Practice Manager

Job description

Job responsibilities

The practice manager is responsible for:

a. Overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities

b. Functional management of all clinical and administrative staff

c. Direct line management of the following staff: Operational Manager and Reception Team Leader.

d. Managing the recruitment and retention of staff; develop, implement and embed an effective succession plane.

e.Establishing, reviewing and regularly updating Job Descriptions and Person Specifications, ensuring all staff are legally and gainfully employed

f. Developing, implementing and embedding an effective staff appraisal process

g. Implementing effective systems for the resolution of disciplinary and grievance issues

h. Maintaining an effective overview of HR legislation

i. Managing the financial elements of the practice, including petty cash, etc. seeking to maximise income and reduce expenditure

j. Liaise with the landlord Community Health Partnerships regarding contracts for services

k. Maintaining an effective liaison with the accountant and prepare the monthly payroll

l. Briefing partners on all financial matters

m. Claiming for services from commissioning bodies e.g. NHS, CCG, Public Health

n. Managing and processing pensions for practice staff

o. Ensuring the practice has appropriate insurance cover

p. Developing, implementing and embedding an efficient business continuity plan (BCP)

q. Coordinating the reviewing and updating of all practice policies and procedures in liaison with the practice management team and partners.

r. Leading change and continuous improvement initiatives; coordinating all projects within the practice

s. Coordinating and leading the compilation of practice reports and the practice development plan (PDP)

t. Ensuring the team reach QOF targets (supported by the nursing and administrative leads)

u. Managing the procurement of practice equipment, supplies and services

v. Ensuring all income-generating opportunities are explored and maximised.

w. Adopting a strategic approach to the management of all patient services matters

x. Developing, implementing and embedding an effective communication strategy (internal and external)

y. Ensuring the practice maintains compliance with its NHS contractual obligations

z. Actively encouraging and promoting the use of patient online services

aa. Liaising at external meetings as required

bb. Marketing the practice appropriately

cc. Supporting the management of the Patient Participation Group

dd. Supporting the management of all complaints

ee. The management of the premises, including health and safety aspects such as risk assessments and mandatory training

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

gg. Developing the practices IT strategy.

hh. Ensuring the functioning and best use of the practices clinical computer system and implement new software systems to aid the efficiency of the practice.

ii. Ensuring that appropriate computer searches, audits and reports are carried out.

jj. Ensuring development of the practices internal Intranet and other IT systems.

kk. Ensuring the training of all personnel and users of the practice IT systems.

ll. Lead on IT business continuity and develop systems to protect security of data.

mm. Exploring further development of the practice website.

nn. Ensuring confidentiality of data adhering to GDPR regulations.

oo. Ensuring information governance procedures are adhered to and submit the annual toolkit

In addition to the primary responsibilities, the practice business 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

This job description is neither exhaustive nor exclusive and the job holder may also be required to carry out any duties that may be reasonably be requested by the Partners.

The job description should be read in conjunction with the Employee Handbook and contract of employment, which together for the full contract of employment for each employee.

The job description may be reviewed as and when required e.g. if at the annual appraisal it is found to not adequately reflect the true nature of the work undertaken by the incumbent

Person Specification

Skills

Essential

• 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 and Safety:
• The post-holder will assist in promoting and maintaining 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:
• 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
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
• Actively reporting of health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
• Undertaking periodic infection control training annually
• Reporting potential risks identified
• 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.
• 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 recognise the importance of effective communication within the team and will strive to:
• Communicate effectively with other team members, 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
• Participate in audit where appropriate

Experience

Essential

• Experience in a management role is essential

Desirable

• Experience of working in General Practice management is desirable

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

Florence House Medical Practice

Address

1344 Ashton Old Road

Manchester

M11 1JG

Employer's website

https://www.florencehousesurgery.co.uk/ (Opens in a new tab)