Practice Manager

Job description

Job responsibilities

Job summary:

Provide leadership and management skills to enable the practice to meet its agreed aims and objectives within a profitable, efficient, safe and effective working environment.

Job responsibilities:

Strategic management and planning

The post holder will:

Keep abreast of current affairs and identify potential threats and opportunities

Contribute to practice strategy; formulate objectives and research and develop ideas for future practice development

Monitor and evaluate performance of the practice team against objectives; identify and manage change

Develop and maintain effective communication both within the practice and with relevant outside agencies

Prepare and annually update the practice development plan, and oversee the implementation of the aims and objectives

Assess and evaluate accommodation requirements and manage development and expansion plans

Attend regular Practice meetings

Financial management

Manage practice budgets and seek to maximise income with QOF and LCS requirements

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

Manage practice accounts; submit year-end figures promptly and liaise with the practice accountant to maintain financial probity

Monitor cash-flow, manage systems for recording of income and petty cash expenditure

Manage and reconcile bank accounts; negotiate/liaise with the practice bankers

Monitor and deal with all invoices/record keeping and accounting

Manage partners drawings

Manage and monitor PAYE/Pension for practice staff and maintain appropriate records

Human resources

Oversee the recruitment and retention of staff and provide a general personnel management service

Ensure that all members of staff are legally and gainfully employed. Monitor skill-mix and deployment of staff

Manage staffing levels within target budgets

Evaluate, organise and oversee staff induction and training, and ensure that all staff are adequately trained to fulfil their role

Develop and implement effective staff appraisal and monitoring systems

Support and mentor staff, both as individuals and as team members

Implement effective systems for the resolution of disputes and grievances

Keep abreast of changes in employment legislation

Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies)

Organisational

Convene meetings, prepare agendas and ensure distribution of minutes as necessary

Develop Practice protocols and procedures, review and update as required

Ensure that Practice premises are properly maintained and cleaned, and that adequate fire prevention and security systems are in place

Develop and review Health & Safety policies and procedures and keep abreast of current legislation

Arrange appropriate insurance cover

Ensure that the practice has adequate disaster recovery procedures in place

Arrange appropriate maintenance for practice equipment

Liaise with other organisations e.g. other Practices locally/PCN/ICB

Patient services

Ensure SEAs/Risks and Complaints are managed

Adopt a strategic approach to the development and management of patient services

Ensure service development and delivery is in accordance with local and national guidelines

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

Monitor patient turnover and capitation

Oversee and/or develop repeat prescribing systems

Oversee and/or develop and manage an effective appointments systems

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

Develop and implement an effective complaints management system

Information management and technology

Ensure practices and information meets national IG requirements

Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training

Liaise with the ICB regarding systems procurement, IT funding and national IT development programmes.

Maintain the practices website.

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

Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & safety:

The post-holder will implement and lead on the full range of promotion and management their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures

Keeping own work areas and general / patient areas generally clean, identifying issues and hazards /

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 practice procedures and policies, and current legislation

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a manner that is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings priorities and rights.

Personal/Professional development:

The post-holder will participate in any training programme implemented by the practice as part of this employment taking responsibility for maintaining a record of own personal and/or professional development, taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality:

The post-holder will strive to maintain quality within the practice, and will:

Alert other team members to issues of quality and risk

Assess own performance and take accountability for own actions, either directly or under supervision

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload and resources

Quality Assurance:

To support the governance lead for services on quality assurance by ensuring mechanisms are in place for Care Quality Commission Clinical Standards Risk Management Clinical Governance Information Governance Patient Satisfaction Audit Complaints and Serious Untoward Incidents Health & Safety Mandatory Training Performance Management Data

To ensure that a review of policies, protocols and procedures is undertaken across the service on an annual basis, that gaps are identified and acted upon. To ensure that the team are aware of audit requirements relating to these policies and that they are built into the Service Plans so that the audit programme is robust. To work within the team to ensure that training needs are accurately identified and training and development opportunities are available to staff in the service to meet quality assurance and service development objectives. Work with Partners to ensure the consistent application of performance management across the service so that every member of staff has a Personal Development Plan agreed at the annual appraisal relevant to their development and the development of the service.

The job description is not intended to be exhaustive and it is likely that duties may be altered from time to time in the light of changing circumstances and after consultation with the post holder.

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognize peoples needs for alternative methods of communication and respond accordingly

Person Specification

Qualifications

Essential

• Degree or professional qualification in business, healthcare management, finance or related field.

Desirable

• Qualified in business skills
• Qualified in HR, project management or NHS Governance

Experience

Essential

• Experience working within general practice or NHS settings
• Experience of managing

Desirable

• HR experience
• Operational management 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

Austen Road Surgery

Address

1 Austen Road

Guildford

Surrey

GU1 3NW

Employer's website

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