Practice Manager

Job description

Job responsibilities

Job summary:

Provide leadership and management skills to enable the practice to meet its agreed aims and objectives within a profitable, efficient, safe and effective working environment.

Job responsibilities:

Strategic management and planning

The post holder will:

Keep abreast of current affairs and identify potential threats and opportunities.

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 to include succession planning.

Develop and maintain effective communication both within the practice and with relevant outside stakeholders.

Prepare and update the practice development plan, and oversee the implementation of the aims and objectives

Assess and evaluate premises requirements and manage development plans.

Financial management

Manage practice budgets and seek to maximise income.

Through negotiation and collaboration with external parties, preparation and submission of development plans, ensuring the practice receives an appropriate and equitable allocation of resources.

Understand and report on the financial implications of contract and legislation changes.

Manage and oversee practice accounts; submit year-end figures promptly and liaise with the practice accountant.

Monitor cash-flow, prepare regular forecasts and reports to the Partners.

Monitor and reconcile income and expenditure statements and purchase/sales ledger transaction.

Ensure payroll process is accurate and timely for practice staff and maintain appropriate records.

Manage contributions to the practice pension scheme(s) and maintain appropriate records.

Human resources

Oversee the recruitment, appointment 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 ensuring annual appraisals and development plans.

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 roles.

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)

Organisational

Ensure meetings, agendas and actions logs are prepared, monitored and maintained ensuring distribution of minutes as necessary.

Develop Practice protocols, policy and procedures, review and update annually.

Ensure that Practice premises are adequately 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 and ensure timely renewal.

Ensure that the practice has adequate business continuity plans and disaster recovery procedures in place.

Ensure appropriate maintenance for practice equipment and premises.

Patient services

Adopt a strategic approach to the development and management of patient services ensuring contractual requirements are adhered to.

Ensure service development and delivery is in accordance with local and national guidelines.

Maintain registration policies and monitor patient turnover and capitation.

Maintain capacity and demand data and auditing to identify access needs and risks.

Oversee and/or develop repeat prescribing systems.

Oversee and/or develop and manage an effective appointments systems.

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

Develop and implement an effective complaints management system which is delivered in line with practice policy.

Liaise with patient groups/PALS.

Incidents and Significant Events

Act as lead for incidents and learning events to ensure staff awareness, logging, investigation and transparency to ensure learning outcomes are identified and shared.

Information management and technology

Evaluate and plan practice IT implementation and modernisation.

Keep abreast of the latest development in primary care IT and regularly update the practice management team.

Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training.

Set targets and monitoring standards for data entry and data collection such as CQRS systems.

Ensure that the practice has effective IT data security, back-up, maintenance and disaster recovery plans in place.

Maintain the practices website.

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 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

Health & safety

The post-holder will implement and lead on the full range of promotion and management 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.

Maintaining an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines and ensuring 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 correcting 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 (minimum annually)Routine management of own team / team areas, and maintenance of work space standards

Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality and diversity

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

Acting in a way that recognises 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 that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional development

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

Quality

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

Communication

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

Contribution to the implementation of services

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

Experience

Essential

• Key Behaviours & Attributes
• Essential
• -Honest, trustworthy and consistent
• -Leads by example and does not shy away from operational challenges
• -Hard-working, organised and dependable
• -Collaborative, supportive and team-focused
• -Patient-centred in decision-making
• -Resilient, adaptable and solution-focused
• Experience
• Essential
• -Proven experience working in NHS General Practice.
• -Strong working knowledge of EMIS, Docman, Accurx and primary care IT systems.
• -Demonstrable HR experience including people management and employment processes.
• -Experience managing practice finances, budgets and NHS claims.
• -Clear understanding of CQC standards, governance and risk management.
• -Excellent communication, leadership and organisational skills.
• Ability to remain calm, fair and decisive under pressure.Experience
• Essential
• Proven Management Experience within a healthcare setting.
• Significant and demonstrable experience in a staff management position.
• Experience of working within NHS or similar fast paced environment.
• Experience of managing confidential information and data.
• Proven experience of managing governance systems and processes.
• Working knowledge of UK & European Employment Law.
• Evidence of successful projects including setting up new systems and managing change.
• Qualifications
• Educated to a Degree level or Equivalent Experience.
• Finance, Business or Management Qualification.
• 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.

Desirable

• Desirable
• Experience of working as a GP practice manager.
• Working knowledge of the NHS and general practice.
• Experience using our clinical database Emis.
• Diploma in Primary Care Management.

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

Abbey Medical Practice

Address

Abbey Medical Practice

Abbey Lane

Evesham

Worcestershire

WR11 4BS

Employer's website

https://www.abbeymedicalpractice.org.uk/ (Opens in a new tab)