Job summary
Job role: CQC Registered Practice Manager
Job type: Permanent
Salary: Up to £50,000 per annum depending on experience
Location: Westerhope Medical Group, Newcastle Upon Tyne
Working hours: 37 hours per week
Main duties of the job
The surgery Practice Manager and CQC registered manager plays a pivotal role in managing the day-to-day operations of the practice. This includes ensuring compliance with Care Quality Commission (CQC) regulations, maintaining high standards of patient care, leading the administrative team, supporting the clinical staff and representing the practice at events to external agencies, stakeholders, and to patients. The role requires strategic leadership to drive service improvements while ensuring the practice meets its financial and operational objective.
About us
We are a growing GP-led organisation with a mission to ensure that all patients have access to comprehensive, coordinated and continuous care within a sustainable primary care system. We appreciate that our whole primary care system is struggling, which is causing a negative effect on patient care and staff happiness. We believe that we can turn this around by reimagining how primary care is delivered from the ground up by placing a focus on data insights, technology and clinical innovation. Ultimately, we want to improve patient access, patient experience and health outcomes to significantly increase the quality of care for our patients.
Job description
Job responsibilities
Management:
Manage the practices staff to ensure teams work effectively
Ensuring all teams have an appropriate mix of skills and experience, and are equipped with the resources required.
Maintaining staff to ensure the workforce is effectively covered during absence & delegating activities and workload as appropriate
Support with recruitment and retention of staff including interviewing candidates and reviewing job descriptions and person specifications
Monitoring staff performance, keeping accurate records and providing support and encouragement
Giving clear feedback on performance on an ad-hoc basis, and through appraisals and formal processes
Plan for staff absence, such as annual leave, maternity/paternity leave, etc
Ensure all practice staff use resources efficiently
Overseeing how changes affect staff and the practice in general, including maintaining stability and morale to ensure optimum staff performance
Make available and promote appropriate staff training and development opportunities, including (but not limited to): Developing a culture of learning and continuing education
Ensuring that staff have opportunities and are encouraged to learn from experiences, such as significant events
Finance:
Manage income and expenditure systems (invoicing, banking, petty cash, etc)
Manage and maintain the practices physical and financial resources to maximum effect, including (but not limited to): planning and monitoring income and cash flow to maximise budgets and to ensure funds are available as needed
Monitoring expenditure and identifying where outgoings deviate from financial planning, taking action to mitigate shortfalls where appropriate
Making sure financial risks are identified and mitigated, taking action where needed
Maintain up-to-date financial plans and records
Ensuring that financial plans, records and reports are available to the partnership as required
Keeping financial records up to date and accurate; these include accounts, banking data, payroll, superannuation, PAYE, insurance, etc
Submitting up-to-date records and returns to the relevant agencies on time, including HMRC, CCG board, accountants, etc
Compliance:
Take on the role of CQC registered manager
Prepare for and participate in CQC inspections
Planning and managing QOF activities and workload, delegating duties and monitoring progress, and taking corrective action as required
Identify and take appropriate action when problems with resources might arise
Ensure the practices IT resources, including hardware, software and data, are managed and maintained in a way that safeguards patient information and benefits patient care.
Making sure staff make the most effective use of the technology needed to perform their job
Ensuring data and information are handled correctly, processed in an agreed format, actioned in a timely manner, stored and transmitted in a way that maintains confidentiality
Ensuring the practice complies with legislation and information management standards, such as data protection, Freedom of Information, GMC guidance, etc
Implementing procedures and systems that protect patient confidentiality at all times, including ensuring staff are aware of systems and how they work
Monitor the availability of appointments, both in advance and on a day-to-day basis, to make sure patient access is adequate, taking action to implement cover when required
Review access on a regular basis, through surveys and audits, taking action where improvements are required Make sure staffing is adequate to meet demand, including clinical and non-clinical staff
Ensure services and developed are delivered in line with national and local guidance, commissioning priorities, equality legislation and patient rights
Health & Safety
Ensure risks are identified, tackled, minimised and mitigated, in line with legislation and good practice, including keeping track of legal requirements and changes to them, including how they impact the practice and implications of non-compliance
Ensuring the practices health and safety policy is up to date, and that all staff comply Leading on and delivering health and safety training and education
Making sure all types of insurance are up to date
Monitoring work areas and practices to make sure they are safe and hazard-free, in line with health and safety procedures and legislation
Communication:
Identify areas of development for the practice and partnership, including presenting recommendations and ideas, and writing business plans
Ensure all methods of communication in the practice are effective and work to the benefit of patients, as well as the practice and partnership
Communicate effectively and work proactively with people, including colleagues, staff members, patients, carers, families, clients, stakeholders and external agencies
Communicating and encouraging others to communicate in writing, by email, verbally, face-to-face, through convening meetings, noticeboards, information leaflets, via social media and through other methods as appropriate
Communicate sensitively, and in an appropriate manner, with patients, carers, families and members of the public when required, including (but not limited to):
Anticipating and overcoming barriers to communication, seeking support from other staff members where necessary
Ensure the patient complaints system is effective, and that all complaints are dealt with in accordance with the practices complaints procedure and statutory requirements, including making sure the complaints process is promoted effectively so that patients know how to raise a complaint
Job description
Job responsibilities
Management:
Manage the practices staff to ensure teams work effectively
Ensuring all teams have an appropriate mix of skills and experience, and are equipped with the resources required.
Maintaining staff to ensure the workforce is effectively covered during absence & delegating activities and workload as appropriate
Support with recruitment and retention of staff including interviewing candidates and reviewing job descriptions and person specifications
Monitoring staff performance, keeping accurate records and providing support and encouragement
Giving clear feedback on performance on an ad-hoc basis, and through appraisals and formal processes
Plan for staff absence, such as annual leave, maternity/paternity leave, etc
Ensure all practice staff use resources efficiently
Overseeing how changes affect staff and the practice in general, including maintaining stability and morale to ensure optimum staff performance
Make available and promote appropriate staff training and development opportunities, including (but not limited to): Developing a culture of learning and continuing education
Ensuring that staff have opportunities and are encouraged to learn from experiences, such as significant events
Finance:
Manage income and expenditure systems (invoicing, banking, petty cash, etc)
Manage and maintain the practices physical and financial resources to maximum effect, including (but not limited to): planning and monitoring income and cash flow to maximise budgets and to ensure funds are available as needed
Monitoring expenditure and identifying where outgoings deviate from financial planning, taking action to mitigate shortfalls where appropriate
Making sure financial risks are identified and mitigated, taking action where needed
Maintain up-to-date financial plans and records
Ensuring that financial plans, records and reports are available to the partnership as required
Keeping financial records up to date and accurate; these include accounts, banking data, payroll, superannuation, PAYE, insurance, etc
Submitting up-to-date records and returns to the relevant agencies on time, including HMRC, CCG board, accountants, etc
Compliance:
Take on the role of CQC registered manager
Prepare for and participate in CQC inspections
Planning and managing QOF activities and workload, delegating duties and monitoring progress, and taking corrective action as required
Identify and take appropriate action when problems with resources might arise
Ensure the practices IT resources, including hardware, software and data, are managed and maintained in a way that safeguards patient information and benefits patient care.
Making sure staff make the most effective use of the technology needed to perform their job
Ensuring data and information are handled correctly, processed in an agreed format, actioned in a timely manner, stored and transmitted in a way that maintains confidentiality
Ensuring the practice complies with legislation and information management standards, such as data protection, Freedom of Information, GMC guidance, etc
Implementing procedures and systems that protect patient confidentiality at all times, including ensuring staff are aware of systems and how they work
Monitor the availability of appointments, both in advance and on a day-to-day basis, to make sure patient access is adequate, taking action to implement cover when required
Review access on a regular basis, through surveys and audits, taking action where improvements are required Make sure staffing is adequate to meet demand, including clinical and non-clinical staff
Ensure services and developed are delivered in line with national and local guidance, commissioning priorities, equality legislation and patient rights
Health & Safety
Ensure risks are identified, tackled, minimised and mitigated, in line with legislation and good practice, including keeping track of legal requirements and changes to them, including how they impact the practice and implications of non-compliance
Ensuring the practices health and safety policy is up to date, and that all staff comply Leading on and delivering health and safety training and education
Making sure all types of insurance are up to date
Monitoring work areas and practices to make sure they are safe and hazard-free, in line with health and safety procedures and legislation
Communication:
Identify areas of development for the practice and partnership, including presenting recommendations and ideas, and writing business plans
Ensure all methods of communication in the practice are effective and work to the benefit of patients, as well as the practice and partnership
Communicate effectively and work proactively with people, including colleagues, staff members, patients, carers, families, clients, stakeholders and external agencies
Communicating and encouraging others to communicate in writing, by email, verbally, face-to-face, through convening meetings, noticeboards, information leaflets, via social media and through other methods as appropriate
Communicate sensitively, and in an appropriate manner, with patients, carers, families and members of the public when required, including (but not limited to):
Anticipating and overcoming barriers to communication, seeking support from other staff members where necessary
Ensure the patient complaints system is effective, and that all complaints are dealt with in accordance with the practices complaints procedure and statutory requirements, including making sure the complaints process is promoted effectively so that patients know how to raise a complaint
Person Specification
Experience
Essential
- Excellent literacy and numeracy skills
- Experience of working with the general public
- Experience of managing accounting procedures
- Experience of management in a healthcare setting
- Experience of managing multidisciplinary teams
- Excellent leadership skills
- Ability to motivate teams, enhance morale and maintain a positive working environment.
- Strong IT skills
Desirable
- Educated to degree level in healthcare or business management
- Experience using EMIS
- General Practice experience
Person Specification
Experience
Essential
- Excellent literacy and numeracy skills
- Experience of working with the general public
- Experience of managing accounting procedures
- Experience of management in a healthcare setting
- Experience of managing multidisciplinary teams
- Excellent leadership skills
- Ability to motivate teams, enhance morale and maintain a positive working environment.
- Strong IT skills
Desirable
- Educated to degree level in healthcare or business management
- Experience using EMIS
- General Practice 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.