Practice Manager

Job description

Job responsibilities

Finance

Working with the lead partner for finance to;

Ensure the organisational requirements of the practice contracts with NHSE are fully met and complied with

Support the Partners to develop and implement processes to achieve clinical targets of QOF and enhanced services

Negotiate with drug companies and all suppliers for the best discounts available

Directly contribute to profit improvement by exploring areas for increasing income and reducing costs.

Prepare financial budgets and cash-flow forecasts

Liaise with the accountant, bank and business insurance companies as appropriate or as directed by the Partners

Oversee the administration of the NHS Pension and Stakeholder Pension Schemes

Liaise with the ICB and payment agencies regarding queries with payments relating to the contract, e.g. enhanced services.

Manage the Partners drawings in consultation with the Partners and the accountant

Strategic Planning

Working with the partners to;

• Keep abreast of current affairs and identify potential opportunities and threats
• Assess and evaluate accommodation requirements and manage development and expansion opportunities if appropriate

• Implement and update the Practice Development Plan, overseeing the implementation of the aims and objectives

Assist the practice in the wider community and assist with forging links with other local practices and relevant agencies and in particular working collaboratively with the PCN and ICB

• Formulate objectives and research and develop ideas for future practice development
• To represent the practice at PCN, locality and ICB meetings

• To make recommendations to the partners for practice development with regard to enhancing patient services and potential sources of income

Human Resources

Overall responsibility for Employment Law compliance, working with the Partners to achieve the following;

Ensure the recruitment, selection and retention of staff, including contracts of employment and job descriptions is robust

Ensure systems and practices are in place to manage performance of staff effectively.

To oversee effective appraisal processes and delivery of appraisals and reviews with all staff

• Ensure Employment Law compliance for the disciplinary and dismissal process
• Be aware of current employment legislation and compliance
• To develop and maintain good employee/employer relationships
• Ensure all staff are monitored and managed for sickness and absence
• Co-ordinate leave requests from the practice team in conjuction with the GP parteners
• To ensure that members of the existing staff team are aware of any changes that occur in the practice
• To maintain good communication at all times with the practice team
• Ensure all personnel are CPD (Continuing Professional Development) compliant, in line with local and national requirements
• Ensure nurse and GP revalidation compliance
• To have strategic overview and to oversee rotas which allow good staff cover at all times as well as giving the flexibility required at short notice to cover for illness, etc.
• To implement pay rises/scales and increments at the appropriate time
• Responsibility for appropriate paperwork for doctors/staff DBS (Disclosure and Barring Service) checks
• To meet with attached staff as and when necessary and arrange/attend regular meetings with partners and attached staff to discuss all issues around patient care
• To ensure that suitable facilities are available to enable all staff to work within the practice
• Be responsible for the health and safety policy and its implementation
• Facilitate the development of a multi-disciplinary effective primary health care

Team

Training & Education

Working with the Partners/GP Trainer(s) to achieve the following;

To participate and/or assist in the training of all administrative staff; healthcare professionals. To maintain a training on-line tool for staff and update staff requirements. To undertake the booking of training events for clinical staff as required.

To organise in-house training when required.

To maximise training grants available. To write bids for training opportunity funding as required.

To provide a robust induction for students and training GPs in the practices. To explain the areas of confidentiality, health and safety and procedures and policies to the students and trainees.

To invoice claims for student work.

To participate in any training programme implemented by the practices as part of this employment.

To personally undertake in mandatory training.

To mentor staff in their specific roles.

Information Technology

Overall responsibility for IT processes to;

Ensure the update of appropriate information governance systems

Ensure all Practice IT and telephone systems are functioning effectively

Ensure the IG and DSP toolkit requirements are met

Keep abreast of new technology and ensure existing IT is used to its full potential

Patient Services

Working with the Partners to achieve the following;

Ensure that the Practice complies with NHS contractual obligations in relation to patient care

Maintain registration policies and monitor patient turnover and capitation

Oversee and manage effective appointment systems, weekly sessions and associated annual leave

Routinely monitor and assess practice performance against patient access and demand targets

Ensure effective admin team rotas

Manage the complaints management system

Manage the significant events system

Maintain relationships and engage with the Patient Participation Group (PPG)

Premises and Equipment

Overall responsibility for Premises and Equipment to achieve the following;

Be responsible for the management and security of the building

Represent the practice to negotiate contracts and their renewals

Liaise with NHSE in notional rent review

Ensure property owned by the partners is safe, effective and fit for purpose

Health & safety & Risk Management

Assist in promoting and maintaining their own and others health, safety and security as defined in the practice health and safety policy, to include:

Using personal security systems within the workplace according practice guidelines

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

Ensure effective infection control measures and procedures are in place, and any statutory returns are made in a timely fashion and ensure appropriate infection control procedures are maintained to ensure work areas are tidy , safe and free from hazards for patients, staff and any others visiting the practice

Reporting potential risks identified to the partners and actions required to remedy if needed.

CQC

Working with the Partners to;

Lead and maintain compliance with CQC regulations and ensure that the practice meets the essential standards

Be responsibility for preparation for CQC inspections and reviews.

Communication

Ensure compliance with the latest NHS recommendations

Understand the practice communication systems

Build/maintain good working relationships with the NHSE, ICB, hospitals, community agencies, other GP practices, the PCN, education bodies, pharmacists, voluntary and private organisations

Represent the practice at meetings and seminars

Assist and support the partners corporately and at individual level to fulfil the requirements of revalidation

Present a professional image and always promote the practice

Share skills and expertise with others

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 will have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They will 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.

Other

This is not an exhaustive list and may be changed in light of ever-changing service need and national and local policy. Therefore, the job description will encompass any other duties deemed appropriate for the post holder within the scope of the post as determined by the Partners. Any changes would be discussed fully with the post-holder

Person Specification

Qualifications

Essential

• Evidence of a sound education to A level standard or equivalent
• Evidence of a commitment to continuing professional development

Desirable

• Degree level certification
• Relevant management, HR or finance qualification

Experience

Essential

• Management experience in the NHS or in practice management
• 5 years experience and success of communicating with and managing people
• Experience of working in teams; able to promote teamwork and employee satisfaction
• Financial management experience including understanding of spread sheets
• Experience as a business manager, with knowledge of employment law and small business accounts

Desirable

• Experience of strategic business planning
• Experience of working with regulatory bodies and preparing for inspections

skills

Essential

• A solutions focused approach to problem solving
• Intelligent with a fast-learning ability
• Effective communication (oral and written) and excellent inter-personal skills
• Approachable with the ability to listen and empathise
• Delegation and empowerment of staff
• Appropriate IT skills
• Leadership skills, including excellent people management skills
• Good time management
• Customer service and complaints resolution
• Negotiating and managing conflict
• Able to manage change and cope with pressure
• Networking and facilitation
• Motivational

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

Millrise Medical Practice

Address

12 Millrise Road

Stoke-on-trent

ST2 7BW

Employer's website

https://www.millrisemedicalpractice.co.uk (Opens in a new tab)