Practice Manager

Job description

Job responsibilities

The post holder will:

• Keep abreast of current affairs and identify potential opportunities and threats.
• Contribute to practice strategy; formulate objectives and research and develop ideas for future practice development
• Monitor and evaluate performance of the practice team against objectives; identify and manage change
• Develop and maintain effective communication both within the practice and with relevant outside agencies
• Independently and collaboratively project manage new and developing service change within the practices/primary care network (PCN)
• Assess and evaluate accommodation requirements and manage development

• Oversee the recruitment and retention of staff and provide a general personnel management service
• Ensure that all staff are legally and gainfully employed. Monitor skill-mix and deployment of staff
• Manage staffing levels within target budgets
• Evaluate, organise and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role
• Develop and implement effective staff appraisal and monitoring systems
• Support and mentor staff, both as individuals and as team members
• Implement effective systems for the resolution of disputes and grievances
• Keep abreast of changes in employment legislation
• Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies)
• Actively engage with the PCN, including managing recruitment and management of staff

• Manage practice accounts and seek to maximise income
• Through negotiation with the ICB and NHS England ensure the practice receives an appropriate and equitable allocation of resources
• Understand and report on the financial implications of contract and legislation changes
• Manage practice accounts; submit year-end figures promptly and liaise with the practice accountant
• Monitor cash-flow and report to the partners
• Oversee the management and reconciliation of bank accounts; negotiate/liaise with the practice bankers
• Monitor and reconcile income and expenditure statements and purchase/sales ledger transactions
• Manage partners drawings
• Co-ordinate & monitor PAYE for practice staff and maintain appropriate records for the practice accountants
• Manage appropriate systems for handling and recording of cash and cheques and petty cash.

• Convene meetings, prepare agendas and ensure distribution of minutes as necessary
• Develop Practice protocols and procedures, review and update as required
• Ensure that Practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place
• Manage the procurement of practice equipment, supplies and services within target budgets
• Develop and review Health & Safety policies and procedures and keep abreast of current legislation
• Arrange appropriate insurance cover
• Ensure that the Practice has adequate disaster recovery procedures in place
• Arrange appropriate maintenance for practice equipment
• Monitor and oversee Practice locum requirements.

• Adopt a strategic approach to the development and management of patient services
• Ensure service development and delivery is in accordance with local and national guidelines
• 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/or develop repeat prescribing systems
• Oversee and/or develop and manage an effective appointments systems
• Oversee and/or organise surgery timetables, duty rotas and holiday cover
• Routinely monitor and assess practice performance against patient access and demand management targets
• Develop and implement an effective complaints management system
• Liaise with patient groups/PALS/Patient Participation Group

• Oversee the evaluation of and plan practice IT implementation and modernisation
• Oversee the latest development in primary care IT
• Oversee the motivation, support and monitoring of staff in the use of IT; organise, oversee the organisation of and evaluation of IT training
• Oversee setting of targets and monitoring standards for data entry and data collection
• Ensure that the practice has effective IT data security, back-up, maintenance and disaster recovery plans in place
• Liaise with the ICB regarding systems procurement, IT funding and national IT development programmes.
• Maintain the practices websites.

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

The post-holder will implement and lead on the full range of promotion and management of their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include (but will not be limited to):

• Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
• Maintain and up to date knowledge of health and safety and infection control statutory and best practice guidelines and ensure implementation across the business
• Using personal security systems within the workplace according to Practice guidelines
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business
• Making effective use of training to update knowledge and skills, and initiate and manage the training of others
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed
• Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers
• Undertaking periodic infection control training
• Routine management of own team / team areas, and maintenance of work space standards

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources

The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognize peoples needs for alternative methods of communication and respond accordingly

The post-holder will:

• Apply practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate

Person Specification

Qualifications

Essential

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

Desirable

• Degree level certification
• Relevant management or finance qualification

Experience

Essential

• Experience of successful management of multidisciplinary teams - including workforce planning and development, and promoting teamwork and employee satisfaction
• Experience of performance management and applying relevant HR/employment law
• Experience working with computers and relevant IT

Desirable

• Management experience in the NHS or in practice management
• Experience of strategic business planning
• Experience of working with regulatory bodies and preparing for inspections

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

Severn Valley Medical Practice

Address

Henwick Halt Medical Practice

1 Ingles Drive, St Johns

Worcester

WR2 5HL

Employer's website

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