Job summary
We have an exciting opportunity for a motivated manager with strategic vision who enjoys leading change, to join our rural practice in beautiful Cumbria. We are looking for a leader, who, along with the clinical team, will be responsible for our 6000+ patients and the services we provide to them. You will also be committed to working with and developing a happy, high performing team.
You will need to lead and manage activities across all aspects of our practice services.
Candidates should take for granted a need to be passionate about the care for our patients and how we provide it efficiently, in a modern practice. You will need to demonstrate excellent communication skills, be a creative and adaptable leader, create followership and be resilient to the many and changing demands of the NHS.
A successful Practice Manager is likely to be conscientious, confident, pragmatic, and eloquent, able to exploit the opportunity that digital solutions offer to create efficient ways of working.
Main duties of the job
To lead and manage the Practice and its team to facilitate the delivery of patient care in a manner that reflects our vision and values, enabling us to optimise practice efficiency, effectiveness and financial targets.
To develop an empowered team who enjoy and thrive in our multidisciplinary team environment.
To work seamlessly with the Partners to achieve NHS requirements, whilst developing a core business model that will sustain a modern general practice.
Responsibilities include:
- Strategic management and planning
- Operational organisation of Patient Services
- Financial management
- Human Resources
- Health Safety and Environment
- Digital service improvement and delivery
- Premises management
About us
We have a two site practice and a team of 25 to support our patients with their healthcare needs. Services are delivered from Ambleside and our branch surgery in Hawkshead. There are 3 Partners, 2 salaried GPs, 2 ANPs and a team of Practice Nurses, HCAs, Admin and Reception staff. We have onsite MSK Physiotherapists and share our Pharmacist and Care Coordinators with Grange and Lakes PCN.
Our geography can be inspiring yet means that our population has unique needs, and we receive a high number of tourists to the Lake District area.
We continue to invest in a multidisciplinary team of healthcare professionals who are caring, compassionate and work flexibly to use their skills for our patients benefit.
We aim to provide clinical care that reflects modern general practice and works appropriately with other healthcare providers.
We aim to use technology smartly to improve the efficiency and effectiveness of our administration alongside improving patient experience
We aim to empower our patients to take informed decisions about their healthcare needs and choices.
We participate in research and developments that improve our care and patient outcomesIt is no secret that general practice is a challenging and busy environment.
We are fortunate to have high levels of patient satisfaction and wish for this to continue.
Job description
Job responsibilities
JOB RESPONSIBILITIES
(some duties may be delegated to other members of the team)
PARTNERSHIP
- Work with the partners and management team on strategic planning for all aspects of the Practice.
- Attend Practice meetings, organise agendas and papers
- Liaise with solicitors on legal matters
- Deal with partnership changes; retirement, new appointments, legal, financial and patient related implications; maintain and update partnership agreements
- Deal with CQC registration changes.
- Manage records of Practice list sizes and care data
- Ensure all clinical staff have the appropriate indemnity and manage any negligence claims
- Act as the representative of the Practice as and when required.
STRATEGIC MANAGEMENT AND PLANNING
- Keep up to date with changes in the national and local health policy and identify opportunities and potential threats
- Contribute to Practice strategy, formulate objectives and develop ideas for future Practice development
- Monitor and evaluate the performance of the Practice team against objective parameters; identify and manage change
- Assess and evaluate accommodation requirement and manage development and expansion plans
COMPLIANCE
Ensure compliance with all regulatory frameworks associated with General Practice e.g. CQC, Information Commissioners Office, Health & Safety,
FINANCIAL MANAGEMENT
- Manage Practice budgets and seek to maximise income and reduce costs
- Negotiating with the CCG and NHS England with submission of business and development plans to 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, liaise with accountant, submit year-end figures
- Monitor cash flow, prepare regular forecasts and report to Partners
- Manage and reconcile bank accounts, negotiate/liaise with Practice bank managers
- Monitor and reconcile income and expenditure statement
- Manage GP Partners’ drawings, superannuation and tax payments
- Manage and monitor PAYE for Practice staff and maintain appropriate records
- Manage contributions to the NHS pension scheme and maintain appropriate records
- Manage appropriate systems for handling and recording of cash, cheques and petty cash
HUMAN RESOURCES
- Managing the administration and support teams, work in partnership with clinical leads for any professional matter
- Lead the recruitment and retention of staff
- Ensure all staff are legally and gainfully employed, monitor skill mix and deployment of staff
- Manage staffing levels with target budgets
- Advise and recommend appropriate workforce levels for clinical and non-clinical staff
- Evaluate, organise and oversee staff induction and training to 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
- Develop and implement appropriate absence monitoring and associated actions
- Maintain up to date HR documentation (job descriptions, employment contracts and employment policies).
ORGANISATIONAL
- Convene meetings; prepare agendas and ensure distribution of minutes as necessary
- Develop and review Practice protocols, procedures and SOPs
- Manage the procurement of Practice equipment, supplies and services with target budgets
- Develop and review health and safety policies and procedures and keep abreast with current legislation
- Arrange appropriate insurance cover
- Arrange appropriate maintenance for medical and Practice equipment
PATIENT SERVICES
- 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 the Practice complies with the NHS contractual obligations in relation to patient care
- Lead through the Clinical all aspects of prescribing and medication processes
- Oversee effective appointments system
- Oversee 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
- Monitor and evaluate patient feedback, NHS.uk rank and rating reviews, Patient Group Forum, GP Survey, Friends and Family test
- Promote services to patients through displays and deal with any requests from the media and other organisations.
DIGITAL
- Evaluate and plan Practice IT implementation and modernisation via the IT manager and Digital adviser
- Motivate and support staff in use of various digital systems and oversee and evaluate training
- Set monitoring standard for data entry and collection
- Ensure the Practice has an effective cyber and data security, back up, maintenance and disaster recovery plan
- Keep abreast of the latest developments in Primary Care IT and regularly update the Practice team
- Oversee and maintain the Practice website and social media channels
PRACTICE PREMISES
- Responsible for maintenance and safety of both Practice premises; including management of cleaning contract and fire prevention
- Liaise with NHS Estates for the Ambleside premises
- Responsible for the development of the premises to meet demand of the list size
- Responsible for security of both Practice site premises.
Job description
Job responsibilities
JOB RESPONSIBILITIES
(some duties may be delegated to other members of the team)
PARTNERSHIP
- Work with the partners and management team on strategic planning for all aspects of the Practice.
- Attend Practice meetings, organise agendas and papers
- Liaise with solicitors on legal matters
- Deal with partnership changes; retirement, new appointments, legal, financial and patient related implications; maintain and update partnership agreements
- Deal with CQC registration changes.
- Manage records of Practice list sizes and care data
- Ensure all clinical staff have the appropriate indemnity and manage any negligence claims
- Act as the representative of the Practice as and when required.
STRATEGIC MANAGEMENT AND PLANNING
- Keep up to date with changes in the national and local health policy and identify opportunities and potential threats
- Contribute to Practice strategy, formulate objectives and develop ideas for future Practice development
- Monitor and evaluate the performance of the Practice team against objective parameters; identify and manage change
- Assess and evaluate accommodation requirement and manage development and expansion plans
COMPLIANCE
Ensure compliance with all regulatory frameworks associated with General Practice e.g. CQC, Information Commissioners Office, Health & Safety,
FINANCIAL MANAGEMENT
- Manage Practice budgets and seek to maximise income and reduce costs
- Negotiating with the CCG and NHS England with submission of business and development plans to 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, liaise with accountant, submit year-end figures
- Monitor cash flow, prepare regular forecasts and report to Partners
- Manage and reconcile bank accounts, negotiate/liaise with Practice bank managers
- Monitor and reconcile income and expenditure statement
- Manage GP Partners’ drawings, superannuation and tax payments
- Manage and monitor PAYE for Practice staff and maintain appropriate records
- Manage contributions to the NHS pension scheme and maintain appropriate records
- Manage appropriate systems for handling and recording of cash, cheques and petty cash
HUMAN RESOURCES
- Managing the administration and support teams, work in partnership with clinical leads for any professional matter
- Lead the recruitment and retention of staff
- Ensure all staff are legally and gainfully employed, monitor skill mix and deployment of staff
- Manage staffing levels with target budgets
- Advise and recommend appropriate workforce levels for clinical and non-clinical staff
- Evaluate, organise and oversee staff induction and training to 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
- Develop and implement appropriate absence monitoring and associated actions
- Maintain up to date HR documentation (job descriptions, employment contracts and employment policies).
ORGANISATIONAL
- Convene meetings; prepare agendas and ensure distribution of minutes as necessary
- Develop and review Practice protocols, procedures and SOPs
- Manage the procurement of Practice equipment, supplies and services with target budgets
- Develop and review health and safety policies and procedures and keep abreast with current legislation
- Arrange appropriate insurance cover
- Arrange appropriate maintenance for medical and Practice equipment
PATIENT SERVICES
- 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 the Practice complies with the NHS contractual obligations in relation to patient care
- Lead through the Clinical all aspects of prescribing and medication processes
- Oversee effective appointments system
- Oversee 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
- Monitor and evaluate patient feedback, NHS.uk rank and rating reviews, Patient Group Forum, GP Survey, Friends and Family test
- Promote services to patients through displays and deal with any requests from the media and other organisations.
DIGITAL
- Evaluate and plan Practice IT implementation and modernisation via the IT manager and Digital adviser
- Motivate and support staff in use of various digital systems and oversee and evaluate training
- Set monitoring standard for data entry and collection
- Ensure the Practice has an effective cyber and data security, back up, maintenance and disaster recovery plan
- Keep abreast of the latest developments in Primary Care IT and regularly update the Practice team
- Oversee and maintain the Practice website and social media channels
PRACTICE PREMISES
- Responsible for maintenance and safety of both Practice premises; including management of cleaning contract and fire prevention
- Liaise with NHS Estates for the Ambleside premises
- Responsible for the development of the premises to meet demand of the list size
- Responsible for security of both Practice site premises.
Person Specification
Experience
Essential
- Experience of and success at communicating with and managing people.
- Experience as a people manager, with some knowledge of employment law and health & safety regulations.
- Experience of working in teams and able to promote a team spirit.
- Financial management experience and knowledge of accounting.
- Evidence of a commitment to continuing professional development.
- Experience of working with members of the public.
Desirable
- Experience of PCNs and how they work.
- Experience of EMIS or other Clinical system.
- Management experience in the NHS or in practice management.
Qualifications
Essential
- Evidence of a sound education to a minimum of GCSE level.
- Evidence of a commitment to continuing professional development.
Desirable
- Degree level certification.
- Relevant management qualification.
Skills
Essential
- Proficiency in Microsoft Office packages, including Excel, Outlook, Word and MS Teams.
- Leadership skills, including excellent people management skills.
- Ability to listen and empathise.
- Delegation and empowerment of staff.
- Good time management.
- Able to manage change and cope with pressure from a variety of stakeholders.
- A solutions focused approach.
- Proven problem solving & analytical skills.
- Excellent communication (oral and written) and inter-personal skills.
- Negotiation and conflict skills.
- Be comfortable in driving teams to meet objectives.
- Networking and facilitation.
- The ability to implement and execute tasks to deadline.
- Financial acumen.
Desirable
- Understands where the sources of power and influences lie both within and between stakeholders and use such power sources effectively.
- Project management.
- Change management.
- Quality Improvement.
Qualities
Essential
- Ability to comply with confidential arrangements.
- Self- motivating and self-confident.
- Able to work with minimal direction.
- Enthusiastic, energetic, and assertive.
- Adaptable and innovative.
- Personable.
- Strategic thinking with vision.
- Trustworthy, honest, reliable, caring, and empathetic.
- Hard working, and resourceful.
- A considered approach with a diplomatic personality when required.
Desirable
- High self-confidence required to deal with people in senior roles, internally and externally, and able to manage often conflicting views and timescales.
Person Specification
Experience
Essential
- Experience of and success at communicating with and managing people.
- Experience as a people manager, with some knowledge of employment law and health & safety regulations.
- Experience of working in teams and able to promote a team spirit.
- Financial management experience and knowledge of accounting.
- Evidence of a commitment to continuing professional development.
- Experience of working with members of the public.
Desirable
- Experience of PCNs and how they work.
- Experience of EMIS or other Clinical system.
- Management experience in the NHS or in practice management.
Qualifications
Essential
- Evidence of a sound education to a minimum of GCSE level.
- Evidence of a commitment to continuing professional development.
Desirable
- Degree level certification.
- Relevant management qualification.
Skills
Essential
- Proficiency in Microsoft Office packages, including Excel, Outlook, Word and MS Teams.
- Leadership skills, including excellent people management skills.
- Ability to listen and empathise.
- Delegation and empowerment of staff.
- Good time management.
- Able to manage change and cope with pressure from a variety of stakeholders.
- A solutions focused approach.
- Proven problem solving & analytical skills.
- Excellent communication (oral and written) and inter-personal skills.
- Negotiation and conflict skills.
- Be comfortable in driving teams to meet objectives.
- Networking and facilitation.
- The ability to implement and execute tasks to deadline.
- Financial acumen.
Desirable
- Understands where the sources of power and influences lie both within and between stakeholders and use such power sources effectively.
- Project management.
- Change management.
- Quality Improvement.
Qualities
Essential
- Ability to comply with confidential arrangements.
- Self- motivating and self-confident.
- Able to work with minimal direction.
- Enthusiastic, energetic, and assertive.
- Adaptable and innovative.
- Personable.
- Strategic thinking with vision.
- Trustworthy, honest, reliable, caring, and empathetic.
- Hard working, and resourceful.
- A considered approach with a diplomatic personality when required.
Desirable
- High self-confidence required to deal with people in senior roles, internally and externally, and able to manage often conflicting views and timescales.
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.
