Practice Manager

Job description

Job responsibilities

The following are the core responsibilities of this role. 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 organisation, ensuring staff achieve their primary responsibilities

b. Functional management of all clinical and administrative staff

c. Direct line management of the following staff: Deputy Practice Manager, Admin and Reception staff, Nurse, HCA and Salaried GPs.

d. Managing the recruitment and retention of staff; [develop, implement and embed an effective succession plan]

e. Key liaison with Primary Care Network, the PCN Manager and any ARRS staff who provide a supporting service at the organisation

f. Ensuring that all staff undertake a robust induction process, including staff employed via the PCN

g. Establishing, reviewing and regularly updating job descriptions and person specifications ensuring all staff are legally and gainfully employed

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

i. Implementing effective systems for the resolution of disciplinary and grievance issues

j. Maintaining an effective overview of and ensuring compliance with HR legislation

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

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

m. Maintaining an effective liaison with the accountant, overseeing organisation accounts, ensuring year end figures as presented.

n. Briefing partners on all financial matters, including forecasting

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

p. Ensuring the organisation has appropriate insurance cover

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

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

s. Managing the procurement of organisation equipment, supplies and services

t. Coordinating the reviewing and updating of all organisation policies and procedures

u. Leading change and continuous improvement initiatives; coordinating all projects within the organisation

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

w. Ensuring the team reaches QOF targets (supported by the nursing and administrative leads)

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

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

z. Ensuring the organisation maintains compliance with its NHS contractual obligations

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

bb. Publishing communications for internal and external use such as an organisation newsletter on a quarterly basis

dd. Maintaining the organisation and NHS choices websites

ee. Liaising at external meetings as required

ff. Marketing the practice appropriately

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

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

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

jj. Managing the organisation IT system, delegating staff to act as administrators

kk. Ensuring compliance with IT security and IG

ll. Coordinating the organisation diary, ensuring meetings are scheduled appropriately

In addition to the primary responsibilities, the 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

Qualifications

Essential

• Good standard of education with excellent literacy and numeracy skills.

Desirable

• Educated to degree level in healthcare or business
• Leadership and/or management qualification
• AMSPAR Qualification

Experience

Essential

• Experience of working with the general public.
• Experience of managing accounting procedures including budget and cash flow forecasting.
• Experience of 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, Personal Qualities and Other Requirements

Essential

• Ability to exploit and negotiate opportunities to enhance service delivery.
• Excellent communication skills (written, oral and presenting).
• Strong IT skills
• 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.
• Polite and confident.
• Flexible and cooperative.
• Excellent interpersonal skills
• Motivated and proactive
• Ability to use initiative and judgement.
• Forward thinker with a "solutions" focused approach.
• High levels of integrity and loyalty.
• Sensitive and empathetic in distressing situations.
• Ability to work under pressure
• Confident, assertive and resilient
• Flexibility to work outside core office hours.
• Disclosure Barring Service (DBS) check
• To be discreet and always maintain confidentiality
• Full UK driving licence.

Desirable

• Clinical System user skills (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

Euxton Medical Centre

Address

Euxton Medical Centre

St. Marys Gate

Euxton

Chorley

Lancashire

PR7 6AH

Employer's website

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