Practice Manager

Job description

Job responsibilities

Job Summary

The Practice Manager (PM) has responsibility for the overall management of services in the practice. This includes responding to change, maintaining relevant reporting systems, liaising with partners and developing the business. The post-holder works collaboratively with the partners and Primary Care Network to meet the needs of patients and to deliver the practice priorities.

Key Responsibilities

Ensures effective running of operational work and including adequate staff cover for operational functions. The post-holder liaises with the partners to develop and maintain efficient and effective administrative and reception services to patients, partners, other clinical colleagues and all staff. Key responsibilities include:

Manage staff who have operational responsibilities in administration and reception

Manage human resource activities for staff

Maintaining financial governance and budgetary processes

Maintain smooth running of the practice systems and processes

Encourage a culture of continuous quality improvement

Assistance with implementation of new office procedures

Human Resources/Managing Staff

Contribute to creating a work environment

Recruit personnel

Promote a culture of continuous improvement

Promote change management to ensure positive morale

Maintain channels of communication between all members of the team

Oversee staff rotas

Ensure adherence to current employment law

Maintain up to date HR documentation,

Manage salaries, pensions and staff budget monitoring

Ensure adherence to all procedures and protocols, including confidentiality and GDPR

Oversee the in-house appraisal system

Arrange and undertake training in accordance with both individual and organisational training needs

Ensure partners are kept up to date with any issues around human resources

Finance

Provide strategic planning including provision of annual budgets and business plan

Manage practice budgets to ensure they remain within the limits set by the annual business plan

Monitor cash flow and provide monthly reports to the partners in business meetings

Maintain thorough familiarity with the relevant GMS/QOF/LES/DES/PEP/PCN regulations and requirements and ensure that the implications of all amendments are understood and implemented by practice members

Manage practice accounts to ensure probity in all financial matters

Ensure submission of any claims/audits to meet various deadlines and keep such records as to be able to check payments/authorization

Ensure that all income is claimed/invoiced, received and banked

Ensure year-end figures submitted to the practice accountant

Manage and reconcile bank accounts, income and expenditure statements, purchase/sales ledger transactions

Manage and monitor PAYE for practice staff and maintain appropriate records

Manage contributions to the practice pension scheme and maintain appropriate records

Calculate and submit returns and payments to HMRC at required intervals

Oversee the payment of invoices for goods and services

Manage appropriate systems for handling and recording of cash, cheques and petty cash

Ensure bookkeeping is kept up to date

Administration

Organise the provision of office, reception and secretarial services as required

Manage/oversee all rotas, including holidays, sickness, family leave, training and ensure absences are covered and recorded as necessary

Monitor activities of staff team

Develop practice protocols and procedures, review and update as required and ensure that partners and staff are aware

Ensure that the practice complies with NHS contractual obligations in relation to patient care

Routinely monitor and assess practice performance against patient access and demand management targets

Deal with all direct complaints from patients received via the practice or by other means, following laid down complaints procedure

Ensure adequate insurance cover for contents, computer equipment and buildings are in place. Maintain an inventory of practice possessions for insurance purposes

Ensure compliance with legislation relating to health and safety, fire safety, infection control, access for those with disability, GDPR etc and ensure that a fire drill is held at predetermined intervals

Investigate all reported accidents and work-related illnesses are dealt with in accordance with health and safety regulations and guidelines (investigate, record, report and follow up)

Ensure that the partners, staff and other visiting personnel are aware of security, health and safety arrangements and review these arrangements at regular intervals to ensure that they are being complied with

Ensure that the practice has an adequate disaster recovery procedure in place

Prepare annual reports, development proposals, business plans and other reports as necessary

Collect practice statistics according to requirements

Undertake audits

Information Management & Technology

Overview and ensure leadership for IT in the practice and support staff with IT problems

Monitor usage of practice systems (computers, telephones, alarms, etc.) and review usage

Liaise with computer suppliers and user groups

Change working practices to ensure best use of technological aids

Develop and manage practice website, social media sites and practice folders

Ensure compliance with information governance requirements including GDPR, national, NHS and practice data protection guidelines

Facilities Management

Ensure building facilities are maintained to satisfactory standards e.g. heating, lighting, security and cleanliness. Undertake regular inspections to ensure that the premises and their grounds are maintained in accordance with agreed standards of repair and cleanliness

Ensure provision for future maintenance of premises (repair/ heating/ lighting/ security)

Obtain estimates for repairs, replacements and redecoration and submit for consideration as necessary

Liaison

Liaise with relevant authorities e.g. ICB/PCN or equivalent organisations

Liaise as appropriate with other health care providers

Produce and update patient information documentation

Liaise with accountants, bank, landlord, tenants etc as necessary

Practice Development

Monitor national, regional and local developments, both NHS and general, which might impact on the practice and ensure that the partners are advised of these

Produce proposals, with budgets, funding sources and time scales for appropriate developmental projects to ensure practices optimal functioning

Manage all such projects and ensure that the partners are kept informed of any required changes or problems

Research and develop possible further business opportunities as agreed by the partnership

Health & Safety

Working with the practice team to ensure that staff are:

Using personal security systems within the workplace according to practice guidelines

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

Making effective use of training to update knowledge and skills

Reporting potential risks identified

Equality & Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues

Person Specification

Experience

Essential

• Experience of human resource management
• Experience of working in teams; able to promote teamwork and employee satisfaction
• Experience in negotiation and conflict management skills
• Experience in planning skills and ability to prioritise
• Experience in financial and budget management
• Experience as a business manager

Desirable

• Experience of working with regulatory bodies
• Experience in preparing for CQC inspections
• Experience of strategic business planning
• Project Management
• Change Management
• Premises Management

Knowledge and skills

Essential

• Excellent interpersonal and communication skills
• Excellent teamworking and motivational skills
• Excellent organisational skills
• Excellent IT skills

Desirable

• Using accounting software to manage small business accounts
• Knowledge of employment law and health and safety regulations
• Knowledge of GDPR

Qualifications

Essential

• Qualifications
• Qualified to "A" Level standard
• Evidence of a commitment to continuing professional development

Desirable

• Degree level certification
• Relevant management or financial 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.

Employer details

Employer name

Fell Tower Medical Centre

Address

575-583 Durham Road

Low Fell

Gateshead

NE9 5EY

Employer's website

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