ILFORD MEDICAL CENTRE

Practice Manager

This job is now closed

Job summary

An exciting opportunity has arisen for the role of Practice Manager at Ilford Medical Centre.

IMC is a well-established surgery, providing primary care services to approximately 15,000 patients from a partner-owned, purpose-built health centre.

Ilford is the largest town in east London and has a diverse and vibrant population. Located nine miles from central London, it has excellent travel links.

The partners are looking for an exceptional leader with strong business management skills, particularly in managing staff, human resources (HR), project management, public relations and strategic planning. It is essential that the new manager ensures that the practice continues to run smoothly and fully utilises the premises.

Main duties of the job

The successful candidate will have a background and experience in IT, financial planning and budgeting. They will work collaboratively with the partners, both as a group and individually, to develop and implement strategies and will lead a wider practice team, including departmental leads.

It is planned initially for the role to have business management support, which will include finance management and control. However, once settled into the post, it is planned for the post-holder to review the staffing structure with the partners to ensure the practice has the correct balance of staffing levels, support and experience moving forward.

The practice is open to change and looking to develop future systems that support excellent patient care and staff wellbeing.

Previous primary care management experience is not essential for this role; however, individuals without primary care experience will have to demonstrate transferable knowledge and skills.

About us

The practice is an active member of the Loxford Primary Care Network (PCN), made up of five local GP surgeries, and one of the partners at the practice is its clinical director (CD).

The practice team consists of seven partners and a mix of GPs, nurses, clinical pharmacists, healthcare assistants and the support team which is led by the current practice manager and departmental leads. They are supported by a skilled administrative team. In addition, the practice has support and additional roles and resources from the PCN, including a PCN manager, clinical pharmacists, physiotherapists, mental health practitioners and link workers. The practice works closely with the local community services, including district nurses, health visitors and midwives, all of whom support the work of the GPs.

The partners are forward-thinking and focused on providing a supportive and rewarding workplace. They embrace change and innovative ways of working, which have included moving to a new clinical system. The health and wellbeing of staff and patients is the main priority, and the partners continue to look at ways of improving both the patient care provided and staff morale.

Ilford Medical Centre also provides training for GP trainees and medical students. It is committed to training and development for all staff.

The practice values high clinical standards and aims for an excellent patient experience. It has high QOF scores and is currently rated as Good overall by the CQC.

Date posted

04 January 2024

Pay scheme

Other

Salary

£50,000 a year Salary is Circa 50K Dependent on Experience

Contract

Permanent

Working pattern

Full-time

Reference number

A0276-24-0001

Job locations

61 Cleveland Road

Ilford

Essex

IG1 1EE

Job description

Job responsibilities

Job purpose

To manage, coordinate and oversee all aspects of practice functionality, motivating and managing staff, optimising efficiency and financial performance, and ensuring the practice achieves its long-term strategic objectives in a safe and effective working environment.

Through innovative ways of working, lead the team in promoting continuous improvement, confidentiality, collaborative working, service delivery, learning and development, and ensure the practice complies with CQC regulations.

Primary responsibilities

The following are the core responsibilities of the Practice Manager. There may be, on occasion, a requirement to carry out other tasks; this will depend on factors such as workload and staffing levels.

The Practice Manager is responsible for:

a) Overarching management of all clinical and administrative staff

b) Overseeing the recruitment and retention of staff and the induction of new staff

c) Ensuring there is an effective appraisal system and resolving disciplinary or grievance issues

d) Working with the partners and departmental leads on workforce retention, staffing levels and staff development

e) Maintaining and ensuring compliance with HR legislation

f) Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively

g) Working with the Business Manager on the financial elements of the practice, including budgets, forecasting, payroll and future sustainability, while regularly briefing the partners on the practices financial position

h) Ensuring, in conjunction with the Business Manager, that the practice explores all opportunities to maximise income and reduce expenditure in collaboration with the partners

i) Managing contracts for services, e.g., cleaning and building maintenance

j) Coordinating the procurement of practice equipment, supplies and services

k) Coordinating the reviewing and updating of all practice policies and procedures

l) Point of contact for the Patient Participation Group (PPG)

m) PCN working with the PCN Manager to ensure that the practice team are kept up to date on PCN activities, future and recruitment opportunities, briefing the partnership when required

n) Leading and coordinating all projects within the practice (this would include collaborative working with the PCN, the further development of the practice, planning, risk-assessing and staffing reviews)

o) Coordinating the compilation of practice reports and the business continuity plan, and exploring examples of good practice to influence the planning of the surgerys priorities, which may include writing business cases and service level agreements

p) Ensuring the team reach the QOF targets and all other quality improvement schemes, including enhanced services, reporting on CQRS and other portals as required

q) Adopting a strategic approach to the management of all patient services matters

r) Ensuring ongoing practice CQC compliance; managing the process by which the practice maintains registration under the CQC; and working with the registered manager, partners and the team in preparation for CQC inspections

s) Developing and coordinating an effective communication strategy (both internally and externally) and overseeing the communications for internal and external use, such as the practice newsletter, website and social media

t) Overall responsibility for all the incoming emails into the practice including NHS E, CCG, ICB and other external agencies, ensuring they are viewed, actioned and forwarded when required

u) Ensuring the practice maintains compliance with its NHS contractual obligations

v) Providing support to the partners and the partnership to ensure excellent team-working and a sound legal framework, including the recruitment of new partners and planning meetings, ensuring that GP rotas and holiday arrangements are managed efficiently

w) Ensuring that effective practice meetings take place (partners, clinical, staff, etc.) with clear agendas, minutes and action plans

x) Marketing the practice appropriately

y) Working with the partners and departmental leads to ensure that all complaints and significant events are dealt with in line with current legislation and guidance, and discussing these at regular intervals with the team, making sure action plans are in place

z) Managing the estates and facilities, including health and safety aspects such as risk assessments and mandatory training

aa) Working with external IT providers and the IT support services to ensure that the practices IT system and other technology (e.g., alarms, phone systems, etc.) are secure, efficient and compliant with all relevant legislation. Ensuring that all practice staff are given the training necessary to enable them to use the IT systems as safely and effectively as possible.

bb) Running, searching and interpreting data analysis as required

cc) Point of contact for all annual submissions

dd) Practice lead for all Primary Care Support England (PCSE) portal enquiries and submissions

ee) Ensuring compliance with IT security and IG, in liaison with the external Data Protection Officer, and submitting annual returns

ff) Coordinating the practice diary, ensuring meetings are scheduled appropriately

Secondary responsibilities

In addition to the primary responsibilities, the Practice Manager may be requested to:

a. Deputise for the partners at internal and external meetings

b. Act as the primary point of contact for NHS(E), CCG, community services, suppliers and other external stakeholders

c. Partake in audit as required

Personal development

The post-holder will be expected to:
Manage their own time effectively, and plan and meet personal and practice targets
Manage their own personal development through reflection and feedback from partners and colleagues, and participate in an annual appraisal
Ensure that personal training needs are identified and met

A copy of the Job Description and details of the contact terms, interview schedule and data sharing are included in the additional information file.