Practice Manager Panteg Health Centre

Job responsibilities

Responsible for the smooth, efficient and profitable running of the practice and maintaining a happy and committed team.

Keeping the partners abreast of forthcoming changes in the NHS and giving them options for responding to change.

Job Responsibilities

Personnel and Training

Managing the administrative staff and non-clinical management of nursing staff, including securing funding and taking lead responsibility in staff appraisal and organising recruitment selection and training.

Ensuring contracts of employment are provided to all staff and that all relevant employment legislation is followed. Ensuring the practices employment policies and procedures are comprehensive and up to date.

Ensure adequate staffing levels at all times.

Manage GP rota and appointment system.

Manage training needs of all new staff to agreed standards.

Finance and Profitability

Responsibility for the book-keeping, petty cash and other financial aspects of the practice, including payroll and NHS pension scheme arrangements

Ensuring that all income and expenditure due to or made by the practice is received or recorded in the accounts of the practice and preparing financial reports for the partners.

QAIF

Responsibility for overseeing Access and QI Projects and support admin and clinical teams where necessary

Responsibility for QAIF submissions and reporting to the Health Board

Enhanced Services

Responsibility for ensuring enhanced services offered by the practice are delivered to a high standard

Responsibility for ensuring ES audits are completed in a timely manner ready for reporting to the Health Board

Information Technology

Responsibility for the computer system, telephone system and remote access equipment including organising any maintenance and developments to the system.

Information Governance

Ensure compliance with GDPR and current Data Protection legislation

Premises and Equipment

Responsibility for security, repairs, insurance and maintenance of premises, services and equipment.

Ensuring that the practice complies with aspects of Health & Safety at Work ,HASAW legislation.

Patient Services

Implementing and maintaining systems to receive patient enquiries and suggestions, including oversight of the practice-based complaints procedure in conjunction with the relevant partner.

Reviewing and updating the practices information leaflet ,website, practice publicity and health education material.

Deal with more complex enquiries from patients as necessary.

Future Planning

Preparing a practice business plan, annual report and practice aims and objectives as required by the partners

Keeping abreast of developments within the NHS that might impinge on the practice or individual partners and offering options for consideration by the partners.

External Relationships

Ensuring efficient internal and external communication, including being the focal point for contact with the primary care organisation, solicitor, accountant and other bodies

This list is not exhaustive and can be amended at the discretion of the Partners

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 of their own and others health, safety and security as defined in the practice Health & Safety policy, 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 ensure implementation of these 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, minimum annually.

Routine management of work areas to keep them tidy, safe and free from hazards

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 will 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

Recognise 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

Experience

Essential

• Experience of working with the general public
• Experience of managing accounting procedures including budget and cash flow forecasting
• Experience of working in a health care setting
• Experience of HR/managing staff
• Experience of performance management, including appraisal writing, staff development and disciplinary procedures
• Experience of successfully developing and implementing projects
• Experience of workforce planning, forecasting and development

Desirable

• NHS / Primary Care General Practice experience
• Relevant health and safety experience
• Experience of chairing meetings, producing agendas and minutes

ADDITIONAL CRITERIA

Essential

• Ability to exploit and negotiate opportunities to enhance service delivery
• Excellent communication skills ,written, oral and presenting
• Strong IT skills ,generic
• Excellent leadership skills
• Strategic thinker and negotiator
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• Effective time management (Planning & Organising)
• Ability to network and build relationships
• Proven problem solving & analytical skills
• Ability to develop, implement and embed policy and procedure
• Ability to motivate and train staff
• Polite and confident
• Personal Qualities
• Flexible and cooperative
• Excellent interpersonal skills
• Motivated and proactive
• Ability to use initiative and judgement
• Forward thinker with a solutions focused approach
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Confident, assertive and resilient
• Ability to drive and deliver change effectively

Desirable

• n/a

Qualifications

Essential

• Proven management skills with a focus on financial management and human resources.
• Supervisory experience in a team oriented environment.
• Relevant General Practice experience is highly desirable.
• Strong leadership abilities to effectively guide staff and enhance operational efficiency.
• Excellent communication and interpersonal skills to foster a positive workplace culture.

Desirable

• Practice Management Qualification e.g. Amspar
• Leadership and / 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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).