Job summary
We are seeking a dedicated and highly motivated Practice
Manager to lead the business, financial, and strategic operations of our
well-respected community focused GP practice and ensure its smooth and
efficient day to day operational running.
This senior leadership role is ideal for someone who is
confident in managing people, processes, and change, with strong financial and
organisational skills.
We welcome applicants from a wide range of sectors. Primary
Care or NHS experience is highly desirable but not essential. What matters most
is the ability to think strategically, manage resources efficiently and effectively,
and motivate a diverse team.
Main duties of the job
Please see the full Job Description for more details.
- Ensure the effective day-to-day running of the Practice,
adapting to changing priorities as needed.
- Oversee financial management, including budgets,
payroll, income streams, and reporting.
- Lead service improvement, strategic planning,
and long-term development of the Practice.
- Maintain compliance with Care Quality Commission
standards, NHS requirements, safeguarding responsibilities, and health and
safety legislation.
- Manage all aspects of human resources, including
recruitment, staff development, workforce planning, and performance management,
liaising with external HR provider to support process if needed.
- Line manage the team of administrative staff and
take functional line management responsibility for other clinical staff.
- Ensure premises, equipment, and information
technology systems are maintained and fit for purpose.
- Act as a key communication link between GP
Partners, staff, patients, and external organisations.
About us
The Grange Surgery is a well-established, high achieving GP practice with a friendly, caring and patient-centred approach. We pride ourselves on our long standing, excellent reputation among the approximately 9,500 patients we serve covering all demographics including a number of local nursing and residential care homes. This was recognised recently when we were rated as the top GP surgery in Sefton according to the latest NHS GP Patient Survey.
The surgery is located in Birkdale village, near Southport, close to excellent local amenities with good transport links; Birkdale station is only a 2 minute walk from the surgery.
We are a training practice comprising three GP Partners, five GPs, two Nurses, HCA, Pharmacist, Phlebotomist, GPSTs and three GPA's. You will be supported in your role by a Deputy Practice Manager, an IT Lead and a team of receptionists, administrators, secretaries and care coordinators.
The Grange Surgery is a GMS Practice. We are member of the local Southport and Formby Primary Care Network.
Job description
Job responsibilities
Practice development
-
Lead or support service development and
innovation, including changes arising from contractual requirements, PCN and
local GP Federation initiatives, or suggestions from Partners and staff.
-
Manage the agenda and coordination of practice
meetings, including both weekly operational meetings and more strategic
sessions focused on finance, workforce, and long-term planning. Maintain accurate records of discussions, decisions, and action points, ensuring
accountability and follow-up of these.
-
Oversee the implementation of new systems,
processes, and technologies to support improved service delivery and
operational efficiency.
-
Contribute to strategic planning and business
development, aligning the Practices goals with local and national healthcare
priorities.
-
Ensure the Practice remains responsive to
evolving NHS policies, contractual changes, and the needs of the patient
population.
-
Lead and manage change effectively to improve
service quality, staff engagement, and the overall patient experience.
Clinical Governance
-
Oversee the implementation and review of
policies, procedures, and audits to ensure ongoing compliance with CQC
standards and NHS regulations.
-
Manage risk through effective incident reporting
systems and coordination of significant event reviews, promoting a culture of
learning and improvement.
-
Ensure robust staff training, appraisals, and
performance monitoring to maintain high standards of clinical and
administrative practice.
-
Monitor and support team compliance with
infection prevention and control, health and safety, GDPR and safeguarding
protocols.
-
Collaborate with clinical teams to support data
collection and reporting for quality improvement frameworks such as QOF, LQC
and enhanced services.
-
Manage the practice-based complaints procedure
by ensuring timely and effective handling of patient concerns. Develop and
implement strategies to reduce the occurrence of complaints and regularly
monitor and analyse patient satisfaction levels to identify areas for service
improvement.
Supporting the Partnership
-
Foster strong, collaborative relationships with Partners
to support coordinated decision-making and ensure the smooth running of the
business, maintaining a fair and balanced approach.
-
Maintain a comprehensive understanding of the Partnership
Agreement, monitor compliance, and proactively advise Partners on any required
actions to uphold its terms.
-
Manage confidential and sensitive information
with the utmost discretion and professionalism, safeguarding the interests of
the partnership.
-
Facilitate clear and effective communication
among Partners by coordinating meetings, preparing agendas, and accurately
recording minutes to ensure accountability and timely follow-up.
-
Support governance by ensuring that the
partnership operates in accordance with legal, regulatory, and contractual
requirements, promoting good practice and effective risk management.
-
Coordinate all aspects of partnership changes,
including recruitment, retirement, sickness cover, and related financial
arrangements, ensuring smooth transitions and minimal disruption to the Practice.
Communication
-
Serve as the primary communication link between
the Practice team, patients, external partners, and regulatory bodies including
reviewing and conveying incoming emails.
-
Ensure clear, timely, and effective internal
communication with all staff, fostering a collaborative and informed working
environment.
-
Manage patient communications, including
handling complaints, feedback, and ensuring information is accessible and
responsive to patient needs.
-
Liaise regularly with the Primary Care Network, the
local GP Federation, the Integrated Care Board (ICB), NHS bodies, other local
practice managers and other healthcare providers to coordinate services and
share information.
-
Oversee communication channels such as the Practice
website, social media, newsletters, and patient information materials to keep
patients informed and engaged.
-
Facilitate staff meetings, training sessions,
and briefing updates to maintain staff awareness of policies, procedures, and
changes.
-
Ensure that all communications comply with
confidentiality, data protection, and professional standards.
Finance
-
Establish and maintain accurate record-keeping
and reliable accounting systems covering all financial aspects in the Practice
running. Prepare all necessary documentation for presentation to the accountant
for the annual accounts.
-
Maximise Practice income ensuring timely and
accurate record keeping for all sources including global sum, enhanced
services, PCN-related payments, LQC and QOF.
-
Working with the practice accountants (payroll
providers), oversee payroll processes, including PAYE and pension payments, ensuring
robust and compliant systems are in place and financial records are maintained.
-
Manage timely payment of all Practice expenses
and financial obligations.
-
Prepare and monitor an annual budget.
-
Prepare and present financial reports, including
cash flow statements, for Partner review at strategic meetings, and carry out
monthly bank reconciliations.
-
Ensure pension documentation is accurate, up to
date, and submitted promptly.
-
Provide recommendations for staff pay increases
aligned with national standards and reflecting local benchmarks and
circumstances.
Human resources
-
Line manage the team of administrative staff and
provide functional line management to clinical staff.
-
Manage recruitment, onboarding, and induction
for clinical and non-clinical staff.
-
Oversee staff rotas, annual leave, sickness and
other absence, and arrange appropriate cover.
-
Conduct staff appraisals, one-to-ones, and
manage performance, grievance, and disciplinary issues (seeking
advice from our external employment law/HR specialist provision if required).
-
Identify staff training needs and ensure all
mandatory training is completed.
-
Maintain and update HR policies in line with
employment law and NHS/CQC requirements.
-
Support staff wellbeing and promote a positive,
inclusive workplace culture.
-
Keep accurate and confidential HR records and
personnel files.
-
Liaise with the Primary Care Network (PCN) on
all HR matters relating to PCN staff.
-
Support recruitment, onboarding, supervision,
and integration of PCN roles (e.g. ARRS staff).
-
Ensure smooth collaboration between practice and
PCN, including shared governance and workforce planning.
Premises and equipment
-
Nominated lead for all aspects of health and
safety, including fire safety and ensuring the safety of all staff and public
whilst on Practice premises (seeking advice from our external H&S
specialist provider if required).
-
Ensure robust systems are in place for
maintaining adequate stocks of equipment and supplies, and regularly review
ordering processes to ensure cost-efficiency.
-
Oversee cost effective purchasing of medical and
drug supplies, regularly reviewing prices and ensuring proper stock management.
-
Implement and maintain planned maintenance
schedules for equipment; anticipate the replacement of aging assets and
incorporate these into budgeting plans.
-
Ensure premises are secure at all times,
including managing alarm systems, access controls, and liaising with relevant
security services where needed.
-
Identify potential hazards and implement
proactive risk management strategies to ensure compliance with Health and
Safety legislation.
-
Maintain the practice risk register and business
continuity plans.
-
Take the lead in project management for
equipment upgrades and premises maintenance and refurbishments, ensuring
minimal disruption to services.
-
Oversee timely repairs and replacement of
equipment, ensuring continuity of service.
-
Ensure that the property is adequately insured
and that insurance coverage is regularly reviewed and updated as necessary.
-
Ensure that the property has a competitive gas
and electricity provider, that usage is appropriate, and bills are paid in a
timely manner.
Information and management technology
-
Oversee the effective use of clinical and
administrative IT system to support efficient service delivery.
-
Ensure data security and patient confidentiality
by maintaining compliance with GDPR, NHS Digital, and Information Governance
standards.
-
Ensure IT issues are resolved in a timely and
efficient manner with contingency plans in place to minimise disruptions.
-
Ensure staff are trained and competent in using
relevant software and digital tools.
-
Manage regular data backups and support business
continuity planning in case of system failure.
-
Oversee the implementation of new technologies and
digital transformation initiatives.
-
Monitor and support the use of digital tools for
patient access and engagement (e.g. NHS App, online appointment booking,
e-prescribing).
-
Maintain up-to-date asset registers for IT
equipment and plan for timely upgrades or replacements.
-
Ensure compliance with NHS IT and cyber security
policies, including Smartcard management and access controls.
Job description
Job responsibilities
Practice development
-
Lead or support service development and
innovation, including changes arising from contractual requirements, PCN and
local GP Federation initiatives, or suggestions from Partners and staff.
-
Manage the agenda and coordination of practice
meetings, including both weekly operational meetings and more strategic
sessions focused on finance, workforce, and long-term planning. Maintain accurate records of discussions, decisions, and action points, ensuring
accountability and follow-up of these.
-
Oversee the implementation of new systems,
processes, and technologies to support improved service delivery and
operational efficiency.
-
Contribute to strategic planning and business
development, aligning the Practices goals with local and national healthcare
priorities.
-
Ensure the Practice remains responsive to
evolving NHS policies, contractual changes, and the needs of the patient
population.
-
Lead and manage change effectively to improve
service quality, staff engagement, and the overall patient experience.
Clinical Governance
-
Oversee the implementation and review of
policies, procedures, and audits to ensure ongoing compliance with CQC
standards and NHS regulations.
-
Manage risk through effective incident reporting
systems and coordination of significant event reviews, promoting a culture of
learning and improvement.
-
Ensure robust staff training, appraisals, and
performance monitoring to maintain high standards of clinical and
administrative practice.
-
Monitor and support team compliance with
infection prevention and control, health and safety, GDPR and safeguarding
protocols.
-
Collaborate with clinical teams to support data
collection and reporting for quality improvement frameworks such as QOF, LQC
and enhanced services.
-
Manage the practice-based complaints procedure
by ensuring timely and effective handling of patient concerns. Develop and
implement strategies to reduce the occurrence of complaints and regularly
monitor and analyse patient satisfaction levels to identify areas for service
improvement.
Supporting the Partnership
-
Foster strong, collaborative relationships with Partners
to support coordinated decision-making and ensure the smooth running of the
business, maintaining a fair and balanced approach.
-
Maintain a comprehensive understanding of the Partnership
Agreement, monitor compliance, and proactively advise Partners on any required
actions to uphold its terms.
-
Manage confidential and sensitive information
with the utmost discretion and professionalism, safeguarding the interests of
the partnership.
-
Facilitate clear and effective communication
among Partners by coordinating meetings, preparing agendas, and accurately
recording minutes to ensure accountability and timely follow-up.
-
Support governance by ensuring that the
partnership operates in accordance with legal, regulatory, and contractual
requirements, promoting good practice and effective risk management.
-
Coordinate all aspects of partnership changes,
including recruitment, retirement, sickness cover, and related financial
arrangements, ensuring smooth transitions and minimal disruption to the Practice.
Communication
-
Serve as the primary communication link between
the Practice team, patients, external partners, and regulatory bodies including
reviewing and conveying incoming emails.
-
Ensure clear, timely, and effective internal
communication with all staff, fostering a collaborative and informed working
environment.
-
Manage patient communications, including
handling complaints, feedback, and ensuring information is accessible and
responsive to patient needs.
-
Liaise regularly with the Primary Care Network, the
local GP Federation, the Integrated Care Board (ICB), NHS bodies, other local
practice managers and other healthcare providers to coordinate services and
share information.
-
Oversee communication channels such as the Practice
website, social media, newsletters, and patient information materials to keep
patients informed and engaged.
-
Facilitate staff meetings, training sessions,
and briefing updates to maintain staff awareness of policies, procedures, and
changes.
-
Ensure that all communications comply with
confidentiality, data protection, and professional standards.
Finance
-
Establish and maintain accurate record-keeping
and reliable accounting systems covering all financial aspects in the Practice
running. Prepare all necessary documentation for presentation to the accountant
for the annual accounts.
-
Maximise Practice income ensuring timely and
accurate record keeping for all sources including global sum, enhanced
services, PCN-related payments, LQC and QOF.
-
Working with the practice accountants (payroll
providers), oversee payroll processes, including PAYE and pension payments, ensuring
robust and compliant systems are in place and financial records are maintained.
-
Manage timely payment of all Practice expenses
and financial obligations.
-
Prepare and monitor an annual budget.
-
Prepare and present financial reports, including
cash flow statements, for Partner review at strategic meetings, and carry out
monthly bank reconciliations.
-
Ensure pension documentation is accurate, up to
date, and submitted promptly.
-
Provide recommendations for staff pay increases
aligned with national standards and reflecting local benchmarks and
circumstances.
Human resources
-
Line manage the team of administrative staff and
provide functional line management to clinical staff.
-
Manage recruitment, onboarding, and induction
for clinical and non-clinical staff.
-
Oversee staff rotas, annual leave, sickness and
other absence, and arrange appropriate cover.
-
Conduct staff appraisals, one-to-ones, and
manage performance, grievance, and disciplinary issues (seeking
advice from our external employment law/HR specialist provision if required).
-
Identify staff training needs and ensure all
mandatory training is completed.
-
Maintain and update HR policies in line with
employment law and NHS/CQC requirements.
-
Support staff wellbeing and promote a positive,
inclusive workplace culture.
-
Keep accurate and confidential HR records and
personnel files.
-
Liaise with the Primary Care Network (PCN) on
all HR matters relating to PCN staff.
-
Support recruitment, onboarding, supervision,
and integration of PCN roles (e.g. ARRS staff).
-
Ensure smooth collaboration between practice and
PCN, including shared governance and workforce planning.
Premises and equipment
-
Nominated lead for all aspects of health and
safety, including fire safety and ensuring the safety of all staff and public
whilst on Practice premises (seeking advice from our external H&S
specialist provider if required).
-
Ensure robust systems are in place for
maintaining adequate stocks of equipment and supplies, and regularly review
ordering processes to ensure cost-efficiency.
-
Oversee cost effective purchasing of medical and
drug supplies, regularly reviewing prices and ensuring proper stock management.
-
Implement and maintain planned maintenance
schedules for equipment; anticipate the replacement of aging assets and
incorporate these into budgeting plans.
-
Ensure premises are secure at all times,
including managing alarm systems, access controls, and liaising with relevant
security services where needed.
-
Identify potential hazards and implement
proactive risk management strategies to ensure compliance with Health and
Safety legislation.
-
Maintain the practice risk register and business
continuity plans.
-
Take the lead in project management for
equipment upgrades and premises maintenance and refurbishments, ensuring
minimal disruption to services.
-
Oversee timely repairs and replacement of
equipment, ensuring continuity of service.
-
Ensure that the property is adequately insured
and that insurance coverage is regularly reviewed and updated as necessary.
-
Ensure that the property has a competitive gas
and electricity provider, that usage is appropriate, and bills are paid in a
timely manner.
Information and management technology
-
Oversee the effective use of clinical and
administrative IT system to support efficient service delivery.
-
Ensure data security and patient confidentiality
by maintaining compliance with GDPR, NHS Digital, and Information Governance
standards.
-
Ensure IT issues are resolved in a timely and
efficient manner with contingency plans in place to minimise disruptions.
-
Ensure staff are trained and competent in using
relevant software and digital tools.
-
Manage regular data backups and support business
continuity planning in case of system failure.
-
Oversee the implementation of new technologies and
digital transformation initiatives.
-
Monitor and support the use of digital tools for
patient access and engagement (e.g. NHS App, online appointment booking,
e-prescribing).
-
Maintain up-to-date asset registers for IT
equipment and plan for timely upgrades or replacements.
-
Ensure compliance with NHS IT and cyber security
policies, including Smartcard management and access controls.
Person Specification
Qualifications
Essential
- Level 3 qualifications (such as A-levels or equivalent) in subjects requiring a high degree of numeracy and literacy
Desirable
- Educated to degree level
- Leadership and/or management qualification (level 5 or above)
- AMSPAR qualification
Experience
Essential
- Managing multidisciplinary teams
- Financial management, including maximising income, budgeting, cashflow, and accounting procedures
- Strategic planning and delivering change
- HR, including overseeing workforce planning, recruitment, performance management and staff wellbeing
Desirable
- Managing in GP or NHS Primary Care, including knowledge of community health and social care systems
- Managing NHS contracts, funding and claims
- Working with the general public including handling complaints
- Facilities management/maintaining premises and IT infrastructure
- Relevant health and safety experience
Skills
Essential
- Excellent communication skills (written, oral and presenting)
- Highly organised with ability to prioritise, delegate and work to tight deadlines
- Ability to think strategically and negotiate opportunities to enhance service delivery
- Strong IT skills (generic)
- Excellent leadership and management skills
- Proven problem solving and analytical skills
- Financial literacy
- Ability to develop and motivate teams, enhance morale and maintain a positive working environment
- Ability to network and build relationships
- Ability to develop, implement and embed policy and procedure
Desirable
- Clinical system user skills
Personal Qualities and Professional Values
Essential
- Reflects our practice values: friendly, caring and patient-centred
- Calm, resilient and adaptable
- Polite, confident and assertive
- Motivated and pro-active
- Ability to use initiative and judgement
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Other Requirements
Essential
- Flexibility to work outside of core office hours
- Disclosure and Barring Service (DBS) check
- To be discreet and always maintain confidentiality
Person Specification
Qualifications
Essential
- Level 3 qualifications (such as A-levels or equivalent) in subjects requiring a high degree of numeracy and literacy
Desirable
- Educated to degree level
- Leadership and/or management qualification (level 5 or above)
- AMSPAR qualification
Experience
Essential
- Managing multidisciplinary teams
- Financial management, including maximising income, budgeting, cashflow, and accounting procedures
- Strategic planning and delivering change
- HR, including overseeing workforce planning, recruitment, performance management and staff wellbeing
Desirable
- Managing in GP or NHS Primary Care, including knowledge of community health and social care systems
- Managing NHS contracts, funding and claims
- Working with the general public including handling complaints
- Facilities management/maintaining premises and IT infrastructure
- Relevant health and safety experience
Skills
Essential
- Excellent communication skills (written, oral and presenting)
- Highly organised with ability to prioritise, delegate and work to tight deadlines
- Ability to think strategically and negotiate opportunities to enhance service delivery
- Strong IT skills (generic)
- Excellent leadership and management skills
- Proven problem solving and analytical skills
- Financial literacy
- Ability to develop and motivate teams, enhance morale and maintain a positive working environment
- Ability to network and build relationships
- Ability to develop, implement and embed policy and procedure
Desirable
- Clinical system user skills
Personal Qualities and Professional Values
Essential
- Reflects our practice values: friendly, caring and patient-centred
- Calm, resilient and adaptable
- Polite, confident and assertive
- Motivated and pro-active
- Ability to use initiative and judgement
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Other Requirements
Essential
- Flexibility to work outside of core office hours
- Disclosure and Barring Service (DBS) check
- To be discreet and always maintain confidentiality
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.