Job responsibilities
ABOUT US
We are a small friendly PMS Practice, with a team of: 2 GP partners, 1
long-term locum, with 2 Clinical pharmacists, a Physicians Associate and supported by 3 receptionists and 2 administrators.
What we are Looking for:
As
our Practice Manager is retiring after 35 years, we seek an experienced, dynamic,
motivatedPart Time Junior Practice Manager/Senior Administrator to take over and lead our practice. You will ideally have experience, but we will consider an assistant Manager, or senior
administrator that is ready to move into the challenging world of Practice
Management, salary is dependent on the candidates qualifications, experience
and skills.
JOB DESCRIPTION
The
role will require a good grasp of small business management and you will lead
all aspects of general management, including human resources, financial
management and planning, health and safety, patient service delivery, risk
management You will be responsible for the safe and efficient management of the
practice but also for ensuring the wellbeing of the patients and staff.
The
successful candidate will need to also have excellent team leadership and
communication skills to manage our small team of reception/administrators.
General Practice Management is a challenging role in the modern world and our
successful candidate will also need to have a can-do attitude to manage the
rapid changes that we are faced with, together with strong IT skills in this
new digital age.
You
will be able to attend external meetings, for example PCN meetings and
disseminate all relevant information to the clinical, reception and
administrative team.
MAIN
DUTIES & RESPONSIBILITIES OVERVIEW
1 Development
and preparation of Practice business and development plans for the Partners
2 Day-to-day
financial management of the Practice
3 Leadership
and Management of the Practice team and function as a whole
4 Continual
review of practice systems to ensure optimal delivery of patient services
5 Represent
the Practice at external meetings with CCG, NHS England, Solicitors,
Accountants and any other relevant organisations
6 Overall
responsibility for ensuring that buildings, services and facilities are effectively
maintained including equipment maintenance, buildings insurance
7
Work
safely at all times in accordance with Legislative requirements and Practice
Policy and Procedures (Health & Safety).
8
Attend
Partners meetings and organise agenda and papers
9
Co-ordinate
new requirements of the GP contract (DES, CQRSetc)
10 Organise meetings and
awaydays
11 Liaise with solicitors on
legal matters
12 Deal with partnership changes
retirement, new appointment, legal financial and patient related implications
13 Monitor list and size
14 To ensure the profitability
and efficiency of the Practice, in line with the NHS, Partners and legislative
guidelines
15 To provide general guidance
to the Partners on any NHS developments and legislative changes, which may
affect the general management of the Practice
16 Responsible for strategic
development
17 To attend the PCN meetings
18 Attend Local Managers
Meetings
19 Implementation of any PCN
changes
PATIENTS
Develop
and maintain new and existing services
Deal
with complaints
Evaluate
suggestions/concerns
Monitor
clinics and appointment system
Co-ordinate
provision of health information systems
Organise
and attend PPG meetings
EMPLOYED
STAFF
Personnel
functions for all employed staff recruitment, discipline, retirement, personal,
legal, leave entitlement Policies & Procedures
Training
planning and organising
Payroll/Pension
scheme
Undertake
workload planning
Oversee
annual Appraisal system
FINANCE
Financial
responsibility for the partnership business including performance against
budget and cash flow
Ensure
systems are in place to reach targets and monitor income
Liaison
with practice accountants
INFORMATION
TECHNOLOGY
To
have an overall understanding of all IT systems in the building
To
oversee the IT strategy for the surgery
Maintain
network (hardware and software)
Ensure
practice systems are up to date and compliant
BUILDING
Responsible
for overall management of the premises
Maximising
use of space
Co-ordinate
uses of rooms
Co-ordinate
room moves as required
Have
a clear understanding of telephone systems, daytime and out of hours
Understand
security systems and alarms
Oversee
general maintenance and cleaning
Organise
insurance cover for building, contents
Arrange
valuations
Ensure
we adhere to fire regulations and have regular fire drills and inspections by
the relevant organisations.
PURCHASING
Oversee
purchase equipment
Oversee
purchase of supplies
Oversee
vaccine contracts and supervise purchase
Negotiate
annual flu order
Negotiate
other bulk items
INFORMATION
Ensure
all staff and doctors are kept informed on all policy changes
Organise
meetings
Issue
procedures and policies
Act
as a central source of information
Manage
paperwork systems including post, internal and external
THE
PRACTICE
Develop,
maintain and market new and existing services
Ensure
the premises is compliant with H&S standards.
Liaise
with: NHS
England, Hospitals, Local
practices, University
& Training, CCG, Suppliers, PCN
OTHER
Adhere
to all elements of CQC requirements.
Ensuring
the practice adheres to all relevant policies and procedures to ensure our CQC
registration
NHS
England/CCG /PCN
SOCIAL
Oversee team social events
Ensure
the well being of staff by fostering good communication and team spirit within
the team.
CONTRACTORS
Negotiate
any new contracts and change of contractors.
Negotiate
any new lease arrangement
Ensure
we have an effective evacuation plan for the site
OTHER
TASKS
Any
other tasks as allocated by partners
This
job description is not exhaustive and may be adjusted periodically after review
and consultation. You will be expected to carry out any reasonable duties which
may be requested from time-to-time
Working
pattern
3 days a week
The
ideal candidate will work a set 3 days a week but be flexible on occasions as
required by the practice needs, to come in on a different day if necessary.
ESSENTIAL QUALIFICATIONS
Right to work in the UK. GCSE grade A to C in English and Mathematics. Human resources knowledge or experience
General Practice finance knowledge. CQC registered or ability to becomes so. Small Business management experience. Good experience of IT systems including Microsoft Office. Good communication skills.
DESIRABLE QUALIFICATIONS
Educated to A level standard. Management experience in general practice or similar setting. SystmOne computer system.
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.
CLOSING DATE:
3 March 2024
Salary
Negotiable
Contract
Permanent