East End Health Network

Practice Manager

This job is now closed

Job summary

Please note this Job Post is for The Spitalfields Practice.

Do you have the vision, willingness, and drive to lead in Primary Care and the skills to navigate the practice through the varied landscape of NHS targets, system changes and a post covid new normal within our friendly, efficient and supportive practice?

We are looking for a highly accomplished, motivated, productive and proactive individual with a demonstrable career in finance, business, strategic and people management, with a hands-on approach, to become our new Practice Manager.

There is low staff turnover and the current practice manager is leaving for relocation after almost 12 years with the practice.

Main duties of the job

The Practice Manager is a key member of the team and expected to demonstrate senior management and leadership qualities. The successful candidate will also have the ability to identify and implement the practices objectives using a combination of personal involvement, motivation of other staff and delegation when appropriate.

Accountable to the partners, the post is responsible for the salaried workforce, either through the line managers or directly: this includes managing leave and rotas, dispute resolution, and performance management.

The post is tasked with assessing organisational performance, developing achievable goals and implementing processes that improve organisational effectiveness and efficiency, ensuring statutory and other legal requirements are met.

About us

This is a 4 partner GMS (General Medical Services), award winning, high performing teaching practice with a stable list size of c. 14500, of a predominantly young adult population; however, there is anticipated future increase in the list size due to residential and student accommodation property development within the practice boundary.

The practice has a clear vision to deliver high quality care, with core values which were developed by the whole health care team, ensuring good communication, compassion and continuity of care; and is committed to personal development for all staff.

Whilst being clinically driven, the practice also performs well financially and presents as a strongly democratic, happy and balanced team with a very good communication structure between the clinical team, partners and administration teams.

The Practice Team Values Statement is As a practice team we are here to care for out Patients and to care for each other.

The team ethos is described as supportive and friendly with a good team spirit, and it is very important to the partners that this is developed and strengthened. There is a relaxed atmosphere at the surgery and the environment is very pleasant to work in.

There is low staff turnover and the practice is an equal opportunities employer.

Date posted

19 December 2023

Pay scheme

Other

Salary

£45,000 to £60,000 a year

Contract

Permanent

Working pattern

Full-time

Reference number

A1561-23-0023

Job locations

20 Old Montague Street

London

E1 5PB

Job description

Job responsibilities

Key responsibilities

Finance

Responsibility for the finances of the practice, working with the Lead Partner for Finance to achieve the following;

o Develop and control practice budgets and financial systems

o Prepare financial budgets and cash-flow forecasts

o Ensure the organisational requirements of the practice contracts with NHSE are fully met and complied with

o Support the Partners to develop and implement processes to achieve clinical targets

o Understand and report on the financial implications of contract and legislation changes

o Liaise with the accountant and bank as appropriate or as directed by the Partners

o Directly contribute to profit improvement by exploring areas for increasing income and reducing costs

o Analyse data relating to clinical commissioning as appropriate and contribute to planning and organisation both at practice and clinical commissioning group level

o Manage Partners drawings in consultation with the accountant

o Liaise with outsourced payroll provider on monthly adjustments, if any

Strategic Planning

Overall responsibility for the strategic planning of the practice, working with the Partners to achieve the following;

o Keep abreast of current affairs and identify potential opportunities and threats

Assess and evaluate accommodation requirements and manage development and expansion opportunities
Implement and update a (PDP) Practice Development Plan, overseeing the implementation of the aims and objectives

o Assist the practice in the wider community and assist with forging links with other local practices and relevant agencies and in particular working collaboratively within the PCN (Primary Care Network) and other associated healthcare and community providers.

Formulate objectives and research and develop ideas for future practice development
To represent the practice at external meetings
To make recommendations to the Partners for practice development with regard to potential sources of income
To be innovative, assess and implement change

Human Resources

Overall responsibility for Employment Law compliance with support from an external HR company, working with the Partners to achieve the following;

o Ensure the recruitment, selection and retention of staff, including contracts of employment and job descriptions is robust

o Ensure systems and practices are in place to manage performance of staff effectively.

o To oversee effective appraisal processes and delivery of appraisals and reviews with all staff

o Ensure Employment Law compliance for the disciplinary and dismissal process

o Be aware of current employment legislation and compliance

o To develop and maintain good employee/employer relationships

o To ensure that members of the existing staff team are aware of any changes that occur in the practice

o To maintain good communication at all times with the practice team

o Ensure all personnel are CPD (Continuing Professional Development) compliant, in line with local and national requirements

o Ensure nurse and GP revalidation compliance

o To have strategic overview and to oversee rotas which allow good staff cover at all times as well as giving the flexibility required at short notice to cover for illness, etc.

o To implement pay rises/scales and increments at the appropriate time

o Responsibility for appropriate paperwork for doctors/staff DBS (Disclosure and Barring Service) checks

o To meet with attached staff as and when necessary and arrange/attend regular meetings with partners and attached staff to discuss all issues around patient care

o To ensure that suitable facilities are available to enable all staff to work within the practice

o Be responsible for the health and safety policy and its implementation

o Facilitate the development of a multi-disciplinary effective primary health care team

Information Technology & Governance

Working with the IT & Administration Manager - overall responsibility for IT processes to;

o Ensure compliance of appropriate information governance systems

o Ensure compliance with Data Security & Protection and the ICO (Information Commissioners Office)

o Ensure all Practice IT and telephone systems are effective

o Keep abreast of new technology, NHS initiatives and their effective use within a GP practice

o Ensure IT compliance with the contractual obligations of the practice

Patient Services

Working with the Partners to achieve the following;

o Ensure that the practice complies with NHS contractual obligations in relation to patient care

o Maintain registration policies and monitor patient turnover and capitation

o Maintain a strategic approach to the development and management of patient services

o Oversee and manage effective appointment systems

o Routinely monitor and assess practice performance against patient access and demand targets

o Ensure a robust practice complaints management system and effective and efficient response procedure

o Ensure a robust and effective significant event reporting system

Premises and Equipment

Overall responsibility for Premises and Equipment to achieve the following;

o Negotiate leasing contracts and their renewals

o Liaise with NHSE in rent review (every 5 years)

o Overall facilities management including responsibility for security, repairs and maintenance, insurance, and all Health & Safety, Risk Management and Fire Prevention issues

CQC

To lead on CQC compliance.

Communication

Ensure compliance with the latest NHS recommendations
Develop and maintain operational policies and protocols
Understand the practice communication systems and ensure effective channels of communication between all team members
Build/maintain good working relationships with the NHSE (NHS England), ICB (Integrated Care Board) and Clinical Commissioning Group (CCG), universities, hospitals, community agencies, LMC (Local Medical Committee), PCN 9Primary Care Network) and other GP practices, pharmacists, voluntary and private organisations
Represent the practice at meetings and seminars
Present a professional image and always promote the practice
Share skills and expertise with others

Other

This is not an exhaustive list and may be changed in light of ever-changing service need and national and local policy. Therefore, the job description will encompass any other duties deemed appropriate for the post holder within the scope of the post as determined by the Partners. Any changes would be discussed fully with the post-holder.