Practice Manager

Job description

Job responsibilities

The following are the core responsibilities of the Practice Manager. There may be, on occasion, a requirement to carry out other tasks as agreed with or directed by the partners. This will be dependent upon factors such as workload and staffing levels.

General responsibilities

a. Oversee the day-to-day operations of the organisation, ensuring staff achieve their responsibilities.

b. Functional management of all clinical and administrative staff.

c. Work closely with the managing partners to enable the successful running on the practice.

d. Be aware of the practices contractual responsibilities and ensuring the organisation maintains compliance with its NHS contractual obligations.

e. Ensure the delivery of efficient and effective services to our practice population by leading on change and initiatives at the practice.

f. Ensure effective communication and co-ordination across the practice.

g. Coordinate the organisation diary, ensuring meetings are scheduled appropriately.

h. Act as the primary point of contact for NHS(E), ICB, community services, suppliers, and other external stakeholders.

Patient services

i. Maintain registration policies and monitor patient turnover and capitation.

j. Oversee and develop repeat prescribing systems.

k. Oversee and manage an effective appointments system.

l. Manage all complaints in line with current legislation and guidance.

m. Support the management of the Patient Participation Group.

Contractual

n. Be aware and keep up to date with the requirements of the Quality and Outcomes Framework (QOF) and enhanced services and the contractual requirements of these. Being proactive and implement processes to ensure the practice maximises performance with support of the managing partner.

o. Take lead responsibility for the requirements of the Primary Care Network (PCN) and services and requirements linked to the PCN. Attend PCN meetings and lead the practice in necessary actions.

p. Be aware of the Care Quality Commission inspection requirements and ensure the practice is managed and service delivered in line with those standards.

q. Create and contribute to practice policies, protocols, and procedures, reviewing and updating as required, to include significant events amongst other areas.

Information Technology

r. Manage practice IT systems, working closely with the team to ensure all IT systems are effective and used appropriately.

s. Ensure compliance with information governance policies and information technology security procedures.

t. Take the lead role for information governance.

u. Maintain the practice website, NHS Choices and any other relevant platforms.

v. Support the use of patient online services and develop necessary policies for these.

Staffing/Human Resources

w. Lead, or support in practice staff HR matters with the support of the practice partners. To represent the practice at tribunals if necessary.

x. Manage the recruitment, retention, induction, training and updating of the practice staff.

y. Ensure all staff are legally and gainfully employed by establishing, reviewing and regularly updating job descriptions, person specifications and other HR documentation.

z. Monitor staff sickness and absence and mitigate any impact to practice staffing rotas. Perform return to work interviews after sickness absence.

aa. Implement and embed an effective staff appraisal process.

bb. Implement effective systems for the resolution of disciplinary and grievance issues.

cc. Maintain an effective overview of and ensuring compliance with HR legislation.

dd. Ensure all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively.

Finances

ee. Manage the financial elements of the organisation, including budgets, bank accounts, accounting systems, petty cash, and similar. Seek to maximise income and reduce expenditure in conjunction with the partners.

ff. Maintain an effective liaison with the accountant, overseeing organisation accounts, ensuring year-end figures are presented.

gg. Brief partners on all financial matters, including forecasting of outcomes.

hh. Manage and processing partners drawings along with the managing partner, as well as PAYE and pensions for practice staff.

ii. Ensure the organisation has appropriate insurance cover.

jj. To strive to increase, or maintain, practice profitability.

Operational/strategic planning

kk. Supervise and oversee al contractual services including QOF, enhanced services and ensure efficient performance and claiming.

ll. Develop, implement, and embed an efficient business continuity/resilience plan.

mm. Manage the procurement of organisation equipment, supplies and services ensuring adequate stocks and supplies for day to day working.

nn. Coordinate the reviewing and updating of all organisation policies and procedures.

oo. Keep abreast of new development to identify threats and opportunities, coordinating practice strategy and leading on the practice development plan (PDP) along with managing partner.

pp. Undertake delegated or required tasks and be wholly responsible for them.

qq. Liaise at external meetings as required.

Premises

rr. Management the premises, including health and safety aspects such as risk assessments and mandatory training.

ss. Review health and safety policies and procedures to keep abreast of current legislation.

tt. Ensure all practice equipment is regularly serviced and calibrated, including necessary PAT testing.

Secondary responsibilities

In addition to the primary responsibilities, the Practice manager may be requested to

a. Deputise for the partners at internal and external meetings

b. Partake in audit as requested by the audit lead

Person Specification

Qualifications

Essential

• Good standard of education with excellent literacy and numeracy skills
• Experience of working with the general public
• Experience of managing accounting procedures including budget and cash flow forecasting
• Experience of working in a healthcare setting
• Experience of managing large multidisciplinary teams
• Experience of performance management including appraisal writing, staff development and disciplinary procedures
• Experience of successfully developing and implementing projects
• Experience of workforce planning, forecasting and development
• Excellent communication skills (written, oral and presenting)
• Excellent leadership skills
• Disclosure Barring Service (DBS) check
• Flexibility to work outside of core office hours

Desirable

• Educated to degree level in healthcare or business
• Leadership and/or management qualification
• AMSPAR qualification
• NHS/primary care general practice experience
• Relevant health and safety experience

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

Deer Park Family Medical Practice

Address

Wollaton Vale Health Centre

Wollaton Vale

Nottingham

Nottinghamshire

NG8 2GR

Employer's website

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