Practice Manager

Job description

Job responsibilities

The key requirements for the role are :-

Commitment to supporting the delivery of excellent patient care with vision, willingness and drive

Strategic thinker and planner

Ability to manage change through motivation and leadership

Knowledge and skills of human resources, and the ability to act sensitively and effectively

Able to deliver against key targets

Demonstrate excellent organisational and communication skills

Ability to self motivate, organise and prioritise workload

Excellent IT knowledge and experience

Ability to identify, develop and deliver business initiative

A positive attitude and a sense of humour

Administration

Oversee practice meetings and be responsible for preparing and circulating minutes for all professional meetings

Arrange and chair meetings between the practice and outside agencies as appropriate

Renew and implement legal matters, e.g. risk assessments and health and safety policy

Oversee professional indemnity cover where needed

Maintain / support and update the practice leaflet and website

Deal with all complaints according to the complaints procedure within the agreed timescale

Oversee and manage all clinicians rotas with rota administrator

Work in close conjunction with other practice managers in the partnership & PCN

Ensure the practice has adequate disaster recovery plans in place

As the practices RA, develop a procedure that sets out how the organization ensures users are made aware of the Terms and Conditions of Smartcard usage and monitors and enforces compliance

Quality assurance

Be actively involved with ICB and implement their strategies and pathways throughout the practice

Be proactive in developing patient services and implementing service standards

Ensure full confidentiality for patients

Produce reports where appropriate and be responsible for overseeing audits

Develop practice protocols and policies and keep up to date as required

Implement a practice culture of continuous quality improvement

Significant event recording, analysis and discussion

Organisation of patient participation group meetings and implementation of any agreed actions

Maintain an up to date knowledge of NHS and Primary Care developments

Human resources

Responsibility for recruitment and selection of staff, including contracts of employment and job descriptions

Responsibility for managing sickness absence

Carry out annual appraisals for all administration staff

Responsibility for the disciplinary and dismissal process and after discussion with the partners take any legal advice necessary

Be aware of current employment legislation

To develop and maintain good employee/employer relationships

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

Identify training requirements and arrange appropriate solutions

To maintain good communication at all times with the practice team

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.

To implement pay rises and increments at the appropriate time

To organise appropriate paperwork for doctors/staff DBS checks

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

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

To liaise with attached staff regarding clinics and available rooms and inform other members of staff of the agreed working procedures, e.g. booking appointments, follow up appointments, etc.

Be responsible for the health and safety policy and its implementation

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

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 recognizes 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 which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Finance

Liaise with partners for financial matters

Carry out invoicing and regular bank reconciliations if required

Liaise with the CSU (Commissioning Support Unit) regarding queries with payments relating to all finance matters, such as enhanced services and chase up unpaid invoices

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

Ensure all insurance policies are effectively negotiated and are in place

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

Proactive budget planning, cash flow monitoring and preparation of forecasts and reports for partners

Ensure probity in all financial dealings of the practice

Premises

Take the lead in the organisation of any new building projects

Assist the Partners in the planning of alterations or expansion of the premises

Be familiar with the terms of all agreements regarding practice premises

Maintain any maintenance contracts and the general upkeep of the surgery premises, including housekeeping and organisation of cleaning

Strategy

Take a lead role in clinical commissioning

Assist the practice in the wider community and assist with forging links with other local practices and relevant agencies

Formulate objectives and research and develop ideas for future practice development

To make recommendations to the partners for practice development with regard to potential sources of income

To ensure procurement costs and overheads are minimised

To relieve the partners of certain managerial tasks and administrative tasks as appropriate

Information technology and Systems

Assist with the update of appropriate information systems

Ensure compliance with the Data Protection Act

Oversee document management system to ensure that it is efficient and up-to-date

Ensure the practice keeps up-to-date with technological issues

Maintain and update the practice website in a timely manner

Ensure that the practice has effective IT data security, back-up, maintenance and recovery plans in place

Communication

Ensure compliance with the latest NHS recommendations

Understand the practice communication systems

Build/maintain good working relationships with the CSU, hospitals, community agencies, LMC (Local Medical Committee), other GP practices and others

Represent the practice at meetings including the locality Practice Managers Group

With the partners assist them corporately and at individual level to fulfill the requirements of revalidation

Present a professional image and always promote the practice

Share skills and expertise with others

Person Specification

Experience

Essential

• General Practice management or experience working in NHS,
• Experience of EMIS Web, Management degree or equivalent,
• A demonstrable commitment to professional development,
• Recognised qualification to diploma level or equivalent experience,
• Demonstrable experience of people management,
• Employment Law, Health & Safety, management of risk ,
• Excellent keyboard and computer skills
• Excellent communication (oral and written) and inter personal skills
• Strategic thinking
• Managing "upwards"
• Problem solving, Negotiating
• Ability to listen and empathise,Delegation and empowerment of staff
• Good time management ,Able to manage change,
• Managing conflict,
• An understanding, acceptance and adherence to the need for strict confidentiality, Ability to use own judgement, resourcefulness and common sense,
• Confident, reliable and self-reliant,
• Positive attitude to change/can-do approach but also pragmatic and realistic,
• Ability to work as part of an integrated multi-skilled team,
• Ability to lead a team/motivate others,
• Adaptable, innovative, forward lookin,
• Honest, caring and sympathetic,
• Strategic thinking with vision
• Good sense of humour, personable,
• Hard working, reliable and resourceful,
• Diplomacy,
• Willing to work flexible hours as necessary,

Desirable

• General Practice management and/or experience working in NHS
• Experience of EMIS Web

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

St Pauls Way Medical Centre

Address

St. Pauls Medical Centre

11 Selsey Street

Bow

London

E14 7LJ

Employer's website

https://stpaulswaymedicalcentre.nhs.uk/ (Opens in a new tab)