Job summary
Exciting opportunity for full time Practice
Manager position in Hertford and Ware.
We are seeking a proactive motivated Practice Manager to join our friendly team who will bring enthusiasm and
commitment to the role.
Weare awell-established GP training practice that is focussed on patient care, and together as a dedicated team, strive for the best to provide the highest
standard of healthcare to our patients. We have a list size of 19,000 and operate from two sites following
merger in 2020.
The Practice Manager is a pivotal member of the organisation and will be expected to support the team in achieving goals and targets, using a combination of personal involvement, motivation of
other staff and delegation where appropriate.
The successful candidate will be able to demonstrate robust leadership and communication skills and have strong HR and organisational abilities.
The
manager will need to ensure that the practice is financially efficient and
compliant with all aspects of health and safety, employment legislation and CQC
(Care Quality Commission)
Main duties of the job
Exciting opportunity for full time Practice
Manager position in Hertford and Ware.
We are seeking a proactive motivated Practice Manager to join our friendly team who will bring enthusiasm and
commitment to the role.
Weare awell-established GP training practice that is focussed on patient care, and together as a dedicated team, strive for the best to provide the highest
standard of healthcare to our patients. We have a list size of 19,000 and operate from two sites following
merger in 2020.
The Practice Manager is a pivotal member of the organisation and will be expected to support the team in achieving goals and targets, using a combination of personal involvement, motivation of
other staff and delegation where appropriate.
The successful candidate will be able to demonstrate robust leadership and communication skills and have strong HR and organisational abilities.
The
manager will need to ensure that the practice is financially efficient and
compliant with all aspects of health and safety, employment legislation and CQC
(Care Quality Commission)
About us
Exciting opportunity for full time Practice
Manager position in Hertford and Ware.
We are seeking a proactive motivated Practice Manager to join our friendly team who will bring enthusiasm and
commitment to the role.
Weare awell-established GP training practice that is focussed on patient care, and together as a dedicated team, strive for the best to provide the highest
standard of healthcare to our patients. We have a list size of 19,000 and operate from two sites following
merger in 2020.
The Practice Manager is a pivotal member of the organisation and will be expected to support the team in achieving goals and targets, using a combination of personal involvement, motivation of
other staff and delegation where appropriate.
The successful candidate will be able to demonstrate robust leadership and communication skills and have strong HR and organisational abilities.
The
manager will need to ensure that the practice is financially efficient and
compliant with all aspects of health and safety, employment legislation and CQC
(Care Quality Commission)
Job description
Job responsibilities
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. Play a pivotal role in the effective delivery of high quality services, ensuring the practice is safely run on a day-to-day basis incorporating good governance and a patient focused service. Provide oversight of the financial management, resourcing and regulatory compliance of the work of the practice.
Job responsibilities:
The post holder will:
Keep abreast of current affairs and identify potential threats and ensure all income-generating opportunities are explored and maximised
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
Assess and evaluate practice requirements and manage expansion plans
Assist the practice in the wider community and assist with forging links with other local practices and relevant agencies and in particular working collaboratively with PCN (Primary Care Network)
Represent the practice at ICB meetings
Financial management
- Ensure that sound financial controls are consistently in place and followed.
- Manage practice budgets and seek to maximise income
- Prepare bids for new resources
- Oversee practice accounts; ensuring year-end figures are submitted promptly and liaise with practice accountant and partners
- Lead the budgeting and monitoring process each year, contributing to the longer term strategic planning
- Work with the finance partners to monitor income and expenditure.
- Prepare and present financial plans including forecasting, monitoring information and reporting to the partners as required
- Understand and report on the financial implications of contract and legislation changes
Liaising with the ICB and payment agencies regarding queries with payments relating to the contract, e.g. Enhanced Services.
- Monitor PAYE and contributions to the practice pension scheme(s) for all practice staff and ensure appropriate records are in place
Liaising with the ICB and payment agencies regarding queries with payments relating to the contract, e.g. Enhanced Services.
- Monitor systems for handling and recording of cash, cheques and petty cash
Human resources
Overall responsibility for recruitment and retention of staff working including contracts of employment and job descriptions
- Ensure that all members of staff are legally and appropriately 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 for coordinating leave and managing workload.
- Support and mentor staff, both as individuals and as team members
- Lead on HR issues implementing 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)
Co-ordinate intra-practice communications within the network
First point of contact for members of the PCN and other organisations for the delivery of NIS work, projects and schemes including the recruitment and retention of additional roles reimbursement scheme
Monitor and scrutinize contractual and financial requirements for the PCN to protect the practice reputation and income. This requires a detailed knowledge and understanding of the network accounts and contractual obligations
Take an active role in the development and establishment of the PCN to ensure the practice reputation as providers of high quality services
Oversee contracts relating to the practice including partnership, staff, premises
Organisational
- Oversee meeting schedules, ensuring a process is in place for the management of meetings, distribution of minutes and outcomes
- Develop Practice protocols and procedures, review and update as required
- Ensure the practice are compliant with Health & Safety keeping abreast of current legislation
- Ensure that the practice has adequate business continuity plans in place
- Manage a policy review process to ensure a regular review of policies, standards and guidelines to keep the practice up to date with regulations and best practice
- Detailed knowledge of the GMS contract, QOF, local contracts and PCN
Patient services
- 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
- Maintain registration policies and monitor patient turnover and capitation
- Monitor surgery timetables, duty rotas and holiday cover
- Routinely monitor service delivery and assess practice performance against patient access and demand management targets
- Provide and manage an effective in-house complaints procedure, dealing with enquiries and complaints from patients effectively and efficiently to promote patient satisfaction
- Oversee the practice responsibilities for complaints, being a point of contact for concerns, supporting the team in responding to and coordinating the complaints process.
- Oversee the team ensuring they adhere to their individual responsibilities for identifying and reporting significant events, using a system of observation, audit and check, near miss identification, questioning, reporting and risk management.
- Coordinate patient participation meetings for patients, carers and GP practice staff who can meet to discuss practice issues and patient experience with the aim of improving or maintaining a quality service.
- Assist the practice in the wider community and assist with forging links with local practices and relevant agencies and in particular working collaboratively with the PCN and other local community groups.
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
Personal/Professional development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:
- Participation in an annual individual performance review, including 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
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Present a professional image and always promote the practice and communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize peoples needs for alternative methods of communication and respond accordingly
Contribution to the implementation of services:
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
Job description
Job responsibilities
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. Play a pivotal role in the effective delivery of high quality services, ensuring the practice is safely run on a day-to-day basis incorporating good governance and a patient focused service. Provide oversight of the financial management, resourcing and regulatory compliance of the work of the practice.
Job responsibilities:
The post holder will:
Keep abreast of current affairs and identify potential threats and ensure all income-generating opportunities are explored and maximised
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
Assess and evaluate practice requirements and manage expansion plans
Assist the practice in the wider community and assist with forging links with other local practices and relevant agencies and in particular working collaboratively with PCN (Primary Care Network)
Represent the practice at ICB meetings
Financial management
- Ensure that sound financial controls are consistently in place and followed.
- Manage practice budgets and seek to maximise income
- Prepare bids for new resources
- Oversee practice accounts; ensuring year-end figures are submitted promptly and liaise with practice accountant and partners
- Lead the budgeting and monitoring process each year, contributing to the longer term strategic planning
- Work with the finance partners to monitor income and expenditure.
- Prepare and present financial plans including forecasting, monitoring information and reporting to the partners as required
- Understand and report on the financial implications of contract and legislation changes
Liaising with the ICB and payment agencies regarding queries with payments relating to the contract, e.g. Enhanced Services.
- Monitor PAYE and contributions to the practice pension scheme(s) for all practice staff and ensure appropriate records are in place
Liaising with the ICB and payment agencies regarding queries with payments relating to the contract, e.g. Enhanced Services.
- Monitor systems for handling and recording of cash, cheques and petty cash
Human resources
Overall responsibility for recruitment and retention of staff working including contracts of employment and job descriptions
- Ensure that all members of staff are legally and appropriately 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 for coordinating leave and managing workload.
- Support and mentor staff, both as individuals and as team members
- Lead on HR issues implementing 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)
Co-ordinate intra-practice communications within the network
First point of contact for members of the PCN and other organisations for the delivery of NIS work, projects and schemes including the recruitment and retention of additional roles reimbursement scheme
Monitor and scrutinize contractual and financial requirements for the PCN to protect the practice reputation and income. This requires a detailed knowledge and understanding of the network accounts and contractual obligations
Take an active role in the development and establishment of the PCN to ensure the practice reputation as providers of high quality services
Oversee contracts relating to the practice including partnership, staff, premises
Organisational
- Oversee meeting schedules, ensuring a process is in place for the management of meetings, distribution of minutes and outcomes
- Develop Practice protocols and procedures, review and update as required
- Ensure the practice are compliant with Health & Safety keeping abreast of current legislation
- Ensure that the practice has adequate business continuity plans in place
- Manage a policy review process to ensure a regular review of policies, standards and guidelines to keep the practice up to date with regulations and best practice
- Detailed knowledge of the GMS contract, QOF, local contracts and PCN
Patient services
- 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
- Maintain registration policies and monitor patient turnover and capitation
- Monitor surgery timetables, duty rotas and holiday cover
- Routinely monitor service delivery and assess practice performance against patient access and demand management targets
- Provide and manage an effective in-house complaints procedure, dealing with enquiries and complaints from patients effectively and efficiently to promote patient satisfaction
- Oversee the practice responsibilities for complaints, being a point of contact for concerns, supporting the team in responding to and coordinating the complaints process.
- Oversee the team ensuring they adhere to their individual responsibilities for identifying and reporting significant events, using a system of observation, audit and check, near miss identification, questioning, reporting and risk management.
- Coordinate patient participation meetings for patients, carers and GP practice staff who can meet to discuss practice issues and patient experience with the aim of improving or maintaining a quality service.
- Assist the practice in the wider community and assist with forging links with local practices and relevant agencies and in particular working collaboratively with the PCN and other local community groups.
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
Personal/Professional development:
The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:
- Participation in an annual individual performance review, including 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
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Present a professional image and always promote the practice and communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize peoples needs for alternative methods of communication and respond accordingly
Contribution to the implementation of services:
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
Person Specification
Qualifications
Essential
- Evidence of a commitment to continuing professional development
Desirable
- Degree level certification
- Relevant management or finance qualification
Experience
Essential
- Experience and success of communicating with and managing people
- Experience of working in teams; able to promote teamwork and
- employee satisfaction
- Excellent negotiating and conflict management skills
- Planning skills and ability to prioritise
Desirable
- Management experience in the NHS or in practice management
- Experience of working with regulatory bodies and preparing for inspections
Person Specification
Qualifications
Essential
- Evidence of a commitment to continuing professional development
Desirable
- Degree level certification
- Relevant management or finance qualification
Experience
Essential
- Experience and success of communicating with and managing people
- Experience of working in teams; able to promote teamwork and
- employee satisfaction
- Excellent negotiating and conflict management skills
- Planning skills and ability to prioritise
Desirable
- Management experience in the NHS or in practice management
- Experience of working with regulatory bodies and preparing for inspections
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.
