Practice Manager

Job description

Job responsibilities

Job responsibilities

To take responsibility for the smooth running of the Practice. To provide leadership and management skills to enable the practice to meet its agreed aims and objectives within a profitable, efficient, safe, effective and happy working environment.

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

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

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

Work with and contribute to the local Cluster Plan

Assess and evaluate accommodation requirements and manage development and expansion plans

Financial management

Manage practice budgets and seek to maximise income

Through negotiation with the Local Health Board and preparation and submission of regular development plans, ensure the practice receives an appropriate and equitable allocation of resources

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

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

Liaise with and delegate to the Practice Finance Officer to

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

Manage and reconcile bank accounts; negotiate/liaise with the practice bankers

Monitor and reconcile income and expenditure statements and purchase/sales ledger transactions

Manage partners drawings

Manage and monitor PAYE for practice staff and maintain appropriate records

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

Manage appropriate systems for handling and recording of cash and cheques and petty cash.

Human resources

Oversee the recruitment and retention of staff and provide a general personnel management service

Ensure that all members of staff are legally and gainfully employed. Monitor skill-mix and deployment of staff

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 role

Develop and implement effective staff appraisal and monitoring systems

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

Convene meetings, prepare agendas and ensure distribution of minutes as necessary

Develop Practice protocols and procedures, review and update as required

Ensure that Practice premises are properly 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

Ensure that the practice has adequate disaster recovery procedures in place

Arrange appropriate maintenance for practice equipment

Patient services

Adopt a strategic approach to the development and management of patient services

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

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/or develop repeat prescribing systems, develop and manage an effective appointments system and organise surgery timetables, duty rotas and holiday cover

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

Develop and implement an effective complaints management system

Comply with CHC and HIW requirements

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

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

Liaise with the LHB regarding systems procurement, IT funding and national IT development programmes.

Maintain the practices website and social media accounts.

Confidentiality:

While 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 jobholders 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

Undertaking periodic infection control training (minimum annually)

Routine management of own team / team areas, and maintenance of workspace 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 recognize 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

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths

Desirable

• Practice Management Qualification

Experience

Essential

• Experience of working in a management role
• Experience of working in Primary Care or a GP Practice
• 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

• Experience of working in primary care
• Experience of working in a GP practice

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

Kinmel Bay Medical Centre

Address

The Square

Kinmel Bay

LL18 5AU

Employer's website

https://www.kinmelbaymedicalcentre.com/index2.htm (Opens in a new tab)