Practice Manager

Job description

Job responsibilities

Primary responsibilities:

The following are the core responsibilities of the practice manager. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels.

The practice manager is responsible for:

a. Overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities

b. Functional management of all clinical and administrative staff

c. Direct line management of the following staff: assistant practice manager, clinical

audit coordinator, senior administrator, senior receptionist, nurse practitioner, advanced clinical practitioners and salaried GPs

d. Managing the recruitment and retention of staff; develop, implement and embed an effective succession plan, establishing and regularly updating job descriptions and person specifications, ensuring all staff are legally and gainfully employed

e. Developing, implementing and embedding an effective staff appraisal process

f. Implementing effective systems for the resolution of disciplinary and grievance issues g. Maintaining an effective overview of and ensuring compliance with HR legislation

h. Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively

i. Managing the financial elements of the practice, including budgets, bank accounts, accounting systems, petty cash, etc. seeking to maximise income and reduce expenditure in conjunction with the partners

j. Maintaining and effective liaison with the accountant, overseeing practice accounts, ensuring year-end figures are presented

k. Briefing partners on all financial matters, including forecasting

l. Managing and processing partners drawings, PAYE and pensions for practice staff

m. Ensuring the practice has appropriate insurance cover

n. Developing, implementing and embedding an efficient business resilience plan (BRP)

o. Managing contracts for services i.e., cleaning, gardening, window cleaning etc.

p. Managing the procurement of practice equipment, supplies and services

q. Coordinating the reviewing and updating of all practice policies and procedures

r. Leading change and continuous improvement initiatives; coordinating all projects within the practice

s. Coordinating and leading the compilation of practice reports and the practice development plan (PDP)

t. Ensuring the team reach QOF targets (supported by the nursing and administrative leads)

u. Adopting a strategic approach to the management of all patient services matters

v. Developing, implementing and embedding an effective communication strategy (internal and external)

w. Ensuring the practice maintains compliance with its NHS contractual obligations

x. Actively encouraging and promoting the use of patient online services

y. Publishing communications for internal and external use such as a practice newsletter on a quarterly basis

z. Maintaining the practice and NHS choices websites

aa. Liaising at external meetings as required

bb. Marketing the practice appropriately

cc. Managing/supporting the management of the Patient Participation Group

dd. Effectively managing/supporting the management of all complaints in line with current legislation and guidance

ee. The management of the premises, including health and safety aspects such as risk assessments and mandatory training

ff. Managing the practice IT system, delegating staff to act as administrators

gg. Ensuring compliance with IT security and IG

hh. Coordinating the practice diary, ensuring meetings are scheduled appropriately

Secondary responsibilities:

In addition to the primary responsibilities, the practice manager may be requested to:

a. Deputise for the partners at internal and external meetings

b. Act as the primary point of contact for NHS(E), ICB, community services, suppliers and other external stakeholders

c. Partake in audit as requested by the audit lead

Person Specification

Experience

Essential

• Experience working with the general public.
• Experience of managing accounting procedures, including budget and cash flow forecasting.
• Experience working in a healthcare setting.
• Experience of managing large multidisciplinary teams.
• Experience of performance management, including appraisal writing, staff development and disciplinary procedures.
• Experience of successfully developing and implementing projects.
• Experience of workforce planning, forecasting and development.

Desirable

• NHS/primary care general practice experience.
• Relevant health and safety experience.

Skills

Essential

• Ability to exploit and negotiate opportunities to enhance service delivery.
• Excellent communication skills (written, oral and presenting).
• Strong IT skills (generic).
• Excellent leadership skills.
• Strategic thinker and negotiator.
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment.
• Effective time management (planning and organising).
• Ability to network and build relationships.
• Proven problem solving and analytical skills.
• Ability to develop, implement and embed policy and procedure.
• Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions.

Desirable

• EMIS user skills

Personal qualities

Essential

• Polite and confident
• Flexible and cooperative
• Excellent interpersonal skills
• Motivated and proactive
• Ability to use initiative and judgement
• Forward thinker with a 'solutions' focussed approach
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Confident, assertive and resilient
• Ability to drive and deliver change effectively.

Other requirements

Essential

• Flexible to work outside core office hours
• Disclosure Barring Service (DBS) check
• Maintain confidentiality at all times
• Full UK driving licence

Qualifications

Essential

• Good Standard of education with excellent literacy and numeracy skills
• Leadership and/or management qualification.

Desirable

• Educated to degree level in healthcare or business
• AMSPAR Practice Management or equivalent qualification

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 Richard’s Road Surgery

Address

St. Richards Road Surgery

227 St. Richards Road

Deal

Kent

CT14 9LF

Employer's website

https://www.strichardsroadsurgery.nhs.uk/index.aspx (Opens in a new tab)