Practice Manager

Job description

Job responsibilities

Job responsibilities

Personnel and training

Managing the administrative staff and non-clinical management of nursing staff, including securing training and development funding and taking lead responsibility in staff appraisal and organising recruitment selection and training

Ensuring contracts of employment are provided to all staff and that all relevant employment legislation is followed. Ensuring the practices employment policies and procedures are comprehensive and up to date

Organise and oversee staff recruitment, induction and training, and ensure that all staff are adequately trained to fulfil their role

Develop and implement effective staff appraisal and monitoring systems

Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies)

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

Manage the recruitment and retention of staff under the direction of the GP Partners.

Finance and profitability

Responsibility for the book-keeping, petty cash and other financial aspects of the practice, including payroll, HMRC declarations and NHS pension scheme arrangements

Ensuring that all income and expenditure due to or made by the practice is received or recorded in the accounts of the practice, and preparing financial reports for the partners

Have input into the setting of annual budgets and to ensure expenditure stays within these agreed limits

Oversee processes for ordering consumables and controls for stock ordering , ensure stock rotation and regular stock takes to control waste and expenditure on medical and non-medical consumables

Work with the Practices Business Manager to ensure accurate and timely financials are produce

Information technology

Responsibility for the Practices computer systems, including controlling acces and security, organising any maintenance and developments to the system. Ensure compliance with Data Protection legislation.

To maintain an equipment log ensuring that CCG and practice owned equipment is readily identifiable.

Maintain the practices website.

To liaise with CCG IT support department to resolve other hardware and software issues.

Premises and equipment

Responsibility for security, repairs and maintenance of premises, services and equipment.

Ensuring that the practice complies with aspects of Health & Safety at Work (HASAW) legislation.

Arrange appropriate maintenance and calibration for practice equipment

Organisational

• Convene bi-weekly operational meetings, prepare agendas and meeting minutes. Ensuring the timely distribution of the agendas, minutes and supporting documents as necessary
• Develop Practice protocols and procedures with the Assistant Practice Manager and GP Partners, review and update as required
• Review practice Data Protection policies, work with the Practices Business Manager and the ICBs DPO to ensure the Practice remains up to date on legislation, compliant and ensure the Practice completes an annual GDPR Toolkit declaration
• Ensure all Practice quarterly and annual declarations are made in an accurate and timely manner (including but not limited to e-Dec, Workforce, Public Health Flu vaccinations, Childhood Imms etc)
• Review and develop the Health & Safety policies and procedures within the Practice facilities, carry out regular risk reviews and keep abreast of current legislation
• Ensure the business has appropriate insurance cover in place for buildings, fixtures and fittings, employers liability and locum cover

Patient services

Convene Patient Participation Group (PPG) meetings on a quarterly basis, prepare agenda and distribute minutes

Implementing and maintaining systems to receive patient enquiries and suggestions, including oversight of the practice-based complaints procedure in conjunction with the relevant partner.

Reviewing and updating the practices information leaflet/website, practice publicity and health education material

Oversee and/or develop repeat prescribing systems

Oversee and/or develop and manage an effective triaging and appointments systems

Oversee and/or organise surgery timetables, duty rotas and holiday cover

Oversee and maintain an effective complaints management system

Liaise with patient groups/PALS

Future planning

Actively participate in the preparation and update of the practice business plan, annual report and practice aims and objectives

Keeping abreast of developments within the NHS that might benefit or impinge on the Practice or Partners and discuss with the Business Manager and Partners so that any potential risks or opportunities can be fully investigated

Person Specification

Qualifications

Essential

• Degree level qualification or equivalent experience

Desirable

• Professional Qualifications - AMSPAR Diploma in Primary Care Management or an MBA

Personal Skills and Qualities

Essential

• Ability to communicate clearly and
• effectively in English, both written and
• verbally.
• Good organisational skills
• Time management skills
• Able to work under pressure
• Working on own initiative
• IT skills (including word processing and
• database work) as relevant to General Practice
• Committed to quality and patient
• satisfaction
• Committed to equal opportunities
• Team worker

Desirable

• EMIS Web
• Docman

Experience

Essential

• 1. Leadership and people skills: Demonstrate proven experience in a leadership or management role, ideally within primary care or the NHS with the ability to motivate and inspire a large team is crucial, along with excellent communication and conflict resolution skills.
• 2. HR, Payroll and recruitment: Experience with managing payroll, recruitment, staff appraisals, training and staff development is required
• 3. IT competency: Confidence with information technology, including IT systems used in a clinical setting, is necessary
• 4. Financial management: Strong financial skills and the ability to manage budgets are essential
• 5 Adaptability: The ability to work in a changing environment and to challenge current processes in a timely manner
• 6. Organisational skills: Exceptional organisational skills are a prerequisite for managing time, resources, and daily operations effectively

Desirable

• 1. Experience of working in primary care in an area with significant health problems
• 2. Professional Qualifications - AMSPAR Diploma in Primary Care Management or an MBA
• 3. Willingness to embrace new technologies for patient care
• 4. Understanding the role of medical services in a wider public health agenda
• 5. Knowledge of the demographic characteristics that affect health and
• health care in the area
• 6. Understanding current NHS regulations, policies, guidelines and strategies
• 6. Experience of audit and improving services, care and safety for patients

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

Pelham Medical Practice

Address

The Grange

17 Pelham Road

Gravesend

Kent

DA11 0HN

Employer's website

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