Practice Manager - Morlais Medical Practice
GP Practice in Wales
This job is now closed
Job summary
Morlais Health centres are looking to appoint an experienced, enthusiastic business manager with strong financial and leadership skills. The candidate should be highly organised and have the motivation and strategic vision to drive forward service provision for our 25,000 patients across our 3 sites. You will be supported by an operations manager, branch practice manager and an excellent administrative and clinical team.
Main duties of the job
The candidate should be able to work independently using their own initiative, and yet also be part of the team. They should have excellent communication and leadership skills, and work with the partners and staff to strive for excellence in healthcare provision. The candidate should have strategic vision to drive things forward and promote change where needed. They should have excellent organisational skills and aim to deliver targets across clinical and administrative areas. It is important that the candidate is motivated, enthusiastic and able to performance manage staff and work with them in order to promote a cohesive, happy team.
About us
About Morlais Medical Practice
Hello! We are one of the largest GP practices in Wales serving over 25,000 patients across three sites. We have a great team of 9 partners, 8 salaried GPs, 5 nurses, 4 HCAs and a clinical pharmacist. We have first contact physio every day and GP Support officers who deal with housing, benefits, social services queries, social prescribing etc.
Date posted
16 November 2023
Pay scheme
Other
Salary
Depending on experience Annual Salary: £58,972.00 - 37.5 hours a week
Contract
Permanent
Working pattern
Full-time
Reference number
M0044-23-0273
Job locations
Morlais Medical Practice
Berry Square
Dowlais
Merthyr Tydfil
Mid Glamorgan
CF48 3AL
Job description
Job responsibilities
Job description- Business practice manager
Job summary
The business manager is responsible for the overall operational, financial and strategic management of the practice. They will work with the operations manager and branch practice manager, and delegate, supervise and performance manage when necessary.
Responsibilities
Human resources management
Manage the practices staff to ensure teams work effectively, including (but not limited to):
o Making sure staff understand their work objectives
o Ensuring all teams have an appropriate mix of skills and experience, and are equipped with the resources required
o Keeping staff motivated
o Maintaining staff to ensure the workforce is effectively covered during absence
o Delegating activities and workload as appropriate
Recruit staff and ensure they comply with the requirements of the practice and with legislation, including (but not limited to):
o Implementing a recruitment policy that ensures applicants are aware of the opportunities, and that people are employed on the basis of their skills, experience and capabilities
o Workforce planning, including monitoring and highlighting any potential issues
o Making sure the practice workforce comprises a suitable mix of skills and competence to deliver high-quality services and value for money
Performance management of staff, including (but not limited to):
o Monitoring staff performance, keeping accurate records and providing support and encouragement
o Giving clear feedback on performance on an ad-hoc basis, and through appraisals and formal processes
o Taking appropriate action to tackle poor performance or conduct, in line with the practices policies and legislation
Make sure all the practices HR policies and processes are up to date and comply with legal requirements, including (but not limited to):
o Implementing staff rights and responsibilities, in line with legislation and the practices policies
o Complying with equality, diversity and employment rights legislation, and making sure processes and procedures are up to date and in line with any change in legislation.
Financial
Managing income and expenditure systems
Manage and maintain the practices financial resources to maximum effect, including (but not limited to):
o Planning and monitoring income and cashflow to maximise budgets and ensure funds are available as needed.
o Monitoring expenditure and identifying where outgoings deviate from financial planning, taking action to mitigate shortfalls where appropriate.
o Making sure financial risks are identified and mitigated, acting if needed
Maximise income from GMS/enhanced services, including (but not limited to):
o Monitoring performance against planned outcomes, taking action to remedy underperformance if required
o Ensuring claims are submitted in a timely manner and that payments are received on time, such as rent from the pharmacy
o Planning and managing QUAIF activities, delegating where necessary and monitoring progress
Maintaining up to date financial plans and records, including (but not limited to):
o Ensuring financial plans, records and reports are available to partners when required
o Keeping financial records accurate and up to date, including accounts, payroll, banking data, superannuation, PAYE, insurance etc.
o Submitting up to date records and returns to the relevant agencies on time
Present quarterly financial updates to the partners regarding the financial position of the practice covering cashflow, claims, income and expenditure
Technology and information
Ensuring the practices IT resources, including hardware, software and data are managed in a way that safeguards patient information and benefits patients care, (including but not limited to):
o Ensuring staff make the most effective use of technology to perform their job
o Information and data are handled correctly, processed and actioned in a timely manner. It should be stored and transmitted in a way that maintains confidentiality
o Ensure that the practice complies with information governance legislation, data protection, freedom of information and the Caldicott principles
o Implementing procedures and systems that protect patient confidentiality, and ensuring staff are trained and aware of the above
o Completing and updating the IG toolkit as required
o Implementing systems to ensure data processing and management efficiency
o IT planning and monitoring technology to make changes when necessary to maximise benefits to patients and the practice
o Updating the practices website-liaising with the web management company when necessary
Patient services
Monitor the availability of appointments, both in advance and on a day-to-day basis, to ensure patient access is adequate
Review access on a regular basis, acting when improvement is required
Make sure staffing is adequate to meet demand- both clinical and non-clinical
Plan for staff absence
Risk management
Make sure risks are recognised, minimised and mitigated in line with legislation and good practice, including (but not limited to):
o Keep track of legal requirements and changes to them, including how they impact on the practice and the implications of non-compliance
o Review policies and procedures regularly
o Manage and support other members of staff to manage risks associated with their work practices
Lead on health and safety compliance, including (but not limited too):
o Ensure the practices health and safety policy is up to date and that staff comply
o Lead on delivering health and safety training and education
o Make sure all types of insurance are up to date
Change management
Plan and implement strategic and operational priorities and monitor progress
Plan for changes that could affect the practice and partnership, including assessing and managing risks associated with the change
Identify areas for development for the practice and partnership, including presenting recommendations and ideas and writing business plans
Monitoring how changes affect staff to maintain stability, morale and staff performance
Managing people through change- including resource planning and monitoring, motivating staff, evaluating performance and response to change
Maintain and improving quality
Maintain best practice and keep abreast of developments in quality standards
Lead and ensure compliance with clinical governance and standards, liaising with partners and clinicians
Staff training and development
Promote and make available appropriate staff training and development opportunities, including (but not limited to):
o Developing a culture of learning and continuing education
o Implementing systems to identify learning needs, gaps in training and appraisal processes
o Identifying learning and training needs of individual members of staff and addressing them by finding appropriate training opportunities
o Supporting members of staff to develop in both a professional and personal capacity within their role
Communication and working with others
Ensure all methods of communication in the practice are effective and work to the benefit of the patients, staff and partners
Communicate effectively and work proactively with people (staff, patients and partners) to maximise the effectiveness and success of the practice
Plan, schedule, organise and lead meetings including drafting agendas, minute taking and ensuring resulting actions are completed
Make sure decisions are made in accordance with appropriate processes, based on consultation and evidence, and to an agreed structure
Management of patient complaints
Ensure all complaints are dealt with in accordance with the practices complaints procedure and statutory requirements, including (but not limited to):
o Promotion of the complaints system, so patients know how to make a complaint
o Making sure complaints are acknowledged and that a response is received within the correct time scale. Delegating as necessary to the appropriate member of staff
o Al complaints are investigated in a fair and thorough manner
o Ensure professional legal advice is obtained from the medical defence provider
o Making sure the practice complaints procedure is kept up to date
Maintaining confidentiality
The practice manager will, as an integral part of and in the course of carrying out his/her role, have access to confidential and sometimes sensitive information relating to patients, carers and family members, as well as similar information about colleagues. The practice manager will also have access to confidential commercial information about the practice and its business. All such information, in whatever format and howsoever made available, must be treated with the strictest confidence. All such information held both within and outside of the practice will be shared only as necessary, and in accordance with the practices confidentiality/data-sharing policies, and in line with data protection legislation and the Freedom of Information Act. The practice manager is responsible for making sure the practices confidentiality and data protection policies are up to date and implemented effectively, that all staff are trained in and comply with such policies, and that training is updated as required.
please see attached full requirements
Job description
Job responsibilities
Job description- Business practice manager
Job summary
The business manager is responsible for the overall operational, financial and strategic management of the practice. They will work with the operations manager and branch practice manager, and delegate, supervise and performance manage when necessary.
Responsibilities
Human resources management
Manage the practices staff to ensure teams work effectively, including (but not limited to):
o Making sure staff understand their work objectives
o Ensuring all teams have an appropriate mix of skills and experience, and are equipped with the resources required
o Keeping staff motivated
o Maintaining staff to ensure the workforce is effectively covered during absence
o Delegating activities and workload as appropriate
Recruit staff and ensure they comply with the requirements of the practice and with legislation, including (but not limited to):
o Implementing a recruitment policy that ensures applicants are aware of the opportunities, and that people are employed on the basis of their skills, experience and capabilities
o Workforce planning, including monitoring and highlighting any potential issues
o Making sure the practice workforce comprises a suitable mix of skills and competence to deliver high-quality services and value for money
Performance management of staff, including (but not limited to):
o Monitoring staff performance, keeping accurate records and providing support and encouragement
o Giving clear feedback on performance on an ad-hoc basis, and through appraisals and formal processes
o Taking appropriate action to tackle poor performance or conduct, in line with the practices policies and legislation
Make sure all the practices HR policies and processes are up to date and comply with legal requirements, including (but not limited to):
o Implementing staff rights and responsibilities, in line with legislation and the practices policies
o Complying with equality, diversity and employment rights legislation, and making sure processes and procedures are up to date and in line with any change in legislation.
Financial
Managing income and expenditure systems
Manage and maintain the practices financial resources to maximum effect, including (but not limited to):
o Planning and monitoring income and cashflow to maximise budgets and ensure funds are available as needed.
o Monitoring expenditure and identifying where outgoings deviate from financial planning, taking action to mitigate shortfalls where appropriate.
o Making sure financial risks are identified and mitigated, acting if needed
Maximise income from GMS/enhanced services, including (but not limited to):
o Monitoring performance against planned outcomes, taking action to remedy underperformance if required
o Ensuring claims are submitted in a timely manner and that payments are received on time, such as rent from the pharmacy
o Planning and managing QUAIF activities, delegating where necessary and monitoring progress
Maintaining up to date financial plans and records, including (but not limited to):
o Ensuring financial plans, records and reports are available to partners when required
o Keeping financial records accurate and up to date, including accounts, payroll, banking data, superannuation, PAYE, insurance etc.
o Submitting up to date records and returns to the relevant agencies on time
Present quarterly financial updates to the partners regarding the financial position of the practice covering cashflow, claims, income and expenditure
Technology and information
Ensuring the practices IT resources, including hardware, software and data are managed in a way that safeguards patient information and benefits patients care, (including but not limited to):
o Ensuring staff make the most effective use of technology to perform their job
o Information and data are handled correctly, processed and actioned in a timely manner. It should be stored and transmitted in a way that maintains confidentiality
o Ensure that the practice complies with information governance legislation, data protection, freedom of information and the Caldicott principles
o Implementing procedures and systems that protect patient confidentiality, and ensuring staff are trained and aware of the above
o Completing and updating the IG toolkit as required
o Implementing systems to ensure data processing and management efficiency
o IT planning and monitoring technology to make changes when necessary to maximise benefits to patients and the practice
o Updating the practices website-liaising with the web management company when necessary
Patient services
Monitor the availability of appointments, both in advance and on a day-to-day basis, to ensure patient access is adequate
Review access on a regular basis, acting when improvement is required
Make sure staffing is adequate to meet demand- both clinical and non-clinical
Plan for staff absence
Risk management
Make sure risks are recognised, minimised and mitigated in line with legislation and good practice, including (but not limited to):
o Keep track of legal requirements and changes to them, including how they impact on the practice and the implications of non-compliance
o Review policies and procedures regularly
o Manage and support other members of staff to manage risks associated with their work practices
Lead on health and safety compliance, including (but not limited too):
o Ensure the practices health and safety policy is up to date and that staff comply
o Lead on delivering health and safety training and education
o Make sure all types of insurance are up to date
Change management
Plan and implement strategic and operational priorities and monitor progress
Plan for changes that could affect the practice and partnership, including assessing and managing risks associated with the change
Identify areas for development for the practice and partnership, including presenting recommendations and ideas and writing business plans
Monitoring how changes affect staff to maintain stability, morale and staff performance
Managing people through change- including resource planning and monitoring, motivating staff, evaluating performance and response to change
Maintain and improving quality
Maintain best practice and keep abreast of developments in quality standards
Lead and ensure compliance with clinical governance and standards, liaising with partners and clinicians
Staff training and development
Promote and make available appropriate staff training and development opportunities, including (but not limited to):
o Developing a culture of learning and continuing education
o Implementing systems to identify learning needs, gaps in training and appraisal processes
o Identifying learning and training needs of individual members of staff and addressing them by finding appropriate training opportunities
o Supporting members of staff to develop in both a professional and personal capacity within their role
Communication and working with others
Ensure all methods of communication in the practice are effective and work to the benefit of the patients, staff and partners
Communicate effectively and work proactively with people (staff, patients and partners) to maximise the effectiveness and success of the practice
Plan, schedule, organise and lead meetings including drafting agendas, minute taking and ensuring resulting actions are completed
Make sure decisions are made in accordance with appropriate processes, based on consultation and evidence, and to an agreed structure
Management of patient complaints
Ensure all complaints are dealt with in accordance with the practices complaints procedure and statutory requirements, including (but not limited to):
o Promotion of the complaints system, so patients know how to make a complaint
o Making sure complaints are acknowledged and that a response is received within the correct time scale. Delegating as necessary to the appropriate member of staff
o Al complaints are investigated in a fair and thorough manner
o Ensure professional legal advice is obtained from the medical defence provider
o Making sure the practice complaints procedure is kept up to date
Maintaining confidentiality
The practice manager will, as an integral part of and in the course of carrying out his/her role, have access to confidential and sometimes sensitive information relating to patients, carers and family members, as well as similar information about colleagues. The practice manager will also have access to confidential commercial information about the practice and its business. All such information, in whatever format and howsoever made available, must be treated with the strictest confidence. All such information held both within and outside of the practice will be shared only as necessary, and in accordance with the practices confidentiality/data-sharing policies, and in line with data protection legislation and the Freedom of Information Act. The practice manager is responsible for making sure the practices confidentiality and data protection policies are up to date and implemented effectively, that all staff are trained in and comply with such policies, and that training is updated as required.
please see attached full requirements
Person Specification
Qualifications
Essential
- Qualification Specifications
- Essential
- Diploma in Primary care/health care management.
- Desirable
- Diploma in Primary care/health care management.
- Working knowledge of EMIS clinical system
- Degree
- Experience Specifications
- Essential
- Minimum 5 years experience in management position (preferably healthcare)
- Strong financial management experience. Knowledge of SAGE or IRIS accounting systems, payroll, superannuation, PAYE. Ability to present financial updates to the partners.
- Desirable
- Diploma in Primary care/health care management.
- Working knowledge of EMIS clinical system
- Degree
- Additional Criteria
- Essential
- n/a
- Desirable
- Experience working in primary care
Person Specification
Qualifications
Essential
- Qualification Specifications
- Essential
- Diploma in Primary care/health care management.
- Desirable
- Diploma in Primary care/health care management.
- Working knowledge of EMIS clinical system
- Degree
- Experience Specifications
- Essential
- Minimum 5 years experience in management position (preferably healthcare)
- Strong financial management experience. Knowledge of SAGE or IRIS accounting systems, payroll, superannuation, PAYE. Ability to present financial updates to the partners.
- Desirable
- Diploma in Primary care/health care management.
- Working knowledge of EMIS clinical system
- Degree
- Additional Criteria
- Essential
- n/a
- Desirable
- Experience working in primary care
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
GP Practice in Wales
Address
Morlais Medical Practice
Berry Square
Dowlais
Merthyr Tydfil
Mid Glamorgan
CF48 3AL
Employer's website
Employer details
Employer name
GP Practice in Wales
Address
Morlais Medical Practice
Berry Square
Dowlais
Merthyr Tydfil
Mid Glamorgan
CF48 3AL
Employer's website
For questions about the job, contact:
Date posted
16 November 2023
Pay scheme
Other
Salary
Depending on experience Annual Salary: £58,972.00 - 37.5 hours a week
Contract
Permanent
Working pattern
Full-time
Reference number
M0044-23-0273
Job locations
Morlais Medical Practice
Berry Square
Dowlais
Merthyr Tydfil
Mid Glamorgan
CF48 3AL