
Ensure risk assessments are regularly carried out and documented
Ensure all health and safety requirements are met.
Ensure appropriate testing and calibration of clinical equipment as appropriate
Liaise with contractors to ensure work completed
Project manage any improvements where necessary
Patients Services:
Liaise with the Patient Participation Group.
Manage and review patient satisfaction surveys.
Manage patient complaints, either informal or formal, using the practices in-house complaints procedure.
Ensure significant event audits are carried out.
Ensure patient information is up-to-date and available, such as the practice brochure, and patient leaflets.
Safeguarding:
Act as a co-ordinator supporting all staff in conjunction with the GP Partners
Act as a Single Point of Contact (SPOC) for partner agencies,
Assist Lead Clinician and in updating and embedding policies and procedures,
Align recruitment processes and HR Policies to include safe recruitment and retention requirements i.e. suitability for post, training and induction of existing and new staff,
Arrange for appropriate staff updates/training and monitor attendance.
Lead person responsible for infection prevention and control.
- To complete the IPC Audit Tool and liaise with the other practice leads including to implement actions
- Undertake any reasonable request to support the practice in providing NHS GP services to our patients.