Job summary
We are looking for an experienced, motivated and competent practice manager to help support the growth of the multi sited practice.
Main duties of the job
Job Title
Practice
Manager
Line manager
Business
Manager
Accountable to
The
partners
Hours per week
37.5
Salary
£60k
plus benefits including 6 weeks annual leave, Sovereign Healthcare Level 2,
Perkbox.
Job summary
To manage and coordinate all aspects of practice functionality,
motivating and managing staff, optimising efficiency, and financial
performance, ensuring the practice achieves its long-term strategic
objectives in a safe and effective working environment.
To recruit, train and manage the practice patient facing teams across
both sites at Ilkley and Grassington. Predominantly based at our Grassington
practice, but with frequent travel to Ilkley.
Your role would be to oversee and manage the
day-to-day practice business and to ensure the practice runs efficiently and professionally
to deliver good patient service. To lead and manage the growth of patient list
size to ensure great customer experience and ensure we are able to deliver an
outstanding service.
Through innovative ways of working, lead the team in promoting
ED&I, SHEF, quality and continuous improvement, confidentiality,
collaborative working, service delivery, learning and development and ensure
the practice complies with CQC regulations.
About us
IG Medical is situated in West Yorkshire with sites in Ilkley and Grassington. Our patient list is approximately 18,500.
Our clinical team includes 5 GP Partners, salaried GP's,2 ANPS, 1 Advanced Clinical Practitioner and our nursing team consists of Practice Nurses, Health Care Assistants and a Phlebotomist. All supported by our hardworking Managers, reception and administrative teams.
Employees of IG Medical are enrolled in Soveriegn Healthcare and Perkbox.
Job description
Job responsibilities
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 be dependent upon factors such as workload and staffing levels.
The Practice Manager is responsible for:
- Overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities
- Functional management of all reception administrative staff.
- Direct line management of the following staff: Reception Team Leaders 2 FTE, 16 FTE Reception team members.
- Managing the recruitment and retention of staff; develop, implement, and embed an effective succession plan.
- Establishing, reviewing and regularly updating job descriptions and person specifications.
- Managing and providing an effective staff appraisal process for direct reports
- Maintaining an effective overview of and ensuring compliance with HR legislation
- Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively.
- Managing specific financial elements of the practice, including team budgets, private income. Seeking to maximise income and reduce expenditure in conjunction with the business manager and partners.
- Managing submissions, IG DSP Toolkit, KO41B. Monthly, quarterly, and annual submissions as required by NHS. (Financial submissions, carried out by BSM)
- Managing and processing team overtime and sickness reporting to finance lead.
- Day to day managing contracts for services i.e., cleaning, gardening, window cleaning etc. Both sites, differing requirements and contracts.
- Supporting the procurement of practice equipment and supplies in conjunction with the Finance team and BM.
- Supporting and often coordinating the review and updating of all practice policies and procedures
- Leading change and continuous improvement initiatives; coordinating all projects within the practice
- Managing and maintaining the relationship with Primary Care Network, ensuring collaboration with neighbouring practices and BM of the PCN.
- Coordinating and leading practice clinical team meetings, providing practice updates and support for the clinical teams.
- Providing support to the Business Manager and Business Support Manager to ensure the team reach QOF, IIF, DES, LES targets (supported by the nursing and administrative leads)
- Ensuring the extended hours contract is managed, via recruitment, rotas, and workforce planning to ensure we comply with the PCN targets.
- Publishing communications for internal and external use such as a practice newsletter monthly, including social media and website amendments and
- Maintaining the practice and NHS choices websites
- Liaising at external meetings as required
- Marketing the practice appropriately
- Managing the Patient Participation Group at both sites.
- Effectively managing all complaints in line with current legislation and guidance, shared role with BM and BSM.
- The management of the premises, including health and safety aspects such as risk assessments and mandatory training. At Grassington practice. The Ilkley practice is managed by IWMP but we require the PM to work alongside them regarding management of premises.
- Managing the practice IT system, delegating to staff across sites if appropriate to act as administrators.
- Ensuring compliance with IT security and IG
Secondary responsibilities
In addition to the primary responsibilities, the Practice Manager may be requested to:
- Deputise for the business manager and or partners at internal and external meetings
- Act as the primary point of contact for NHS(E), ICB, community services, suppliers and other external stakeholders
- Partake in audit as requested by the audit lead
Job description
Job responsibilities
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 be dependent upon factors such as workload and staffing levels.
The Practice Manager is responsible for:
- Overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities
- Functional management of all reception administrative staff.
- Direct line management of the following staff: Reception Team Leaders 2 FTE, 16 FTE Reception team members.
- Managing the recruitment and retention of staff; develop, implement, and embed an effective succession plan.
- Establishing, reviewing and regularly updating job descriptions and person specifications.
- Managing and providing an effective staff appraisal process for direct reports
- Maintaining an effective overview of and ensuring compliance with HR legislation
- Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively.
- Managing specific financial elements of the practice, including team budgets, private income. Seeking to maximise income and reduce expenditure in conjunction with the business manager and partners.
- Managing submissions, IG DSP Toolkit, KO41B. Monthly, quarterly, and annual submissions as required by NHS. (Financial submissions, carried out by BSM)
- Managing and processing team overtime and sickness reporting to finance lead.
- Day to day managing contracts for services i.e., cleaning, gardening, window cleaning etc. Both sites, differing requirements and contracts.
- Supporting the procurement of practice equipment and supplies in conjunction with the Finance team and BM.
- Supporting and often coordinating the review and updating of all practice policies and procedures
- Leading change and continuous improvement initiatives; coordinating all projects within the practice
- Managing and maintaining the relationship with Primary Care Network, ensuring collaboration with neighbouring practices and BM of the PCN.
- Coordinating and leading practice clinical team meetings, providing practice updates and support for the clinical teams.
- Providing support to the Business Manager and Business Support Manager to ensure the team reach QOF, IIF, DES, LES targets (supported by the nursing and administrative leads)
- Ensuring the extended hours contract is managed, via recruitment, rotas, and workforce planning to ensure we comply with the PCN targets.
- Publishing communications for internal and external use such as a practice newsletter monthly, including social media and website amendments and
- Maintaining the practice and NHS choices websites
- Liaising at external meetings as required
- Marketing the practice appropriately
- Managing the Patient Participation Group at both sites.
- Effectively managing all complaints in line with current legislation and guidance, shared role with BM and BSM.
- The management of the premises, including health and safety aspects such as risk assessments and mandatory training. At Grassington practice. The Ilkley practice is managed by IWMP but we require the PM to work alongside them regarding management of premises.
- Managing the practice IT system, delegating to staff across sites if appropriate to act as administrators.
- Ensuring compliance with IT security and IG
Secondary responsibilities
In addition to the primary responsibilities, the Practice Manager may be requested to:
- Deputise for the business manager and or partners at internal and external meetings
- Act as the primary point of contact for NHS(E), ICB, community services, suppliers and other external stakeholders
- Partake in audit as requested by the audit lead
Person Specification
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 healthcare setting
- Experience of managing large multidisciplinary teams
- 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
- NHS/primary care general practice experience
- Relevant health and safety experience
Qualifications
Essential
- Leadership and/or management qualification
- Good standard of education with excellent literacy and numeracy skills
Desirable
- Educated to degree level in healthcare or business
- AMSPAR qualification
Person Specification
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 healthcare setting
- Experience of managing large multidisciplinary teams
- 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
- NHS/primary care general practice experience
- Relevant health and safety experience
Qualifications
Essential
- Leadership and/or management qualification
- Good standard of education with excellent literacy and numeracy skills
Desirable
- Educated to degree level in healthcare or business
- AMSPAR 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.
