GP Practice Manager

Job description

Job responsibilities

Provide leadership and management skills to enable the practice to meet its agreed aims and objectives within a profitable, efficient, safe and effective working environment. Play a pivotal role in the effective delivery of high-quality services, ensuring the practice is safely run on a day-to-day basis incorporating good governance and a patient focused service. Provide oversight of the financial management, resourcing and regulatory compliance of the work of the practice.

Strategic management and planning

- Keep abreast of current affairs and identify potential threats and ensure all income-generating opportunities are explored and maximised

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 and with relevant outside agencies

Assess and evaluate practice requirements and manage expansion plans

Assist the practice in the wider community and assist with forging links with other local practices and relevant agencies and in particular working collaboratively with PCN (Primary Care Network)

Financial management

- Ensure that sound financial controls are consistently in place and followed.

• Manage practice budgets and seek to maximise income
• Oversee practice accounts; ensuring year-end figures are submitted promptly and liaise with practice accountant and partners
• Lead the budgeting and monitoring process each year, contributing to the longer term strategic planning
• Prepare and present financial plans including forecasting, monitoring information and reporting to the partners as required
• Understand and report on the financial implications of contract and legislation changes

• Monitor PAYE and contributions to the practice pension scheme(s) for all practice staff and ensure appropriate records are in place (outsourced)
• Monitor systems for handling and recording of cash, cheques and petty cas

Human resources

- Overall responsibility for recruitment and retention of staff working including contracts of employment and job descriptions

• Ensure that all members of staff are legally and appropriately employed. Monitor skill-mix and deployment of staff
• 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
• Develop and implement effective staff appraisal and monitoring systems for coordinating leave and managing workload.
• Support and mentor staff, both as individuals and as team members
• Lead on HR issues implementing effective systems for the resolution of disputes and grievances.
• Keep abreast of changes in employment legislation

Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies)

First point of contact for members of the PCN and other organisations for the delivery of NIS work, projects and schemes including the recruitment and retention of additional roles reimbursement scheme

Take an active role in the development and establishment of the PCN to ensure the practice reputation as providers of high quality services

Oversee contracts relating to the practice including partnership, staff, premises

Organisational

-Oversee meeting schedules, ensuring a process is in place for the management of meetings, distribution of minutes and outcomes

• Develop Practice protocols and procedures, review and update as required
• Ensure the practice are compliant with Health & Safety keeping abreast of current legislation
• Ensure that the practice has adequate business continuity plans in place
• Manage a policy review process to ensure a regular review of policies, standards and guidelines to keep the practice up to date with regulations and best practice
• Detailed knowledge of the GMS contract, QOF, local contracts and PCN

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 that the practice complies with NHS contractual obligations in relation to patient care
• Monitor surgery timetables, duty rotas and holiday cover
• Routinely monitor service delivery and assess practice performance against patient access and demand management targets
• Provide and manage an effective in-house complaints procedure, dealing with enquiries and complaints from patients effectively and efficiently to promote patient satisfaction
• Oversee the practice responsibilities for complaints, being a point of contact for concerns, supporting the team in responding to and coordinating the complaints process.

• Oversee the team ensuring they adhere to their individual responsibilities for identifying and reporting significant events, using a system of observation, audit and check, near miss identification, questioning, reporting and risk management.

• Coordinate patient participation meetings for patients, carers and GP practice staff who can meet to discuss practice issues and patient experience with the aim of improving or maintaining a quality service.
• Assist the practice in the wider community and assist with forging links with local practices and relevant agencies and in particular working collaboratively with the PCN and other local community groups.

Information management and technology

- Work with the network IT coordinator plan and support the delivery of IT system changes for the practice via the central support team

• Technical experience of working with Microsoft operating systems
• Knowledge and interest in IT infrastructure including office 365 and TEAMs
• Supporting the practice team in their use and developing process of Emis/Docman and other data stores and platforms
• Work with the Caldecott guardian and data protection officer to ensure the practice is compliant of all data security and protection obligations
• Oversee the IT management and support for the team both in the practice and for staff using remote access
• Maintain the practices website work with IT and developers ensuring changes to technology are reviewed and incorporated
• Information governance lead complementing GP partners Information governance rol

Health & safety:

This will include (but will not be limited to):

• Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
• Maintaining an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines and ensuring implementation across the business
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the practice
• Making effective use of training to update knowledge and skills, and initiate and manage the training of others
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed
• Actively identifying, reporting, and correcting health and safety hazards and infection hazards immediately when recognised
• Routine management of own team / team areas, and maintenance of work space standard

Equality and diversity:

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

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/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
• Effectively manage own time, workload and resources
• Manage the regulated activity and work with the partner to ensure compliance related to the management of regulated activities

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

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• Communicate effectively with patients and carers
• Recognize peoples needs for alternative methods of communication and respond accordingly

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 own work
• Participate in audits where appropriate.

Person Specification

Experience

Essential

• Experience of the NHS would be preferable or transferable management skills.
• A full driving license is required.

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

The Chiltern & The Brook surgeries

Address

High Street

Chalgrove

Oxon

OX44 7AF

Employer's website

https://www.watlington-surgeries.nhs.uk/ (Opens in a new tab)