Practice Manager - Full-Time (Part-Time possible)

Job description

Job responsibilities

The Practice Manager is responsible for:

a) Overseeing the day-to-day operations of the organisation, ensuring all staff achieve their primary responsibilities

b) Functional management of all clinical and support staff

c) Direct line management of the following staff: Assistant Practice Manager, Engagement Manager, Nurse Manager, Administration Manager, Reception Manager, Data Quality Manager and salaried GPs

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

e) Key liaison with Primary Care Network, the PCN Manager and any ARRS staff who provide a supporting service at the organisation

f) Ensuring that all staff undertake a robust induction process, including staff employed via the PCN

g) Establishing, reviewing and regularly updating job descriptions and person specifications ensuring all staff are legally and gainfully employed

h) Developing, implementing and embedding an effective staff appraisal process

i) Implementing effective systems for the resolution of disciplinary and grievance issues

j) Maintaining an effective overview of and ensuring compliance with HR legislation

k) Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively, ensuring mandatory training is completed as per specified frequency

l) Managing the financial elements of the organisation, including budgets, bank accounts, accounting systems, petty cash, non-NHS work etc. seeking to maximise income and reduce expenditure in conjunction with the partners

m) Maintaining an effective liaison with the accountants, overseeing organisation accounts, ensuring year-end figures are presented

n) Briefing partners on all financial matters, including forecasting

o) Managing and processing partners drawings, PAYE and pensions for practice staff

p) Ensuring the organisation has appropriate insurance cover

q) Developing, implementing and embedding an efficient business resilience plan (BRP)

r) Managing contracts for services, i.e., cleaning, gardening, window cleaning etc.

s) Managing the procurement of organisation equipment, supplies and services, within budgets

t) Coordinating the reviewing and updating of all organisation policies and procedures

u) Leading change and continuous improvement initiatives; coordinating all projects within the organisation

v) Coordinating and leading the compilation of organisation reports and the practice development plan (PDP)

w) Ensuring the team reaches QOF targets (supported by the management team)

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

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

z) Ensuring the organisation maintains compliance with its NHS contractual obligations

aa) Actively encouraging and promoting the use of patient online services

bb) Publishing communications for internal and external use such as an organisation newsletter on a quarterly basis

cc) Maintaining the organisation and NHS choices websites

dd) Liaising at external meetings as required

ee) Marketing the practice appropriately

ff) Supporting the management of the Patient Participation Group

gg) Effectively managing/supporting the management of all complaints in line with current legislation and guidance

hh) The management of the premises, including leading on health and safety aspects such as risk assessments and mandatory training

ii) Managing the organisation IT system, delegating staff to act as administrators

jj) Ensuring compliance with IT security, DSP Toolkit and IG generally

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

Qualifications

Essential

• Educated to GCSE level or equivalent
• Good standard of education with excellent literacy and numeracy skills
• Leadership and/or management qualification

Desirable

• Educated to degree level in healthcare or business
• AMSPAR qualification

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

Desirable

• Relevant health and safety experience

Personal Qualities

Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

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

New Pond Row Surgery

Address

35 South Street

Lancing

West Sussex

BN15 8AN

Employer's website

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