Practice Manager

Job description

Job responsibilities

Key responsibilities

Practice Development and Clinical Governance:

Chair and co-ordinate agenda and attendance at weekly meetings, and implement actions.

Co-ordinate production of practice development plans and reports, review contribution to national and local contracts / areas of work.

Review clinical services regularly, recommend and implement changes as agreed with GPs

Co-ordinate the process of practice strategy formulation and review.

Co-ordinate the process of organisational audit under the direction of partners; review and disseminate the results.

Co-ordinate the process of clinical audit and submission of relevant info (CGPSAT) under local / national Clinical Governance arrangements.

Develop practice health and safety policy, ensuring compliance with legal requirements, ensure systems are in place to minimise risk and identify potential problems.

Evaluate development and training requirements of administrative staff.

Ensure practice is compliant with GDPR.

Manage practice significant events reviews.

GP / Partnership Issues:

Draw up GP rotas to maximise use of available clinical time, ensuring appropriate use of the skill-mix available.

In liaison with the Partners, identify the need for locum staff, oversee bookings and ensuring timely claims are made when relevant.

Be familiar with the partnership agreement, to help ensure compliance.

Co-ordinate all arrangements in respect of changes to partnership, including recruitment / retirements.

Finance:

Responsible for the finances of the practice

Develop and control practice budgets and financial systems.

Prepare financial budgets and cash-flow forecasts.

Support the partners in contractually meeting clinical targets from NHS Wales.

Liaise with the health-board / SSP regarding queries related to contractual payments.

Oversee administration of NHS pension scheme within the practice.

Monitor transactions and expenditure, along with petty cash system.

Support accountants with practice PAYE system within HMRC / NHS Pension scheme requirements.

Responsibility for settlement of accounts, with automated payments, online banking, cheques etc.

Monitor insurance policies and ensure payments are kept up to date, review policies meet needs of practice regularly.

Ensure financial controls are in place in relation to practices monthly accounts, carry out bank reconciliation and balance monthly accounts.

Prepare all relevant financial documentation for the preparation of annual accounts with the accountant.

Establish and maintain systems to maximise income, identify opportunities to increase income, and report areas of underperformance.

Support our accountants to calculate and arrange payments of monthly GP Partner drawings in liaison with GPs.

Reconcile quarterly statement of income against practice records, analyse information and address all financial inconsistencies.

Act as first point of contact for bank and accountant.

Report regularly on finances, undertake feasibility studies and provide information on new proposals as requested.

Patient and Community Services:

Manage senior-administrative staff, and oversee all services to patients

Produce, update and monitor practice information eg leaflet, website, social media etc.

Review, plan and market services as appropriate

Liaise with clinical and community staff over clinical and health promotion activities, plan and implement clinics in response to patient need, review and update systems and service provision.

Maintain the practices complaints procedure, manage complaints capably, to diffuse them where possible, and in collaboration with partners when required.

Consolidate links to community organisations and other local resources, establish and maintain patients participation in the practice.

Represent the practice at cluster level.

Monitor capitation

Oversee effective appointments systems.

Human Resources:

Responsible for all employed staff.

Evaluate the systems for monitoring reception / admin staff rotas and allocation of work.

Co-ordinate the recruitment of all staff, chair selection panel, produce job adverts, job specifications etc, ensure appropriate checks are made e.g. DBS.

Identify practice staff training needs, ensure induction for all new staff, organise in-house training, identify and facilitate appropriate external training.

Keep up to date with employment legislation, monitor all contracts and make recommendations for amendment when necessary.

Ensure that all members of staff are kept up to date with any relevant changes within the practice.

Oversee pay-scales, with increments at the appropriate time.

Ensure disciplinary and grievance procedures are in place and are used appropriately. Handle and resolve minor incidents, for more serious incidents -invoke procedures in collaboration with the partners.

Co-ordinate staff appraisal procedures, carry out reception and admin staff performance reviews, promote appropriate opportunities for mentoring.

To proactively encourage and foster effective teamwork, dealing with issues sensitively and effectively when they arise.

To liaise with attached staff, arranging meetings where necessary to enhance patient care.

Premises and Equipment:

Together with senior admin team, devise and maintain systems for ensuring adequate stocks of stationery, clinical and other supplies, review on a regular basis. Negotiate with suppliers for best discounts available

Organise maintenance schedules, recommend purchase of new pieces of equipment, and undertake feasibility studies.

Plan and monitor premises maintenance and cleaning services, liaising with or supervising contractors as necessary.

Ensure adequate premises security, test and review regularly, liaise with crime and fire prevention officers.

Ensure practice complies with Health and Safety legislation through responsibility for the practice policy, disseminate policy to all users of the premises.

In liaison with partners, oversee financial controls of project management for equipment or premises upgrade or move, liaise with outside professionals as required, communicate practice views as appropriate.

Assess and evaluate accommodation requirements and manage development and expansion opportunities.

Liaise with NHS Wales in 3 yearly notional rent reviews of buildings.

IT:

Plan, implement and oversee systems for the flow of patient records around the surgery, and the integration of information into patients records.

Undertake and/or co-ordinate computer searches and reports.

Review telephony services/contracts.

Devise and oversee all systems for data security and protection, including back-up.

Negotiate servicing and maintenance of hardware.

Identify any new IT system requirements, liaise with NWIS.

Lead on IT crisis prevention, assess effectiveness of system and safety/security of data.

Ensure all staff have appropriate access to the necessary IT/ software

Person Specification

Experience

Essential

• Experience and success of communicating with and managing people
• Experience of working in teams; able to promote teamwork and employee satisfaction
• Experience of business management, IT, and people accountabilities
• Financial management experience including understanding of spread sheets
• Knowledge and understanding of employment law and small business accounts

Desirable

• Management experience in the NHS/Welsh Government/Healthboard/Primary Care organisations
• Experience of strategic business/organisation planning
• Experience of working with regulatory bodies and preparing for inspections

Qualifications

Essential

• Evidence of a sound education to A level standard or equivalent
• Right to work in the UK

Desirable

• Degree level certification
• Relevant qualifications in management, business or finance
• Evidence of commitment to continuing professional development

Skills

Essential

• A solutions focused approach to problem solving
• Intelligent with a fast-learning ability
• Adaptable to changing work environment
• Effective communication (oral and written) and excellent inter-personal skills
• Advanced inter-personal skills including warmth and discretion
• Approachable with the ability to listen and empathise
• Delegation and empowerment of staff
• Appropriate IT skills
• Leadership skills, including excellent people management skills
• Organised, efficient and good time management
• Customer service and complaints resolution
• Negotiating and managing conflict
• Ability to work under pressure
• Networking and facilitation
• Conscientious and resourceful

Desirable

• Experience of project management
• Ability to harness change and see opportunities through adversity
• Welsh speaking

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

Eglwysbach Medical Practice

Address

Eglwysbach Medical Practice

Berw Road

Pontypridd

Mid Glamorgan

CF37 2AA

Employer's website

https://www.eglwysbachsurgery.com/ (Opens in a new tab)