Practice Manager
This job is now closed
Job summary
Fairfield Park Health Centre is seeking to recruit a full time Practice Manager. We are a large General Practice with a list size of approximately 14,000 patients working from a modern spacious surgery with superb views over the historic, Georgian City of Bath. We also have a branch surgery for Bath Spa University students situated in the beautiful grounds of the Newton Park Campus.
The successful applicant will ideally be educated to degree standard, preferably with a relevant management qualification and will ideally have previous experience of managing a medium sized business, preferably within the NHS/Primary Care sector.
Key skills and knowledge required are; knowledge and understanding of NHS principles and standards, experience of business, financial and staff management, leadership, negotiation and conflict resolution skills, and excellent written and verbal communication skills.
Main duties of the job
The Practice Manager is responsible for the efficient and safe management of the practice whilst ensuring the wellbeing of the patients and staff and delivering primary health care excellence for our patients. This involves leading on all aspects of general management, including human resources, financial management and planning, health and safety, patient service delivery, risk management, audits, governance and IT.
About us
We have a very supportive team with a work ethic of treating patients as we would wish our own family members to be treated. It is very important the successful candidate fits in with our team and ethos.
Benefits include annual leave entitlement of 6 weeks plus bank holidays and access to the NHS pension scheme
Details
Date posted
25 August 2021
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Full-time
Reference number
A4271-21-4199
Job locations
Tyning Lane
Camden Road
Bath
BA1 6EA
Bath Spa University
Newton Park, Newton St Loe
Bath
BA2 9BN
Job description
Job responsibilities
The following list is a summary of key roles/tasks that the Practice Manager is ultimately responsible for, although some of these duties will be carried out by the Operations Manager. This list is not exhaustive, but serves as a guide for the efficient running of the practice.
Finances
The Practice Manager ensures, by audit and maintenance of appropriate systems, that the practice finances are managed in a healthy condition in addition to the following specific responsibilities. Working closely with the Accounts Administrator, the Practice Manager will:
Aim to optimise income/expenditure in all areas
Apply for appropriate use of development funds through the CCG/NHS England etc.
Responsibility for advising on, and agreeing, staff incremental pay increases with the Partners
Develop, implement and supervise the management accounting function for the practice to include preparation of annual budgets, variance reports against budget, cash flow forecasting, drawings projections and systems for monitoring income and expenditure
Responsibility for the day to day finance matters of the practice
Liaising with the Practice accountant on relevant financial issues.
Human Resources:
The Practice Manager will ensure the smooth running of the Practice through evaluating and maintaining adequate staffing levels, including oversight of staff annual leave, to enable a consistent and continual level of cover during absences.
Overall responsibility for all staffing arrangements including the implementation of personnel policies and procedures in line with good employment practice.
Appraisal and personal development plans which will encompass all practice members.
Support the partners in the supervision, development and motivation of the practice team.
Coordinate and monitor statutory training programmes for all clinical and non-clinical staff
Maintain and update the staff training log
Coordinate and monitor all ad hoc training courses for non-clinical staff
Oversee the recruitment and retention of staff and provide a general personnel management service
Work with our specialist employment law advisors to ensure that all staff are legally and gainfully employed. Monitor skill- mix and deployment of staff
Evaluate, organize and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role
Manage the administrative staff and non-clinical management of nursing staff and take lead responsibility in staff appraisal
Ensure contracts of employment are provided to all staff and that all relevant employment legislation is adhered to.
Ensure all staff have job descriptions that are updated appropriately and promptly when changes are introduced
Make sure all employment checks and Smart cards are applied for at commencement of employment
Develop, write and circulate Practice non-clinical protocols and procedures, review and update as required, and oversee the development, updating and circulation of clinical protocols and procedures by relevant clinical members of the team
Ensure all staff and doctors are kept informed on all policy changes
Building and security
The Practice Manager will ensure that Practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place, including out of hours contact, security, access and weekend working
Manage the procurement and maintenance of clinical and non-clinical equipment, supplies and services
Work with our specialist Health & Safety advisors to develop and review Health & Safety policies and procedures and keep abreast of current legislation
Ensure that the Practice has adequate disaster recovery procedures in place
Negotiation and renewal of third-party contractual arrangements
Responsibility for the operational management of the building
Establishing a system of control for the booking of rooms and facilities to meet the needs of the occupiers
Maximizing available space to achieve the optimum use of the building, meeting the reasonable demands of occupiers for facilities
Overall responsibility for the maintenance of the grounds.
Organise insurance cover for building, contents, computers ensuring periodic review of cover
Make arrangements for major and minor repairs and alterations to premises as required
Maintenance and replacement of furnishing
Advertising and marketing the Practice:
Develop, maintain and market new and existing services
Produce posters as and when required for public information
Liaise with designers & printers regarding changes to signage and marketing material
Meetings
The Practice Manager is responsible for ensuring the meeting schedule is followed with agendas produced in advance and minutes issued in a timely fashion.
Information and Technology
Practice Lead for Information Governance, Caldicott Guardian, SIRO
Support computer and telephone systems
Research and purchase new equipment as necessary
Guide future IT developments in line with practice priorities
Maintain the Practices/NHS feedback website and intranet.
Review and update the Practice publicity and health education material
Ensure all compliance and reporting requirements are met
Complaints
Be responsible for updating the complaints procedure in line with current guidelines and ensuring annual reporting requirements are met
Ensure that any complaint is promptly dealt with in accordance with relevant procedures
Undertake necessary investigations liaising with parties involved
Communication with complainant or injured party with efficiency and tact
Maintain comprehensive records of all complaints
Quality Control and Audit
Develop and maintain quality control procedures throughout the organization such as significant event monitoring, satisfaction surveys, reflective practice etc
Develop, support and co-ordinate the audit of clinical care
Responsibility for the production of an Annual Report to monitor standards, record progress and report on activity through the year
Identify and implement appropriate quality initiatives which will measure and improve ways of working throughout the Practice.
Practice Development Plan (PDP)
Lead responsibility for the development, review and implementation of the Practice PDP
Ensure that staff training is in line with the PDP priorities
Ensuring that Practice development opportunities, in line with the development plan, are identified and implemented.
Care Quality Commission (CQC) Compliance
Ensure the practice adheres to all Care Quality Commission requirements as well as other compliance laws.
CQC regulations are wide ranging and open to change. The successful applicant must ensure they stay up to date with all changes and must ensure the practice takes necessary action to remain compliant, safe, effective and responsive to patient needs.
Quality Outcomes Framework (QOF)
Ensure that patients on the chronic disease registers are reviewed in a timely manner in line with QOF requirements.
Job description
Job responsibilities
The following list is a summary of key roles/tasks that the Practice Manager is ultimately responsible for, although some of these duties will be carried out by the Operations Manager. This list is not exhaustive, but serves as a guide for the efficient running of the practice.
Finances
The Practice Manager ensures, by audit and maintenance of appropriate systems, that the practice finances are managed in a healthy condition in addition to the following specific responsibilities. Working closely with the Accounts Administrator, the Practice Manager will:
Aim to optimise income/expenditure in all areas
Apply for appropriate use of development funds through the CCG/NHS England etc.
Responsibility for advising on, and agreeing, staff incremental pay increases with the Partners
Develop, implement and supervise the management accounting function for the practice to include preparation of annual budgets, variance reports against budget, cash flow forecasting, drawings projections and systems for monitoring income and expenditure
Responsibility for the day to day finance matters of the practice
Liaising with the Practice accountant on relevant financial issues.
Human Resources:
The Practice Manager will ensure the smooth running of the Practice through evaluating and maintaining adequate staffing levels, including oversight of staff annual leave, to enable a consistent and continual level of cover during absences.
Overall responsibility for all staffing arrangements including the implementation of personnel policies and procedures in line with good employment practice.
Appraisal and personal development plans which will encompass all practice members.
Support the partners in the supervision, development and motivation of the practice team.
Coordinate and monitor statutory training programmes for all clinical and non-clinical staff
Maintain and update the staff training log
Coordinate and monitor all ad hoc training courses for non-clinical staff
Oversee the recruitment and retention of staff and provide a general personnel management service
Work with our specialist employment law advisors to ensure that all staff are legally and gainfully employed. Monitor skill- mix and deployment of staff
Evaluate, organize and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role
Manage the administrative staff and non-clinical management of nursing staff and take lead responsibility in staff appraisal
Ensure contracts of employment are provided to all staff and that all relevant employment legislation is adhered to.
Ensure all staff have job descriptions that are updated appropriately and promptly when changes are introduced
Make sure all employment checks and Smart cards are applied for at commencement of employment
Develop, write and circulate Practice non-clinical protocols and procedures, review and update as required, and oversee the development, updating and circulation of clinical protocols and procedures by relevant clinical members of the team
Ensure all staff and doctors are kept informed on all policy changes
Building and security
The Practice Manager will ensure that Practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place, including out of hours contact, security, access and weekend working
Manage the procurement and maintenance of clinical and non-clinical equipment, supplies and services
Work with our specialist Health & Safety advisors to develop and review Health & Safety policies and procedures and keep abreast of current legislation
Ensure that the Practice has adequate disaster recovery procedures in place
Negotiation and renewal of third-party contractual arrangements
Responsibility for the operational management of the building
Establishing a system of control for the booking of rooms and facilities to meet the needs of the occupiers
Maximizing available space to achieve the optimum use of the building, meeting the reasonable demands of occupiers for facilities
Overall responsibility for the maintenance of the grounds.
Organise insurance cover for building, contents, computers ensuring periodic review of cover
Make arrangements for major and minor repairs and alterations to premises as required
Maintenance and replacement of furnishing
Advertising and marketing the Practice:
Develop, maintain and market new and existing services
Produce posters as and when required for public information
Liaise with designers & printers regarding changes to signage and marketing material
Meetings
The Practice Manager is responsible for ensuring the meeting schedule is followed with agendas produced in advance and minutes issued in a timely fashion.
Information and Technology
Practice Lead for Information Governance, Caldicott Guardian, SIRO
Support computer and telephone systems
Research and purchase new equipment as necessary
Guide future IT developments in line with practice priorities
Maintain the Practices/NHS feedback website and intranet.
Review and update the Practice publicity and health education material
Ensure all compliance and reporting requirements are met
Complaints
Be responsible for updating the complaints procedure in line with current guidelines and ensuring annual reporting requirements are met
Ensure that any complaint is promptly dealt with in accordance with relevant procedures
Undertake necessary investigations liaising with parties involved
Communication with complainant or injured party with efficiency and tact
Maintain comprehensive records of all complaints
Quality Control and Audit
Develop and maintain quality control procedures throughout the organization such as significant event monitoring, satisfaction surveys, reflective practice etc
Develop, support and co-ordinate the audit of clinical care
Responsibility for the production of an Annual Report to monitor standards, record progress and report on activity through the year
Identify and implement appropriate quality initiatives which will measure and improve ways of working throughout the Practice.
Practice Development Plan (PDP)
Lead responsibility for the development, review and implementation of the Practice PDP
Ensure that staff training is in line with the PDP priorities
Ensuring that Practice development opportunities, in line with the development plan, are identified and implemented.
Care Quality Commission (CQC) Compliance
Ensure the practice adheres to all Care Quality Commission requirements as well as other compliance laws.
CQC regulations are wide ranging and open to change. The successful applicant must ensure they stay up to date with all changes and must ensure the practice takes necessary action to remain compliant, safe, effective and responsive to patient needs.
Quality Outcomes Framework (QOF)
Ensure that patients on the chronic disease registers are reviewed in a timely manner in line with QOF requirements.
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent experience
Desirable
- Management Qualification
Experience
Essential
- Experience of business management
- Experience of staff management
- Experience of developing and implementing protocols and clinical guidelines
- Experience of financial management
Desirable
- Primary Care management experience
- General Practice management experience
- NHS management experience
- Experience of service development
Additional Skills and Abilities
Essential
- Leadership skills
- Excellent communication skills, both written and verbal
- Good negotiation and conflict management skills
- Advanced IT skills
- Highly motivated
- Knowledge of clinical governance
- Knowledge of statutory legislations
- Knowledge of audit processes
- Flexible
- Enthusiastic
- Team player
- Ability to work across organisational boundaries
Desirable
- Change management skills
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent experience
Desirable
- Management Qualification
Experience
Essential
- Experience of business management
- Experience of staff management
- Experience of developing and implementing protocols and clinical guidelines
- Experience of financial management
Desirable
- Primary Care management experience
- General Practice management experience
- NHS management experience
- Experience of service development
Additional Skills and Abilities
Essential
- Leadership skills
- Excellent communication skills, both written and verbal
- Good negotiation and conflict management skills
- Advanced IT skills
- Highly motivated
- Knowledge of clinical governance
- Knowledge of statutory legislations
- Knowledge of audit processes
- Flexible
- Enthusiastic
- Team player
- Ability to work across organisational boundaries
Desirable
- Change management skills
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
Fairfield Park Health Centre
Address
Tyning Lane
Camden Road
Bath
BA1 6EA
Employer's website
Employer details
Employer name
Fairfield Park Health Centre
Address
Tyning Lane
Camden Road
Bath
BA1 6EA
Employer's website
Employer contact details
For questions about the job, contact:
Details
Date posted
25 August 2021
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Full-time
Reference number
A4271-21-4199
Job locations
Tyning Lane
Camden Road
Bath
BA1 6EA
Bath Spa University
Newton Park, Newton St Loe
Bath
BA2 9BN
Supporting documents
Privacy notice
Fairfield Park Health Centre's privacy notice (opens in a new tab)