Job summary
The role of Practice Manager
requires a self-motivated, disciplined individual to take ownership of the
efficient day to day running of the service, supporting the Executive Manager,
and working as a key member of the Management Team.
The successful candidate will have previous
experience in primary care, have good IT skills, experience in using clinical
system SystmOne, Microsoft windows and will have demonstrable customer service
skills.
Main duties of the job
To support the Executive Manager in all
aspects of practice functionality, motivating and managing staff, optimising
efficiency, and overall performance, ensuring the practice achieves its
long-term strategic objectives in a safe and effective working environment. To
manage and co-ordinate all aspects of practice functionality, motivating and
managing staff, patient services, premises and health and safety management.
Through innovative ways of working, support the Executive Manager leading the
team in promoting quality and continuous improvement, confidentiality,
collaborative working, service delivery, learning and development and ensuring
the practice complies with CQC regulations.
To provide excellent and prompt
primary care services to our community and to offer safe employment for a
competent and diverse workforce.
About us
We are a friendly, supportive, and innovative training
Practice in inner city Bradford. Kensington is based over 4 sites, so even with
a main base you would have the opportunity to work across the sites for some
diversity at times. We have a patient list size of approximately 23,500
delivering high quality care to our diverse group of patients. We are actively
involved in our Primary Care Network.
We have a dedicated team of 6 GP Partners, GP Registrar and
Foundation Year Doctor, ANP, ACP, Clinical Pharmacists, Pharmacy Technicians,
Practice Nurses, HCAs, Receptionists and Administration teams.
Job description
Job responsibilities
- Line management of the reception, secretarial and
administration staff and department leads.
- Support the Executive Manager and HR lead with HR
operations.
- Dealing with any escalated patient or reception queries
- Conducting staff appraisals for the reception team,
secretarial and administration staff recording sickness, approving, and
recording annual leave
- Implementing effective systems for the resolution of
disciplinary and grievance issues, maintaining an overview of staff welfare
- Evaluate, organise, and oversee staff inductions and
training to ensure all staff are adequately trained to fulfil their role.
- Production and management of rota forecasting working
with the Finance Manager and Executive Manager.
- Ensuring the rotas are uploaded to the clinical system and
Team net working with the Assistant Practice Manager.
- Ensure that tasks on the clinical system are dealt with
efficiently and within a timely manner.
- Monitoring of appointment availability and altering the
clinical system to ensure capacity meets demand working with the Assistant Practice Manager.
- Manage IT resources to safeguard patient records.
- Be the first point of contact for the complaints process,
ensuring complaints are dealt with in a timely manner and resolve
problems/complaints with staff and patients, investigate and generate letters and
escalate to the Executive Manager as and when appropriate.
- Generate audits and review data as required.
- Ensure all targets are delivered on time.
- Support the overall practice clinical governance
framework.
- Support the Executive Manager in the reviewing and
updating of practice policies and procedures.
- Identify trends and devise solutions to reduce risk and
repeated occurrences of significant events.
- Take minutes and actions from meetings.
- Health and Safety audits
- Management of annual checks- PAT, Fire risk assessments
etc
- Update TeamNet
- Booking mandatory training as and when directed by the Executive Manager.
- Check the practice email address for any patient messages
via web mail.
- Work with the Executive Manager to achieve targets.
- Attend PPG meetings.
- Assist the Executive Manager as and when necessary.
- Support the practice and management team with continuous
improvement and change initiatives.
Development
Opportunities
- Deputise for the Executive Manager.
- Attending Practice Management meetings with the Executive Manager and attending for the Executive Manager in their absence.
- Assist the Executive Manager with staff issues to propose
and implement solutions to these issues.
Key working
relationships summary.
The Practice Manager will
report into the Executive Manager for all general management responsibilities
including absence management, appraisal, and development plans. They will work
with the Management Team to design and implement an annual operational plan to
ensure that the service(s) meet their contractual obligations and to ensure that the service has an
appropriate skill mix of staff on duty who are able to meet the needs of the
service.
Job description
Job responsibilities
- Line management of the reception, secretarial and
administration staff and department leads.
- Support the Executive Manager and HR lead with HR
operations.
- Dealing with any escalated patient or reception queries
- Conducting staff appraisals for the reception team,
secretarial and administration staff recording sickness, approving, and
recording annual leave
- Implementing effective systems for the resolution of
disciplinary and grievance issues, maintaining an overview of staff welfare
- Evaluate, organise, and oversee staff inductions and
training to ensure all staff are adequately trained to fulfil their role.
- Production and management of rota forecasting working
with the Finance Manager and Executive Manager.
- Ensuring the rotas are uploaded to the clinical system and
Team net working with the Assistant Practice Manager.
- Ensure that tasks on the clinical system are dealt with
efficiently and within a timely manner.
- Monitoring of appointment availability and altering the
clinical system to ensure capacity meets demand working with the Assistant Practice Manager.
- Manage IT resources to safeguard patient records.
- Be the first point of contact for the complaints process,
ensuring complaints are dealt with in a timely manner and resolve
problems/complaints with staff and patients, investigate and generate letters and
escalate to the Executive Manager as and when appropriate.
- Generate audits and review data as required.
- Ensure all targets are delivered on time.
- Support the overall practice clinical governance
framework.
- Support the Executive Manager in the reviewing and
updating of practice policies and procedures.
- Identify trends and devise solutions to reduce risk and
repeated occurrences of significant events.
- Take minutes and actions from meetings.
- Health and Safety audits
- Management of annual checks- PAT, Fire risk assessments
etc
- Update TeamNet
- Booking mandatory training as and when directed by the Executive Manager.
- Check the practice email address for any patient messages
via web mail.
- Work with the Executive Manager to achieve targets.
- Attend PPG meetings.
- Assist the Executive Manager as and when necessary.
- Support the practice and management team with continuous
improvement and change initiatives.
Development
Opportunities
- Deputise for the Executive Manager.
- Attending Practice Management meetings with the Executive Manager and attending for the Executive Manager in their absence.
- Assist the Executive Manager with staff issues to propose
and implement solutions to these issues.
Key working
relationships summary.
The Practice Manager will
report into the Executive Manager for all general management responsibilities
including absence management, appraisal, and development plans. They will work
with the Management Team to design and implement an annual operational plan to
ensure that the service(s) meet their contractual obligations and to ensure that the service has an
appropriate skill mix of staff on duty who are able to meet the needs of the
service.
Person Specification
Knowledge & Understanding
Essential
- Competencies
- Excellent verbal and written communication skills
- Good attention to detail and organised with excellent timekeeping.
- Ability to prioritise and manage a varied workload.
- Confident and proficient in using Microsoft Office (Excel, Word, PowerPoint)
- Communication
- The post-holder should recognise the importance of effective communication within their role and will strive to:
- Communicate effectively with other employees to build positive relationships.
- Be able to adapt their communication style where appropriate.
- Work effectively with all functions to deliver the business aims.
- Confidentiality
- In the course of 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.
- Health & Safety
- The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practices Health & Safety Policy, to include: -
- Using security systems within the workplace according to Practice guidelines
- Identifying the risks involved in work activities and understanding 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
- 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 company procedures and policies and current legislation.
- Respecting the privacy, dignity, needs and beliefs of patients, carers, and colleagues.
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities, and rights.
- The post-holder will abide by the equal opportunities policy contained within the employee handbook.
- This job description is not intended to form part of the contract of employment or to be a complete list of duties and responsibilities, but it is a guide, for information, to the role. It will be periodically reviewed in the light of developing work requirements in the role. The post holder will participate in the review.
Person Specification
Knowledge & Understanding
Essential
- Competencies
- Excellent verbal and written communication skills
- Good attention to detail and organised with excellent timekeeping.
- Ability to prioritise and manage a varied workload.
- Confident and proficient in using Microsoft Office (Excel, Word, PowerPoint)
- Communication
- The post-holder should recognise the importance of effective communication within their role and will strive to:
- Communicate effectively with other employees to build positive relationships.
- Be able to adapt their communication style where appropriate.
- Work effectively with all functions to deliver the business aims.
- Confidentiality
- In the course of 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.
- Health & Safety
- The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practices Health & Safety Policy, to include: -
- Using security systems within the workplace according to Practice guidelines
- Identifying the risks involved in work activities and understanding 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
- 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 company procedures and policies and current legislation.
- Respecting the privacy, dignity, needs and beliefs of patients, carers, and colleagues.
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities, and rights.
- The post-holder will abide by the equal opportunities policy contained within the employee handbook.
- This job description is not intended to form part of the contract of employment or to be a complete list of duties and responsibilities, but it is a guide, for information, to the role. It will be periodically reviewed in the light of developing work requirements in the role. The post holder will participate in the review.
