Practice Manager

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) Direct line management of the Reception Manager

c) Managing the recruitment and retention of staff, having an effective appraisal system, and resolving disciplinary or grievance issues

d) Maintaining and ensuring compliance with HR legislation

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

f) Managing financial elements of the practice, including budgets, forecasting and future sustainability, including regularly briefing the partners on the practices financial position.

g) Ensuring the practice explores all opportunities to maximise income and reduce expenditure in collaboration with the partners

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

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

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

k) Managing the patient participant group (PPG)

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

m) Leading and coordinating all projects within the practice

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

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

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

q) Ensuring ongoing practice CQC compliance. Managing the process by which the practice maintains registration under the CQC. Working with the registered manager, partners, and the team in preparation for CQC inspections.

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

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

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

u) Provide 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 GP rotas and holiday arrangements are managed efficiently

v) Ensure effective partners meetings with clear agendas, minutes and action plans

w) Marketing the practice appropriately

x) Overview of complaints in line with current legislation and guidance

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

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

aa) Running searching and interpreting data analysis when required

bb) Ensuring compliance with IT security and IG in liaison with the external Data Protection Officer

cc) 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), ICB, community services, suppliers and other external stakeholders

c. Partake in audit as required

The full Job Description, contract terms, interview schedule and data sharing information are included in the additional information file attached.

Person Specification

Skills

Essential

• Ability to exploit and negotiate opportunities to enhance service delivery
• Excellent communication skills (written, oral and presenting)
• Strong IT skills (generic)
• Excellent leadership skills
• Strategic thinker and negotiator
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• Effective time management (planning and organising)
• Ability to network and build relationships
• Proven problem-solving and analytical skills
• Ability to develop, implement and embed policy and procedure
• Ability to motivate teams, enhance morale and maintain a positive working environment, including team-building sessions

Desirable

• EMIS user skills

Personal qualities and other requirements

Essential

• Polite and confident
• Flexible and cooperative
• Excellent interpersonal skills
• Ability to use initiative and judgement
• Forward thinker with a solutions focused approach
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Ability to drive and deliver change effectively
• Flexibility to work outside core office hours
• Disclosure and Barring Service (DBS) check
• Maintain confidentiality at all times
• Full UK driving licence

Qualifications

Essential

• Good standard of education with excellent literacy and numeracy skills

Desirable

• Educated to degree level in healthcare or business
• Leadership and/or management qualification
• Primary Care qualification

Experience

Essential

• Experience of working with the general public
• Experience of managing and working with accounting procedures including budget and cash flow forecasting
• Experience of managing 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

Desirable

• Experience of working in a healthcare setting
• NHS/primary care general practice experience
• Relevant health and safety experience

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

Swanswell Medical Centre

Address

370 Gospel Lane

Birmingham

B27 7AL

Employer's website

https://www.swanswellmedicalcentre.co.uk/index.aspx (Opens in a new tab)