Job summary
Due to the retirement of our long-standing Practice Manager (30+ years), we are looking for an enthusiastic, conscientious, open and down-to-earth Manager to work with our young dynamic team. We want you to be passionate about good patient care.
The ideal candidate would be someone with a demonstrable background in business, people management, patient services, finance and strategic planning with the ability to help motivate the team, ensure business efficiency and provide excellent financial performance. We have ambitious plans for the future and are looking for an individual to enhance our team on that journey. Could this be you?
*Please note that we may close this job advertisement earlier than the above closing date.*
Main duties of the job
- Overseeing the day-to-day operations of the practice.
- Functional management of all clinical and administrative staff
- To work with the Partners on strategic planning for the Practice.
- Ensure the promotion, monitoring and documentation of performance and quality outcome targets within the practice (including QOF), and using IT systems and software.
- Liase with the Practice's professional advisors on all relevant matters, including accountants and legal advisors.
- To manage Partnership changes including retirements, new appointments.
- To deal with the matters of CQC registration in conjunction with the designated Lead Partner.
- To act as the formal representative of the Practice as and when required.
- Establishing, reviewing, and regularly updating Job Descriptions and Person Specifications
- Leading change and continuous improvement initiatives
- Coordinating the reviewing and updating of all practice policies and procedures
- Developing, implementing, and embedding an efficient business resilience plan (BRP)
- Coordinating the practice diary, ensuring meetings are scheduled appropriately
- The producing of Practice newsletters on a quarterly basis
- Managing the Patient Participation Group
- Managing all complaints effectively
- Ensuring compliance with legislation and deal with disciplinary issues accordingly
- The management of the premises, managing contracts for services i.e. cleaning/gardening
- Be responsible for health and safety aspects such as risk assessments and mandatory training
About us
Albany House is a friendly, organised, supportive and high performing Practice set in a beautiful grade II listed building in the heart of Worcester. We serve a patient population of just over 7000.
Our team consists of 3 GP Partners, 2 Salaried GP's, 2 Nurses and 3 HCA's supported by an amazing administrative team.
We work hard for our patients and know them well. This is one of the reasons that we are rated so highly in national patient surveys. Whilst working hard brings obvious rewards, we really understand the importance of a good work-life balance and so positively encourage it. The friendly and open environment in which we work allows us all to develop as individuals.
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. To manage and co-ordinate all aspects of practice functionality, motivating and managing staff and optimising efficiency. With an eye for continuous Quality Improvement and through innovative ways of working, lead the team in promoting Equality, Diversity & Inclusion, Safety, Health, Environment and Fire, Confidentiality, Collaborative Working, Service Delivery, Learning and Development and ensure the practice complies with HIW regulations.The Practice Manager will ensure that the practices physical and financial resources are managed and maintained for maximum effectiveness including maximising the practices financial resources. The role includes:
- Ensuring financial risks are recognised and that appropriate action is taken.
- Monitoring expenditure and identifying significant deviations from plan.
- Planning and monitoring income and cash flow to ensure that income is maximised and that funds are available as required
- Maximising the practices income from the General Medical Services (or other) Contract, monitoring performance against planned outcomes and taking appropriate action to correct deviations. This will include ensuring all claims are submitted in good time and payment received.
- Planning and management of QOF workload, delegation of areas of responsibility/duties to staff and doctor teams, monitoring progress and monthly reporting to Partners and ensuring plans are carried out and corrective action taken to maximise achievement.
- Ensuring that the practices allocation of NHS resources is fair and equitable at a local level.
- Presenting financial plans, monitoring information and reports to the partnership as required.
- Ensuring all financial records (practice accounts, bank accounts, payroll, superannuation, PAYE, NI etc) are up to date and accurate
- Ensuring all financial returns/submissions are accurate and submitted on time (HMRC, superannuation, CCG/CQRS/NHS England)
- Ensuring accounts data is submitted in good time to accountants for preparation of annual accounts, liaison with accountants.
- Identifying problems with resources including premises and facilities and taking appropriate action.
- Controlling and storing resources according to requirements and specifications.
- Ensuring the maintenance of records of asset use and maintenance
- Ensuring that effective safeguards are in place to prevent fraud
- Manage income and expenditure systems (banking, petty cash, invoicing etc).
- Maintaining an effective liaison with the accountant, overseeing practice accounts, ensuring year-end figures are presented
- Overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities
- Managing the recruitment process for the practice
- Establishing, reviewing and regularly updating Job Descriptions and Person Specifications
- Managing contracts for services i.e. cleaning, gardening, window cleaning etc
- Leading change and continuous improvement initiatives
- Coordinating the reviewing and updating of all practice policies and procedures
- Coordinating and lead the compilation of practice reports and the practice development plan (PDP)
- Developing, implementing and embedding an efficient business resilience plan (BRP)
- Managing the financial elements of the practice, including budgets, petty cash, etc. in conjunction with the partners
- Ensuring the team reach QOF targets (supported by the nursing and administrative leads) and local contract targets.
- Coordinating the practice diary, ensuring meetings are scheduled appropriately
- Liaising at external meetings as required
- Marketing the practice appropriately
- The producing of practice newsletters on a quarterly basis
- Managing the Patient Participation Group
- Managing all complaints effectively
- Ensuring compliance with legislation and deal with disciplinary issues accordingly
- The management of the premises, including health and safety aspects such as risk assessments and mandatory training
- Managing the practice IT system, delegating staff to act as administrators.
- Ensuring compliance with IT security and IG
- Coordinating of all projects within the practice
- Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively
- Maintaining the practice and NHS choices websites
- Deputise for the partners at internal and external meetings
- Act as the primary point of contact for NHS(E), CCG, community services, suppliers and other external stakeholders
- Partake in audit as requested by the audit lead
The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation.
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. To manage and co-ordinate all aspects of practice functionality, motivating and managing staff and optimising efficiency. With an eye for continuous Quality Improvement and through innovative ways of working, lead the team in promoting Equality, Diversity & Inclusion, Safety, Health, Environment and Fire, Confidentiality, Collaborative Working, Service Delivery, Learning and Development and ensure the practice complies with HIW regulations.The Practice Manager will ensure that the practices physical and financial resources are managed and maintained for maximum effectiveness including maximising the practices financial resources. The role includes:
- Ensuring financial risks are recognised and that appropriate action is taken.
- Monitoring expenditure and identifying significant deviations from plan.
- Planning and monitoring income and cash flow to ensure that income is maximised and that funds are available as required
- Maximising the practices income from the General Medical Services (or other) Contract, monitoring performance against planned outcomes and taking appropriate action to correct deviations. This will include ensuring all claims are submitted in good time and payment received.
- Planning and management of QOF workload, delegation of areas of responsibility/duties to staff and doctor teams, monitoring progress and monthly reporting to Partners and ensuring plans are carried out and corrective action taken to maximise achievement.
- Ensuring that the practices allocation of NHS resources is fair and equitable at a local level.
- Presenting financial plans, monitoring information and reports to the partnership as required.
- Ensuring all financial records (practice accounts, bank accounts, payroll, superannuation, PAYE, NI etc) are up to date and accurate
- Ensuring all financial returns/submissions are accurate and submitted on time (HMRC, superannuation, CCG/CQRS/NHS England)
- Ensuring accounts data is submitted in good time to accountants for preparation of annual accounts, liaison with accountants.
- Identifying problems with resources including premises and facilities and taking appropriate action.
- Controlling and storing resources according to requirements and specifications.
- Ensuring the maintenance of records of asset use and maintenance
- Ensuring that effective safeguards are in place to prevent fraud
- Manage income and expenditure systems (banking, petty cash, invoicing etc).
- Maintaining an effective liaison with the accountant, overseeing practice accounts, ensuring year-end figures are presented
- Overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities
- Managing the recruitment process for the practice
- Establishing, reviewing and regularly updating Job Descriptions and Person Specifications
- Managing contracts for services i.e. cleaning, gardening, window cleaning etc
- Leading change and continuous improvement initiatives
- Coordinating the reviewing and updating of all practice policies and procedures
- Coordinating and lead the compilation of practice reports and the practice development plan (PDP)
- Developing, implementing and embedding an efficient business resilience plan (BRP)
- Managing the financial elements of the practice, including budgets, petty cash, etc. in conjunction with the partners
- Ensuring the team reach QOF targets (supported by the nursing and administrative leads) and local contract targets.
- Coordinating the practice diary, ensuring meetings are scheduled appropriately
- Liaising at external meetings as required
- Marketing the practice appropriately
- The producing of practice newsletters on a quarterly basis
- Managing the Patient Participation Group
- Managing all complaints effectively
- Ensuring compliance with legislation and deal with disciplinary issues accordingly
- The management of the premises, including health and safety aspects such as risk assessments and mandatory training
- Managing the practice IT system, delegating staff to act as administrators.
- Ensuring compliance with IT security and IG
- Coordinating of all projects within the practice
- Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively
- Maintaining the practice and NHS choices websites
- Deputise for the partners at internal and external meetings
- Act as the primary point of contact for NHS(E), CCG, community services, suppliers and other external stakeholders
- Partake in audit as requested by the audit lead
The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation.
Person Specification
Qualifications
Essential
- Excellent organisational and team management skills.
- Experience of working in administration.
- Excellent written and communication skills.
- Strong IT skills, confident in using Microsoft Office (Excel, PowerPoint and Outlook).
- Resilience to working within the changing and challenging environment of general practice
Desirable
- Experience of working in Primary Care, General Practice.
- Experience of using Primary Care IT systems - EMIS, AccuRX, Docman
- Educated to degree level in healthcare or business
- Leadership and / or Management Qualification
- AMSPAR Qualification
Personal Qualities
Essential
- A sense of humour and compassion.
- Strong work attitude.
- Excellent interpersonal skills.
- Creativity.
- Ability to use initiative and judgement.
- A systematic approach to problem-solving and planning.
- Must be able to work under pressure, drive and deliver change effectively.
- A willingness to learn, confidence in taking ownership of tasks and duties and a desire to work as a team.
- Ability to motivate teams, enhance morale and maintain a positive working environment.
- Flexibility to work outside of core office hours.
Person Specification
Qualifications
Essential
- Excellent organisational and team management skills.
- Experience of working in administration.
- Excellent written and communication skills.
- Strong IT skills, confident in using Microsoft Office (Excel, PowerPoint and Outlook).
- Resilience to working within the changing and challenging environment of general practice
Desirable
- Experience of working in Primary Care, General Practice.
- Experience of using Primary Care IT systems - EMIS, AccuRX, Docman
- Educated to degree level in healthcare or business
- Leadership and / or Management Qualification
- AMSPAR Qualification
Personal Qualities
Essential
- A sense of humour and compassion.
- Strong work attitude.
- Excellent interpersonal skills.
- Creativity.
- Ability to use initiative and judgement.
- A systematic approach to problem-solving and planning.
- Must be able to work under pressure, drive and deliver change effectively.
- A willingness to learn, confidence in taking ownership of tasks and duties and a desire to work as a team.
- Ability to motivate teams, enhance morale and maintain a positive working environment.
- Flexibility to work outside of core office hours.
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.