Job summary
An
exciting opportunity has become available for an enthusiastic motivated
individual to join our friendly practice team as Practice Manager.
Experience
in leading, managing and developing a team in a changing and challenging
environment is essential. You will be responsible both for the strategic
development of the practice and for the overall day to day operation and
delivery of Primary Care GP services. Candidates will need a sound knowledge of
business and HR management, finance, and excellent communication skills at all
levels. Experience of primary care is desirable but not essential.
Main duties of the job
Job Summary:
Provide
leadership and management skills to enable the Practice to meet agreed aims and
objectives within a profitable, efficient, safe and effective working
environment. To ensure achievement with regards to performance against local
and national benchmarks and ensure compliance with statutory duties and
requirements.
Job
Responsibilities:
Strategic Management
and Planning, Financial Management, Human Resources, Administration Organisation, Patient Services, Information
Management and Technology, Confidentiality, Health & Safety, Equality and Diversity.
About us
We are an established, well regarded, and supportive training and teaching practice. The practice hold a PMS Primary Medical Services contract, achieve highly in QOF and are rated as Good by the CQC, serving 7,100 patients across three sites in Burton Joyce and Lowdham. We are well supported by an active patient participation group. We have an exciting five-year business plan and are looking for the right person to help lead our team through organisational development.
We have 1 GP Principal, 5 salaried GP's and 1 GP Registrar, who work closely with our nursing team to deliver high quality clinical care. The practices patients and clinical team are supported by the current Practice Manager, Assistant Practice Manager, Operations Manager, reception and administration teams. The practice has an excellent working relationship with their primary care partners including our Primary Care Network (who provide additional clinician roles eg. clinical pharmacists, social prescribers and first contact physiotherapists, paramedics),
Job description
Job responsibilities
Strategic Management
and Planning
- Contribute to Practice
strategy; formulate objectives and research and develop business ideas for
future Practice growth and 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.
- To be an
confident and vocal ambassador for the practice externally and champion
the priorities of the practice with stakeholders and enable success.
- Prepare and
annually update the Practice Development Plan, oversee the implementation
of the aims and objectives using a project management approach.
- Assess and
evaluate accommodation requirements and manage development and expansion
plans across a number of sites working with the lead Partner.
- Have the
ability to manage several practice sites and drive projects forward using
own initiative
- Focus on
continued review of practice procedures and communications practices to
ensure the best use of modern procedures and technology and ensure
efficient, safe and effective operations.
Financial Management
Financial
duties are currently supported by Moore and Smalley financial accountants. The
degree of support is negotiable for the new position.
- Manage Practice
budgets and seek to maximise income.
- Manage all
enhanced services to ensure project management approach for each and
successful delivery. Ensure appropriate remuneration from contracting
authorities.
- Through
negotiation with the CCG and preparation and submission of regular
development plans, ensure the Practice receives an appropriate and equitable
allocation of resources
- Understand and
report on the financial implications of contract and legislation changes
- Manage Practice
accounts; submit year-end figures promptly and liaise with the Practice
accountant
- Monitor
cash-flow, prepare regular forecasts and reports to the partners
- Manage and
reconcile bank accounts; negotiate/liaise with the Practice bankers
- Monitor and
reconcile income and expenditure statements and purchase/sales ledger
transactions
- 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.
Human Resources
Oversee the recruitment and retention of
staff and provide a general personnel management service
Ensure that all staff are legally and
gainfully employed. Monitor skill-mix
and deployment of staff
Manage staffing levels within target budgets
Evaluate, organize 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.Support and mentor staff, both as
individuals and as team members.Implement 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)
Organisational
Administration
support is provided by the Practice Administrator in delivery of these duties.
- Convene
meetings, prepare agendas and ensure distribution of minutes as necessary.
- Develop Practice
protocols and procedures, review and update as required
- Ensure that Practice
premises are properly maintained and cleaned and that adequate fire
prevention and security systems are in place
- Manage the
procurement of Practice equipment, supplies and services within target
budgets
- Develop and
review Health & Safety policies and procedures and keep abreast of
current legislation
- Arrange
appropriate insurance cover
- Ensure that the
Practice has adequate disaster recovery procedures in place
- Arrange
appropriate maintenance for Practice equipment
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 achieving at least the minimum standard of good in CQC assessments.
- Ensure the
practice achieves good scores in quality monitoring undertaken by the CCG,
NHS England and external agencies.
- Maintain
registration policies and monitor patient turnover and capitation
- Oversee and/or
develop repeat prescribing systems
- Oversee and/or
develop and manage an effective appointments systems
- Oversee and/or
organise surgery timetables, duty rotas and holiday cover
- Routinely
monitor and assess Practice performance against patient access and demand
management targets
- Develop and
implement an effective complaints management system
- Liaise with
patient groups
Information
Management and Technology
- Evaluate and
plan Practice IT implementation and modernisation
- Keep abreast of
the latest development in primary care IT including DoH initiatives such
EPRs 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
- Liaise with the CCG regarding systems procurement, IT funding and national IT development
programmes.
- Maintain the Practices
website and IT tools.
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
Health & Safety:
The post-holder will implement
and lead on the full range of promotion and manage their own and others
health, safety and security as defined in the practice Health & Safety
Policy, the practice Health & Safety Manual, and the practice Infection
Control policy and published procedures.
- 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.
- Maintain
an up to date knowledge of health and safety and infection control
statutory rules and best practice guidelines and ensure implementation
across the business
- 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 across the business. 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 correction of health and safety hazards and
infection hazards immediately when recognised
- Keeping
own work areas and general / patient areas generally clean, identifying
issues and hazards / risks in relation to other work areas within the
business, and assuming responsibility in the maintenance of general
standards of cleanliness across the business in consultation (where
appropriate) with other sector managers
- Undertaking
periodic infection control training (minimum annually). Routine
management of own team / team areas, and maintenance of work space
standards
Job description
Job responsibilities
Strategic Management
and Planning
- Contribute to Practice
strategy; formulate objectives and research and develop business ideas for
future Practice growth and 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.
- To be an
confident and vocal ambassador for the practice externally and champion
the priorities of the practice with stakeholders and enable success.
- Prepare and
annually update the Practice Development Plan, oversee the implementation
of the aims and objectives using a project management approach.
- Assess and
evaluate accommodation requirements and manage development and expansion
plans across a number of sites working with the lead Partner.
- Have the
ability to manage several practice sites and drive projects forward using
own initiative
- Focus on
continued review of practice procedures and communications practices to
ensure the best use of modern procedures and technology and ensure
efficient, safe and effective operations.
Financial Management
Financial
duties are currently supported by Moore and Smalley financial accountants. The
degree of support is negotiable for the new position.
- Manage Practice
budgets and seek to maximise income.
- Manage all
enhanced services to ensure project management approach for each and
successful delivery. Ensure appropriate remuneration from contracting
authorities.
- Through
negotiation with the CCG and preparation and submission of regular
development plans, ensure the Practice receives an appropriate and equitable
allocation of resources
- Understand and
report on the financial implications of contract and legislation changes
- Manage Practice
accounts; submit year-end figures promptly and liaise with the Practice
accountant
- Monitor
cash-flow, prepare regular forecasts and reports to the partners
- Manage and
reconcile bank accounts; negotiate/liaise with the Practice bankers
- Monitor and
reconcile income and expenditure statements and purchase/sales ledger
transactions
- 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.
Human Resources
Oversee the recruitment and retention of
staff and provide a general personnel management service
Ensure that all staff are legally and
gainfully employed. Monitor skill-mix
and deployment of staff
Manage staffing levels within target budgets
Evaluate, organize 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.Support and mentor staff, both as
individuals and as team members.Implement 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)
Organisational
Administration
support is provided by the Practice Administrator in delivery of these duties.
- Convene
meetings, prepare agendas and ensure distribution of minutes as necessary.
- Develop Practice
protocols and procedures, review and update as required
- Ensure that Practice
premises are properly maintained and cleaned and that adequate fire
prevention and security systems are in place
- Manage the
procurement of Practice equipment, supplies and services within target
budgets
- Develop and
review Health & Safety policies and procedures and keep abreast of
current legislation
- Arrange
appropriate insurance cover
- Ensure that the
Practice has adequate disaster recovery procedures in place
- Arrange
appropriate maintenance for Practice equipment
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 achieving at least the minimum standard of good in CQC assessments.
- Ensure the
practice achieves good scores in quality monitoring undertaken by the CCG,
NHS England and external agencies.
- Maintain
registration policies and monitor patient turnover and capitation
- Oversee and/or
develop repeat prescribing systems
- Oversee and/or
develop and manage an effective appointments systems
- Oversee and/or
organise surgery timetables, duty rotas and holiday cover
- Routinely
monitor and assess Practice performance against patient access and demand
management targets
- Develop and
implement an effective complaints management system
- Liaise with
patient groups
Information
Management and Technology
- Evaluate and
plan Practice IT implementation and modernisation
- Keep abreast of
the latest development in primary care IT including DoH initiatives such
EPRs 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
- Liaise with the CCG regarding systems procurement, IT funding and national IT development
programmes.
- Maintain the Practices
website and IT tools.
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
Health & Safety:
The post-holder will implement
and lead on the full range of promotion and manage their own and others
health, safety and security as defined in the practice Health & Safety
Policy, the practice Health & Safety Manual, and the practice Infection
Control policy and published procedures.
- 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.
- Maintain
an up to date knowledge of health and safety and infection control
statutory rules and best practice guidelines and ensure implementation
across the business
- 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 across the business. 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 correction of health and safety hazards and
infection hazards immediately when recognised
- Keeping
own work areas and general / patient areas generally clean, identifying
issues and hazards / risks in relation to other work areas within the
business, and assuming responsibility in the maintenance of general
standards of cleanliness across the business in consultation (where
appropriate) with other sector managers
- Undertaking
periodic infection control training (minimum annually). Routine
management of own team / team areas, and maintenance of work space
standards
Person Specification
Experience
Essential
- Management experience
- Workforce planning
- Experience of implementing change
- Experience of personal innovation
- Experience of management skills including human resources, finance, implementing new initiatives, quality assurance
- Advanced numeracy skills
- IT skills: Word/Excel
- Clear and effective written and oral communication
- Ability to work in a busy environment without direct supervision
- Dependable and flexible
- Well-developed interpersonal skills
Desirable
- Experience of working in the health or other public sector organisation
- Experience of Primary Care
- Experience of SystmOne
- Health and Safety
- Confidentiality
- Data Protection
- Risk Management
- NHS regulatory requirements
Qualifications
Essential
- QUALFICATIONS - Essential
- GCSE grade A to C in English and Maths
- Demonstration of ongoing professional development
- Education to degree level or equivalent experience
Desirable
- Primary Care Management Diploma/Certificate
Person Specification
Experience
Essential
- Management experience
- Workforce planning
- Experience of implementing change
- Experience of personal innovation
- Experience of management skills including human resources, finance, implementing new initiatives, quality assurance
- Advanced numeracy skills
- IT skills: Word/Excel
- Clear and effective written and oral communication
- Ability to work in a busy environment without direct supervision
- Dependable and flexible
- Well-developed interpersonal skills
Desirable
- Experience of working in the health or other public sector organisation
- Experience of Primary Care
- Experience of SystmOne
- Health and Safety
- Confidentiality
- Data Protection
- Risk Management
- NHS regulatory requirements
Qualifications
Essential
- QUALFICATIONS - Essential
- GCSE grade A to C in English and Maths
- Demonstration of ongoing professional development
- Education to degree level or equivalent experience
Desirable
- Primary Care Management Diploma/Certificate
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.
