Job summary
Wollaton Park Medical Centre is seeking an enthusiastic, reliable and experienced Practice Manager to join our friendly, well-established, and high achieving training GP practice. We pride ourselves on high quality patient care and excellent communication with our patients and team. This is a full time position.
This is an exciting opportunity for a highly engaged leader to be responsible for the overall running of the Practice, work closely with the GP Partners, the staff and the patients and to play a key role in the development of our Practice.
Main duties of the job
As the Practice Manager, you will have a central role in the efficient operation and strategic development of the Practice.
You will be responsible for leading, supervising and motivating the clinical and clerical team, ensuring excellent patient care and experience. This will include managing staff training and development, HR management and recruitment.
You will be responsible for the financial management, budgeting, performance tracking and ensuring compliance with the contracts and regulations. Delivering the GP contract is central to this role. This will include developing and implementing systems improvement when needed.
You will be responsible for the estate management of the practice building, organising repairs, maintenance and liaising with the landlord as per the lease.
This role requires the ability to work independently and efficiently while fostering a collaborative team environment.
About us
Serving an expanding list size of 10,420 patients across all age groups and health needs.
A high-achieving practice recognised for excellent patient feedback, consistently meeting targets (QOF/ES), and maintaining a good CQC rating.
The practice team works to high standards at all times in a fast friendly paced atmosphere. The clinical team consists of 9 GP Partners, 3 Practice Nurses, 1 Nurse Associate, 1 Health Care Assistant and 1 Phlebotomist as well as 3 Clinical Pharmacists, 2 Pharmacy Technician, 1 Mental Health Nurse and 2 Social Prescriber, as well as a dedicated administrative and reception team.
A long-established training practice with 3 current GP trainees and medical students.
Active Patient Participation Group
Job description
Job responsibilities
Job description
Job responsibilities
Key responsibilities
Strategic Planning
- 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 including enhancing patient services and potential sources of income.
- Implement and update the Practice Development Plans, overseeing the implementation of the aims and objectives
- Assist the Practice in the wider community forging links with other local Practices and relevant agencies and in particular working collaboratively with the local community, Nottingham City South PCN and Nottinghamshire ICB.
- To represent the Practice at meetings including the Nottingham City Practice Managers and PCN meetings.
Finance
Working with the partners to
- Ensure the organisational requirements of the Practice contracts with NHSE are fully met and complied with.
- Support the partners to develop and implement processes to achieve clinical targets of QOF and enhanced services.
- Prepare financial budgets and cash-flow forecasts, seeking to maximise income and monitor expenditure.
- Liaise with the accountant, bank and business insurance companies as appropriate or as directed by the partners.
- Liaise with the ICB and payment agencies regarding queries with payments relating to the contract and enhanced services
- Manage the partners drawings in consultation with the accountant
- Manage and monitor the staff payroll system, PAYE and pensions for Practice staff and maintain appropriate records
- Manage systems for handling and recording of cash and cheques and petty cash.
Human Resources
Overall responsibility for all aspects of HR, including
- Recruitment and selection of staff working, including contracts of employment and job descriptions. Ensure all staff are legally and gainfully employed.
- Ensure Employment Law compliance for the disciplinary and dismissal process and after discussion with the partners take any legal advice necessary
- To develop and maintain good employee and employer relationships
- To ensure that members of the existing staff team are aware of any changes that occur in the Practice maintaining good communication at all times
- Rotas all clinical staff including GP Registrars and Medical Students. Organise relevant monthly meetings, Safeguarding, Gold Standard Framework, MDTs
- Staff inductions including GP Registrars and Medical Students
- Develop and implement effective staff appraisal and performance monitoring systems
- To implement pay rises, scales and increments at the appropriate time
- Maintain up-to-date HR documentation, including job descriptions, employment contracts with variances, staff handbook and DBS checks in line with employment legislation
- To meet with attached staff as and when necessary and arrange and attend regular meetings with partners and attached staff to discuss all issues around patient care
- To oversee the arrangements for locum cover within the Practice, including carrying out clearance procedures and organising information packs; making sure these have been undertaken prior to placement
- To ensure that suitable facilities are available to enable all staff to work within the Practice
- Facilitate the development of a multi-disciplinary effective primary health care team
Organisational
- Convene meetings, prepare agendas and ensure distribution of minutes as necessary
- Develop Practice protocols, procedures, and other Practice documentation. Review and update as required
- Manage the procurement of Practice equipment, supplies and services within target budgets
- Ensure that the Practice has adequate business continuity procedures in place
- Manage the procurement of Practice equipment, supplies and services within target budgets
- Develop and review Health and Safety policies and procedures and keep abreast of current legislation. Undertake risk assessments and seek ways to mitigate risks within the Practice.
- Overall responsibility for Practice equipment maintenance, testing, repairs and security in line with legislative and insurance requirements
- Manage own workload and time effectively
Patient services
- Ensure service development and delivery is in accordance with local and national guidelines and that the Practice complies with NHS contractual obligations in relation to patient care
- Make contact with patients around complaints, supporting the partnership, to ensure complaints are resolved in a fair and timely manner with support to all parties involved. Maintain a list of complaints for discussion around themes.
- Manage the significant events system
- Support the patient participation group
- Routinely monitor and assess Practice performance against patient access and demand management targets
Information Technology
- Evaluate and plan Practice IT implementation and modernisation acting as the Practice contact with the contracted ICT support organisations, together with ensuring that there is adequate and appropriate support for the Practices systems and infrastructure
- Keep abreast of the latest IT developments in all aspects of primary care and regularly update the Practice team. Ensure existing IT is used to its full potential.
- Liaise with the commissioning organisations and NHS England regarding systems procurement, IT funding and national IT development programmes.
- Motivate, support and monitor staff in the use of IT, organise, oversee and evaluate IT training
- Ensure all Practice IT and telephone systems are functioning effectively
- 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 manage effective appointment systems
Develop and maintain the Practices website
Business Continuity
- Ensure that the business continuity plan is fit for purpose
- Act as the practice contact for the following outside organisations:
- -PCSE
- -NHSE
- -Performers List
- -MDU/MPS
- -NHS pensions
- -Practice Accounts
- -Practice Bank
- -Insurance
- -Locum insurance
- -Healthwatch
Information Governance and Confidentiality
- Ensure the IG and DSP toolkit requirements are met. Keep up to date with changes around the management of Data, including GDPR.
- Support the Practice Operations Lead with the management of subject access requests and the processing of other requests for access to medical records
- Ensure all policies on IG are up to date and shared.
- Ensure all staff understand the importance of confidentiality and the need to protect personal information about our patients and staff.
- Responsible for informing the Information Commission Office, or any data breaches.
Premises and Equipment
- Assess and evaluate accommodation requirements and manage development and expansion opportunities if appropriate
- Represent the Practice to negotiate contracts and their renewals
- Liaise with NHSE in notional reviews
- Ensure property owned by the partners is safe, effective and fit for purpose
- In liaison with the assistant practice manager ( buildings) and the Nurse manager (infection control lead) ensure the premises comply with Infection Control, Health, and Safety at Work, DDA standards, etc.
- Ensure that current Practice premises are properly maintained and cleaned, and that adequate fire prevention and security systems are in place
- Review security, repairs, insurance and maintenance of premises, services, and equipment. Obtain quotes for works and organising external services to attend to the surgery
CQC
- Undertake the administration of the practice's CQC registration ensuring this is always up to date.
- Ensure all practice staff are aware of their responsibilities regarding CQC.
- Ensuring the practice is CQC compliant.
Communication
- Ensure compliance with the latest NHS recommendations
- Understand the Practice communication systems and promote a culture of openness and honesty within the Practice.
- Build and maintain good working relationships with the NHSE, ICB, PCN and other local and national organisations.
- Represent the Practice at meetings and seminars
- Assist and support the partners corporately and at individual level to fulfil the requirements of revalidation
- Present a professional image and always promote the Practice
Share skills and expertise with others
Patient Participation Group (PPG)
Attend Patient Participation Group meetings and liaise with PPG chair prior to all meeting and act as the link between the practice and the PPG
Equality and Diversity
- Support and champion the equality and diversity rights of patients and staff.
- Act in a way that recognises the importance of people's rights, interpreting them in a way which is consistent with practice values, policy, and current laws.
- Respecting privacy dignity and needs and beliefs of patients, carers, and colleagues.
- Be an exemplar of behaviour that welcomes and supports every person, with respect for their circumstances , feelings, priorities, and rights.
Miscellaneous
- Other duties which may be decided upon by the partners from time to time
Job description
Job responsibilities
Job description
Job responsibilities
Key responsibilities
Strategic Planning
- 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 including enhancing patient services and potential sources of income.
- Implement and update the Practice Development Plans, overseeing the implementation of the aims and objectives
- Assist the Practice in the wider community forging links with other local Practices and relevant agencies and in particular working collaboratively with the local community, Nottingham City South PCN and Nottinghamshire ICB.
- To represent the Practice at meetings including the Nottingham City Practice Managers and PCN meetings.
Finance
Working with the partners to
- Ensure the organisational requirements of the Practice contracts with NHSE are fully met and complied with.
- Support the partners to develop and implement processes to achieve clinical targets of QOF and enhanced services.
- Prepare financial budgets and cash-flow forecasts, seeking to maximise income and monitor expenditure.
- Liaise with the accountant, bank and business insurance companies as appropriate or as directed by the partners.
- Liaise with the ICB and payment agencies regarding queries with payments relating to the contract and enhanced services
- Manage the partners drawings in consultation with the accountant
- Manage and monitor the staff payroll system, PAYE and pensions for Practice staff and maintain appropriate records
- Manage systems for handling and recording of cash and cheques and petty cash.
Human Resources
Overall responsibility for all aspects of HR, including
- Recruitment and selection of staff working, including contracts of employment and job descriptions. Ensure all staff are legally and gainfully employed.
- Ensure Employment Law compliance for the disciplinary and dismissal process and after discussion with the partners take any legal advice necessary
- To develop and maintain good employee and employer relationships
- To ensure that members of the existing staff team are aware of any changes that occur in the Practice maintaining good communication at all times
- Rotas all clinical staff including GP Registrars and Medical Students. Organise relevant monthly meetings, Safeguarding, Gold Standard Framework, MDTs
- Staff inductions including GP Registrars and Medical Students
- Develop and implement effective staff appraisal and performance monitoring systems
- To implement pay rises, scales and increments at the appropriate time
- Maintain up-to-date HR documentation, including job descriptions, employment contracts with variances, staff handbook and DBS checks in line with employment legislation
- To meet with attached staff as and when necessary and arrange and attend regular meetings with partners and attached staff to discuss all issues around patient care
- To oversee the arrangements for locum cover within the Practice, including carrying out clearance procedures and organising information packs; making sure these have been undertaken prior to placement
- To ensure that suitable facilities are available to enable all staff to work within the Practice
- Facilitate the development of a multi-disciplinary effective primary health care team
Organisational
- Convene meetings, prepare agendas and ensure distribution of minutes as necessary
- Develop Practice protocols, procedures, and other Practice documentation. Review and update as required
- Manage the procurement of Practice equipment, supplies and services within target budgets
- Ensure that the Practice has adequate business continuity procedures in place
- Manage the procurement of Practice equipment, supplies and services within target budgets
- Develop and review Health and Safety policies and procedures and keep abreast of current legislation. Undertake risk assessments and seek ways to mitigate risks within the Practice.
- Overall responsibility for Practice equipment maintenance, testing, repairs and security in line with legislative and insurance requirements
- Manage own workload and time effectively
Patient services
- Ensure service development and delivery is in accordance with local and national guidelines and that the Practice complies with NHS contractual obligations in relation to patient care
- Make contact with patients around complaints, supporting the partnership, to ensure complaints are resolved in a fair and timely manner with support to all parties involved. Maintain a list of complaints for discussion around themes.
- Manage the significant events system
- Support the patient participation group
- Routinely monitor and assess Practice performance against patient access and demand management targets
Information Technology
- Evaluate and plan Practice IT implementation and modernisation acting as the Practice contact with the contracted ICT support organisations, together with ensuring that there is adequate and appropriate support for the Practices systems and infrastructure
- Keep abreast of the latest IT developments in all aspects of primary care and regularly update the Practice team. Ensure existing IT is used to its full potential.
- Liaise with the commissioning organisations and NHS England regarding systems procurement, IT funding and national IT development programmes.
- Motivate, support and monitor staff in the use of IT, organise, oversee and evaluate IT training
- Ensure all Practice IT and telephone systems are functioning effectively
- 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 manage effective appointment systems
Develop and maintain the Practices website
Business Continuity
- Ensure that the business continuity plan is fit for purpose
- Act as the practice contact for the following outside organisations:
- -PCSE
- -NHSE
- -Performers List
- -MDU/MPS
- -NHS pensions
- -Practice Accounts
- -Practice Bank
- -Insurance
- -Locum insurance
- -Healthwatch
Information Governance and Confidentiality
- Ensure the IG and DSP toolkit requirements are met. Keep up to date with changes around the management of Data, including GDPR.
- Support the Practice Operations Lead with the management of subject access requests and the processing of other requests for access to medical records
- Ensure all policies on IG are up to date and shared.
- Ensure all staff understand the importance of confidentiality and the need to protect personal information about our patients and staff.
- Responsible for informing the Information Commission Office, or any data breaches.
Premises and Equipment
- Assess and evaluate accommodation requirements and manage development and expansion opportunities if appropriate
- Represent the Practice to negotiate contracts and their renewals
- Liaise with NHSE in notional reviews
- Ensure property owned by the partners is safe, effective and fit for purpose
- In liaison with the assistant practice manager ( buildings) and the Nurse manager (infection control lead) ensure the premises comply with Infection Control, Health, and Safety at Work, DDA standards, etc.
- Ensure that current Practice premises are properly maintained and cleaned, and that adequate fire prevention and security systems are in place
- Review security, repairs, insurance and maintenance of premises, services, and equipment. Obtain quotes for works and organising external services to attend to the surgery
CQC
- Undertake the administration of the practice's CQC registration ensuring this is always up to date.
- Ensure all practice staff are aware of their responsibilities regarding CQC.
- Ensuring the practice is CQC compliant.
Communication
- Ensure compliance with the latest NHS recommendations
- Understand the Practice communication systems and promote a culture of openness and honesty within the Practice.
- Build and maintain good working relationships with the NHSE, ICB, PCN and other local and national organisations.
- Represent the Practice at meetings and seminars
- Assist and support the partners corporately and at individual level to fulfil the requirements of revalidation
- Present a professional image and always promote the Practice
Share skills and expertise with others
Patient Participation Group (PPG)
Attend Patient Participation Group meetings and liaise with PPG chair prior to all meeting and act as the link between the practice and the PPG
Equality and Diversity
- Support and champion the equality and diversity rights of patients and staff.
- Act in a way that recognises the importance of people's rights, interpreting them in a way which is consistent with practice values, policy, and current laws.
- Respecting privacy dignity and needs and beliefs of patients, carers, and colleagues.
- Be an exemplar of behaviour that welcomes and supports every person, with respect for their circumstances , feelings, priorities, and rights.
Miscellaneous
- Other duties which may be decided upon by the partners from time to time
Person Specification
Experience
Essential
- Practical experience of general business management
- Practical experience of managing and motivating people
- Experience of strategic planning and development planning
- Practical experience of budget-setting, financial management and accounting Practices
- Practical experience of book keeping and recording
- Experience of managing change
- Practical experience of managing health and safety at work
Desirable
- Experience of working in the NHS.
- Familiar with working with NHS systems - System One, and other software
- Strong understanding of NHS regulations including the GP contract, CQC, GDPR
- Experience with CQC inspections and compliance.
- Knowledge of financial management in Primary Care and funding streams.
- HR experience.
- An enhanced DBS check will be required for this position
Person Specification
Experience
Essential
- Practical experience of general business management
- Practical experience of managing and motivating people
- Experience of strategic planning and development planning
- Practical experience of budget-setting, financial management and accounting Practices
- Practical experience of book keeping and recording
- Experience of managing change
- Practical experience of managing health and safety at work
Desirable
- Experience of working in the NHS.
- Familiar with working with NHS systems - System One, and other software
- Strong understanding of NHS regulations including the GP contract, CQC, GDPR
- Experience with CQC inspections and compliance.
- Knowledge of financial management in Primary Care and funding streams.
- HR experience.
- An enhanced DBS check will be required for this position
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.