Practice Manager

Job description

Job responsibilities

Strategic Management and Planning

The post holder will:

• Keep abreast of current affairs and identify potential threats and opportunities
• Have regular meetings with the Partners and the senior partner.
• Contribute to Practice strategy: formulate objectives, participate in research and develop ideas for future Practice development with support from the partners.
• Monitor and evaluate performance of the Practice team against national and local objectives; identify, implement and manage change as appropriate.
• Develop and maintain effective communication both within the Practice and with relevant outside agencies
• Prepare and update the Practice Development Plan; oversee the implementation of its aims and objectives
• Oversee the maintenance of all Contractual obligations: both GP Contract and Business contracts
• Assess and evaluate premises requirements and manage development and expansion plans with support from the Partners.

Financial Management

• Manage Practice budgets: seeking to maximise income and keeping a watchful eye on expenditure to ensure that the practice remains profitable
• Understand and report on the financial implications of contract and legislation changes.
• Manage Practice accounts; submit year-end figures promptly and liaise with the Practice Accountants
• Monitor cash-flow, prepare forecasts and reports for the Partners
• Manage and reconcile bank accounts; negotiate/liaise with the Practice bankers
• Monitor and reconcile income and expenditure statements and purchase/sales ledger transactions
• Manage Partners drawings
• Collate and report monthly on staff changes/pension membership/overtime to Payroll Provider. Point of contact for all pay/pension queries and maintain appropriate records
• Manage NHS pension contributions for the practice.
• Manage appropriate systems for handling and recording of cash and cheques and petty cash.

Human Resources

With direction and support form the partners, lead on workforce planning to maximise skill mix and effectiveness of all staff.

Oversee the recruitment and retention of staff and provide general human resources management service

Ensure all staff members are legally and gainfully employed. Monitor skill-mix and deployment of staff

Manage staffing levels within target budgets

Evaluate, organize and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role and remain in date for mandatory training as per the training matrix.

Develop and implement effective staff appraisal and monitoring systems

Support and mentor staff, both as individuals and as team members

Implement effective systems for the resolution of disputes and grievances

Keep abreast of changes in employment legislation

Maintain up-to-date HR documentation: e.g. job descriptions, employment contracts, employment policies

Ensure that the Partners have fair shares of non-clinical responsibilities

Organisational

• Convene meetings, prepare agendas and ensure distribution of minutes as necessary
• Develop Practice protocols and procedures, review and update annually and as required
• Ensure that Practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place
• Manage the procurement of Practice equipment, supplies and services within target budgets
• Develop and review Health & Safety policies and procedures and keep abreast of current legislation
• Arrange appropriate insurance cover for the Practice and Partners
• Ensure that the Practice has adequate disaster recovery procedures in place
• Arrange appropriate maintenance for Practice equipment and keep necessary records

Patient Services

• Adopt a strategic approach to the development and management of patient services
• Ensure service development and delivery is in accordance with local and national guidelines
• Ensure that the Practice complies with NHS contractual obligations in relation to patient care
• Maintain Registration policies and monitor patient turnover and capitation
• Oversee and/or develop repeat prescribing systems
• Oversee and/or develop and manage an effective appointments system
• Oversee and/or organise surgery timetables, duty rotas and holiday cover
• Routinely monitor and assess Practice performance against patient access and demand management targets. Work with Partners, clinicians and other staff to ensure any online triage system is successfully implemented.
• Develop, implement and oversee an effective complaints management system
• Liaise and meet with Patient Participation Groups / PALS
• Undertake Patient surveys to gauge patient opinion and elicit feedback for thought and action
• Ensure that patients are treated with dignity and respect at all times by staff.
• Run and monitor an effective Practice complaints system in line with current legislation

Information Management and Technology

• Evaluate and plan Practice IT implementation and modernisation
• Keep abreast of the latest developments in primary care IT including DoH initiatives such EPRs , SCRs and effective coding processes. Regularly update the Practice management team
• Motivate, support and monitor staff in the use of IT: includes use of software and also Information Governance.
• Organise, oversee and evaluate IT training needs and delivery
• Set targets and monitoring standards for data entry, data collection and summary of records
• Ensure that the Practice has effective IT security measures: back-up, maintenance, disaster recovery plans in place
• Liaise with the LAT regarding systems procurement, IT funding and national IT development programmes.

CQC

• Support the Registered Manager in all areas of CQC compliance for the practice
• Ensure CQC action plan is reviewed regularly
• Report all necessary changes to CQC
• Keep abreast of all CQC updates and changes affecting the practice and services

Confidentiality:

• In the performance of the duties outlined in this Job Description, the post-holder will have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential

Health & Safety:

Oversee the maintenance and updating of the Practice Health & Safety Policy:

• Using personal security systems within the workplace according to Practice guidelines
• Identifying risks involved in work activities and undertaking such activities in a way that manages those risks
• Making effective use of training to update knowledge and skills
• Using appropriate Infection Control procedures, maintaining work areas in a tidy and safe way and free from hazards
• Reporting potential risks identified.

Equality and Diversity, Dignity & Respect:

Support the equality, diversity and rights of patients, carers and colleagues:

• 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, non-judgmental and respective of their circumstances, feelings, priorities and rights.

Safeguarding

• The Practice is committed to safeguarding children, young people and vulnerable adults within its care. As an employee of the practice, you will be accountable for ensuring that you know how to respond to concerns for the safety of a child, young person or vulnerable adult and are expected to undertake the required mandatory training as required.
• You will be expected to support staff and to monitor their training requirements.

Personal/Professional Development:

Participate in any training programme implemented by the Practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality:

Strive to maintain quality within the Practice:

• Alerting other team members to issues of quality and risk
• Assessing own performance and taking accountability for own actions, either directly or under supervision
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources.

Communication:

Recognize the importance of effective communication within the team striving to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognize peoples needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services:

The post-holder will:

• Apply Practice policies, standards and guidance
• Discuss with other members of the Team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate.

Person Specification

Experience

Essential

• Degree level or equivalent Management Qualification
• Minimum 5 years Management Experience in a post which allowed autonomy and decision making
• Experience in:
• Managing and leading people
• Budget management
• Preparing Business/Development plans
• Managing change and organisational development
• Customer Service
• Good communication skills, oral and written
• Confidence to initiate new ideas and develop a robust relationship with the partners
• Good negotiation skills
• Consultative management style, flexible
• Able to work as part of a team
• Able to handle conflict
• Ability to organise own workload and meet deadlines
• Working knowledge of Employment Law
• Working knowledge of computerised accounts and MS Office package
• Interest in health
• Interest in people and sympathetic nature
• Willing to work anti social hours on occasions

Desirable

• Evidence of Continuous Professional Development
• Leading a multi-disciplinary professional team
• Experience in a health care organisation
• Experience of Primary Care/General Practice
• Working knowledge of Clinical systems, i.e. Systmone, AccuRx

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

Combe Down Surgery

Address

The Avenue

Combe Down

Bath

BA2 5EG

Employer's website

https://www.combedownsurgery.co.uk/ (Opens in a new tab)