Job summary
Firs House Medical
Partnership is looking for an innovative, accomplished, pro-active leader with strong interpersonal skills who is
able to maintain this medical practice at the forefront of the local and
national changes in the NHS.
You must be a strategic thinker, IT literate,
financially astute, and have excellent organisational skills. A proven track
record of motivating and leading loyal and dedicated staff is essential.You will be supported by an excellent
management, administrative and clinical team.
Previous management experience and leadership skills are
essential, preferably in a health care environment.
Interviews are
planned for Saturday 4th February 2023.
Main duties of the job
The role
holder will manage the day-to-day running of 2 practices at different locations
in conjunction with the Reception Manager and Office Manager at each site, and
will ensure that all aspects of the practices are operating efficiently and
effectively, co-ordinating and enabling the work being undertaken by doctors
and staff.
The
Practice Manager is:
Accountable
for achieving and maintaining CQC standards
Responsible
for the execution / implementation of the Practices strategies and business
plan
Responsible
for managing all the internal affairs of both the Practices
Responsible
for the day-to-day administration and operation of the Practices
Provide
the partners with support, and experience
About us
We are a well-established and forward
thinking GMS practice with 12,500 patients. We have a happy, friendly and
excellent clinical team which consists of five GP partners, three salaried GP, an
Advanced Nurse Practitioner, three Practice Nurse, two Health Care Assistants, and
one Phlebotomist, committed to providing high quality and patient centred
primary care. We also work with an in house PCN Physiotherapist, PCN
Pharmacists, Care Co-Ordinator and Social Prescriber.
Two
of our GPs are involved in training of GP registrars. One of our GPs is PCN
co-clinical director and part of Local Medical Committee. We are a committed
member and lead Practice of Northern Villages Primary Care Network and Cambs GP
Federation.
We
place a high value on our work-life balance and constantly try to adapt our
workload to ensure we achieve the right balance and provide high standards of
care.
Job description
Job responsibilities
Strategic management and planning
- Keep
abreast of current affairs and identify potential risks and opportunities.
- Constantly
monitor, review and recommend change to ensure the Practice meets local and
national changes within the NHS.
- Contribute
to practice strategy; formulate objectives and research and develop ideas for
future practice development.
- Monitor
and evaluate performance of the practice team against objectives; identify and
manage change.
- Develop
and maintain effective communication both within the practice, the practices
within Cambridge Northern Villages PCN, relevant outside agencies and voluntary
and community organisations and other stakeholders.
- Prepare
and annually update the practice development/strategic plan, oversee the
implementation of the aims and objectives.
- Assess
and evaluate accommodation requirements and manage any development and
expansion plans
- Plan
financially and be aware of funding cuts/opportunities to ensure the Practice
is viable
Financial
management
- Manage
practice budgets and seek to maximise income through GMS, Quality and
Outcomes Framework (QOF), Incentive Schemes, Enhanced Services, Training and
LIS payments, other national and local incentives and advise on income
generation initiative.
- Lead and advise on PCN initiatives for the practice
and locality in accordance with national and local guidance.
- Monitor invoices, monitor reimbursements and
prepare cash flow projections. To liaise with the practice accountants in the
preparation of yearly accounts
- Inform Payroll Provider of monthly payroll changes.
- Advise and recommend on staff pay awards
- Monitor
cash-flow, prepare forecasts and reports for the partners as required
- Oversee
the manage and reconciliation of the Practices bank accounts; negotiate/liaise
with the practice Accountants
- Oversee
and manage the reconciliation of income and expenditure statements and
purchase/sales ledger transactions
- Manage
partners drawings
- Manage
and monitor PAYE for practice staff and maintain appropriate records
- Manage
contributions to the practice pension scheme(s) and maintain appropriate
records
- Manage
appropriate systems for handling and recording of cash and cheques and petty
cash
- Ensure
appropriate financial controls in place to protect access to the practices
bank accounts
Human
resources
- Liaise with Croner HR Service to organise and
maintain a complete Human Resource service for the practice.
- Oversee
the recruitment and retention of staff and provide a general personnel
management service
- Prepare contracts of employment, practice
employment policies and procedures in accordance with current legislation and
changing statutory requirements whist advising the partnership on good
employment practice.
- Monitor
skill-mix and deployment of staff.
- Advise on future team and individual development by
matching skills and strengths to the changing environment.
- Manage
staffing levels within target budgets.
- Evaluate,
organise and oversee staff induction and training and ensure that all staff are
adequately trained to fulfil their role.
- Manager
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 within the law.
- Keep
abreast of changes in employment legislation.
- Maintain
up-to-date HR documentation (including job descriptions, employment contracts
and employment policies).
- Promote a practice culture and adherence to core
values and honesty within working and personal relationships anticipating
problems and concerns.
- Facilitate training, teaching, education, and audit.
- Nurture innovation within the team to encourage
ownership of internal processes and improvements to working procedures.
- Contribute to the GP Registrar teaching programme.
Organisational & Service
Management
- Organise, attend and minute partnership meetings.
Attend multi-disciplinary and other meetings.
- To lead practice meetings and working parties
formed to support and manage the business of the practice, ensuring that agreed
actions are implemented and reported.
- Develop and strengthen professional networks
through liaison with other practices, PCNs, secondary care, voluntary and local
agencies, and other stakeholders.
- Adopt
a strategic approach to the development and management of patient services
- Work with PCN and community teams to shape services
and review skill mix and staff development and foster a climate of mutually
supportive working practice that benefits both
- Ensure
service development and delivery is in accordance with local and national
guidelines
- Ensure
that the practice complies with NHS contractual obligations in relation to
patient care
- Maintain
registration policies and monitor patient turnover and capitation
- Oversee
and/or develop and manage an effective appointments system
- Routinely
monitor and assess practice performance against patient access and demand
management targets
- Develop
and implement an effective complaints management system
- Liaise
in collaboration with patient groups/PALS (Patient Advice and Liaison Service) to
ensure that the patients voice is heard and incorporated, as appropriate, into
practice plans
- Work with patient complaints, suggestions, and
feedback to continually strive to provide services reflecting local need
- Drive quality improvements in the practice
- Develop
practice protocols and procedures, review and update as required and discuss
with members of the team how the policies, standards and guidelines will affect
their work.
- Update
information according to CQC guidelines, and Support the Practice in
achieving CQC registration and assessments.
- Organise, prepare, disseminate, and present
information to practice staff or outside agencies using PowerPoint or other
methods of communication if appropriate.
Information management and
technology and Information Governance
- Evaluate
and plan practice IT implementation
- Liaise with EMIS/ICS in the replacement,
maintenance and repair of IT hardware and software and supporting IT lead
- Keep
abreast of the latest developments in primary care IT including DoH (Department
of Health) initiatives such EPRs (electronic prescribing records) and disease
coding and regularly update the practice management team
- Motivate,
support and monitor staff in the use of IT; organise, oversee and evaluate IT
training
- Set
targets and monitoring standards for data entry and data collection
- Ensure
that the practice has effective IT data security, back-up, maintenance and
disaster recovery plans in place
- Prepare and maintain a business continuity plan for
data recovery and minimal loss of service in the event of computer failure
- Ensure
all procedures/policies around Information Governance are in place together
- Advise on and develop robust policies and
procedures relating to confidentiality, Access to Medical Records and Data
protection in accordance with current and changing legislation.
- Liaise
with the ICS regarding systems procurement, IT funding and national IT
development programmes.
- Maintain
the practices website.
- Act as the Deputy Caldicott Guardian for the
practice
Premises and Equipment
- Manage the assets of the practice on behalf of the
partnership
- Maintain the building by advising the partners of
any maintenance, renewal or repairs required
- Ensure legal inspection is in place for premises
and associated equipment
- Maintain the security of the premises and assets by
regular maintenance of security procedures, alarm systems and procedures
- Ensure the cleanliness, general hygiene and
appearance of the practice premises following Control of Infection requirements
and Health and Safety Standards
- Advise and recommend on equipment requirements and
purchase
- Organise general maintenance of practice equipment
Job description
Job responsibilities
Strategic management and planning
- Keep
abreast of current affairs and identify potential risks and opportunities.
- Constantly
monitor, review and recommend change to ensure the Practice meets local and
national changes within the NHS.
- Contribute
to practice strategy; formulate objectives and research and develop ideas for
future practice development.
- Monitor
and evaluate performance of the practice team against objectives; identify and
manage change.
- Develop
and maintain effective communication both within the practice, the practices
within Cambridge Northern Villages PCN, relevant outside agencies and voluntary
and community organisations and other stakeholders.
- Prepare
and annually update the practice development/strategic plan, oversee the
implementation of the aims and objectives.
- Assess
and evaluate accommodation requirements and manage any development and
expansion plans
- Plan
financially and be aware of funding cuts/opportunities to ensure the Practice
is viable
Financial
management
- Manage
practice budgets and seek to maximise income through GMS, Quality and
Outcomes Framework (QOF), Incentive Schemes, Enhanced Services, Training and
LIS payments, other national and local incentives and advise on income
generation initiative.
- Lead and advise on PCN initiatives for the practice
and locality in accordance with national and local guidance.
- Monitor invoices, monitor reimbursements and
prepare cash flow projections. To liaise with the practice accountants in the
preparation of yearly accounts
- Inform Payroll Provider of monthly payroll changes.
- Advise and recommend on staff pay awards
- Monitor
cash-flow, prepare forecasts and reports for the partners as required
- Oversee
the manage and reconciliation of the Practices bank accounts; negotiate/liaise
with the practice Accountants
- Oversee
and manage the reconciliation of income and expenditure statements and
purchase/sales ledger transactions
- Manage
partners drawings
- Manage
and monitor PAYE for practice staff and maintain appropriate records
- Manage
contributions to the practice pension scheme(s) and maintain appropriate
records
- Manage
appropriate systems for handling and recording of cash and cheques and petty
cash
- Ensure
appropriate financial controls in place to protect access to the practices
bank accounts
Human
resources
- Liaise with Croner HR Service to organise and
maintain a complete Human Resource service for the practice.
- Oversee
the recruitment and retention of staff and provide a general personnel
management service
- Prepare contracts of employment, practice
employment policies and procedures in accordance with current legislation and
changing statutory requirements whist advising the partnership on good
employment practice.
- Monitor
skill-mix and deployment of staff.
- Advise on future team and individual development by
matching skills and strengths to the changing environment.
- Manage
staffing levels within target budgets.
- Evaluate,
organise and oversee staff induction and training and ensure that all staff are
adequately trained to fulfil their role.
- Manager
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 within the law.
- Keep
abreast of changes in employment legislation.
- Maintain
up-to-date HR documentation (including job descriptions, employment contracts
and employment policies).
- Promote a practice culture and adherence to core
values and honesty within working and personal relationships anticipating
problems and concerns.
- Facilitate training, teaching, education, and audit.
- Nurture innovation within the team to encourage
ownership of internal processes and improvements to working procedures.
- Contribute to the GP Registrar teaching programme.
Organisational & Service
Management
- Organise, attend and minute partnership meetings.
Attend multi-disciplinary and other meetings.
- To lead practice meetings and working parties
formed to support and manage the business of the practice, ensuring that agreed
actions are implemented and reported.
- Develop and strengthen professional networks
through liaison with other practices, PCNs, secondary care, voluntary and local
agencies, and other stakeholders.
- Adopt
a strategic approach to the development and management of patient services
- Work with PCN and community teams to shape services
and review skill mix and staff development and foster a climate of mutually
supportive working practice that benefits both
- Ensure
service development and delivery is in accordance with local and national
guidelines
- Ensure
that the practice complies with NHS contractual obligations in relation to
patient care
- Maintain
registration policies and monitor patient turnover and capitation
- Oversee
and/or develop and manage an effective appointments system
- Routinely
monitor and assess practice performance against patient access and demand
management targets
- Develop
and implement an effective complaints management system
- Liaise
in collaboration with patient groups/PALS (Patient Advice and Liaison Service) to
ensure that the patients voice is heard and incorporated, as appropriate, into
practice plans
- Work with patient complaints, suggestions, and
feedback to continually strive to provide services reflecting local need
- Drive quality improvements in the practice
- Develop
practice protocols and procedures, review and update as required and discuss
with members of the team how the policies, standards and guidelines will affect
their work.
- Update
information according to CQC guidelines, and Support the Practice in
achieving CQC registration and assessments.
- Organise, prepare, disseminate, and present
information to practice staff or outside agencies using PowerPoint or other
methods of communication if appropriate.
Information management and
technology and Information Governance
- Evaluate
and plan practice IT implementation
- Liaise with EMIS/ICS in the replacement,
maintenance and repair of IT hardware and software and supporting IT lead
- Keep
abreast of the latest developments in primary care IT including DoH (Department
of Health) initiatives such EPRs (electronic prescribing records) and disease
coding and regularly update the practice management team
- Motivate,
support and monitor staff in the use of IT; organise, oversee and evaluate IT
training
- Set
targets and monitoring standards for data entry and data collection
- Ensure
that the practice has effective IT data security, back-up, maintenance and
disaster recovery plans in place
- Prepare and maintain a business continuity plan for
data recovery and minimal loss of service in the event of computer failure
- Ensure
all procedures/policies around Information Governance are in place together
- Advise on and develop robust policies and
procedures relating to confidentiality, Access to Medical Records and Data
protection in accordance with current and changing legislation.
- Liaise
with the ICS regarding systems procurement, IT funding and national IT
development programmes.
- Maintain
the practices website.
- Act as the Deputy Caldicott Guardian for the
practice
Premises and Equipment
- Manage the assets of the practice on behalf of the
partnership
- Maintain the building by advising the partners of
any maintenance, renewal or repairs required
- Ensure legal inspection is in place for premises
and associated equipment
- Maintain the security of the premises and assets by
regular maintenance of security procedures, alarm systems and procedures
- Ensure the cleanliness, general hygiene and
appearance of the practice premises following Control of Infection requirements
and Health and Safety Standards
- Advise and recommend on equipment requirements and
purchase
- Organise general maintenance of practice equipment
Person Specification
Personal Qualities
Essential
- A solutions focused approach
- Intelligent with a fast learning ability
- Excellent communication (oral and written) and inter-personal skills
- Ability to listen and empathise
- Delegation and empowerment of staff
- Appropriate IT skills
- Leadership skills, including excellent people management skills
- Good time management
- Computer literate
- Problem solving
- Negotiating and managing conflict
- Able to manage change and cope with pressure
- Networking and facilitation
- Self-motivating and self-confident able to work with minimal direction
- Adaptable and innovative
- Enthusiasm, with energy and drive
- Gains respect by example and leadership
- Trustworthy, honest, reliable, caring and sympathetic
- Strategic thinking with vision
- Hard working, reliable and resourceful
- Willing to work flexible hours as necessary
- Considered, steady approach
- Diplomacy
Qualifications
Essential
- Preferably educated to degree level, but certainly with evidence of a sound education to A level standard or equivalent
- Evidence of a commitment to continuing professional development
Desirable
- Relevant management or finance qualification or degree
Experience
Essential
- Experience of and success at communicating and managing people
- Experience of working in teams and able to promote a team spirit
- Working in an IT environment
- Experience as a business manager, with knowledge of employment law and small business accounts
Desirable
- Management experience in the NHS or in practice management
Person Specification
Personal Qualities
Essential
- A solutions focused approach
- Intelligent with a fast learning ability
- Excellent communication (oral and written) and inter-personal skills
- Ability to listen and empathise
- Delegation and empowerment of staff
- Appropriate IT skills
- Leadership skills, including excellent people management skills
- Good time management
- Computer literate
- Problem solving
- Negotiating and managing conflict
- Able to manage change and cope with pressure
- Networking and facilitation
- Self-motivating and self-confident able to work with minimal direction
- Adaptable and innovative
- Enthusiasm, with energy and drive
- Gains respect by example and leadership
- Trustworthy, honest, reliable, caring and sympathetic
- Strategic thinking with vision
- Hard working, reliable and resourceful
- Willing to work flexible hours as necessary
- Considered, steady approach
- Diplomacy
Qualifications
Essential
- Preferably educated to degree level, but certainly with evidence of a sound education to A level standard or equivalent
- Evidence of a commitment to continuing professional development
Desirable
- Relevant management or finance qualification or degree
Experience
Essential
- Experience of and success at communicating and managing people
- Experience of working in teams and able to promote a team spirit
- Working in an IT environment
- Experience as a business manager, with knowledge of employment law and small business accounts
Desirable
- Management experience in the NHS or in practice management
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.
