Job responsibilities
Job Summary
To manage and coordinate all aspects of organisation functionality, motivating and managing staff, optimising efficiency and financial performance, ensuring the organisation achieves its long-term strategic objectives in a safe and effective working environment.
Through innovative ways of working, lead the team in promoting ED&I, SHEF, quality and continuous improvement, confidentiality, collaborative working, service delivery, learning and development and ensure the organisation complies with UK legislation and both NHS and CQC regulations.
Primary 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.
- Overseeing the day-to-day operations of the organisation, ensuring staff achieve their primary responsibilities.
- Functional management of all clinical and administrative staff
- Managing the recruitment and retention of staff; including succession planning
- Key liaison with Primary Care Network, the PCN Manager and any ARRS staff who provide a supporting service at the organisation.
- Ensuring that all staff undertake a robust induction process, including staff employed via the PCN.
- Establishing, reviewing, and regularly updating job descriptions and person specifications.
- implementing and embedding an effective staff appraisal process
- Implementing effective systems for the resolution of disciplinary and grievance issues
- Maintaining an effective overview of and ensuring compliance with HR legislation
- Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively.
- Managing the financial elements of the organisation, including budgets, claims, invoicing and petty cash, etc. seeking to maximise income and reduce expenditure in conjunction with the partners.
- Maintaining an effective liaison with the accountant and providing finance information as required. Maintain invoice payment records are up to date in SAGE.
- Processing staff wages using IRIS including PAYE and pensions for practice staff
- Support the partners in ensuring the organisation has appropriate insurance cover
- Support the partners in developing, implementing and embedding an efficient business resilience plan (BRP)
- Managing contracts for services, i.e., cleaning, gardening, window cleaning etc.
- Managing the procurement of organisation equipment, supplies and services
- Coordinating the reviewing and updating of all organisation policies and procedures
- Leading change and continuous improvement initiatives; coordinating all projects within the organisation.
- Ensuring the team reaches QOF targets (supported by the Partners, Practice Nurse and admin staff
- Ensuring the organisation maintains compliance with its NHS contractual obligations.
- Actively encouraging and promoting the use of patient online services
- Publishing communications for internal and external use such as an organisation website
- Maintaining the organisation and NHS choices websites
- Liaising at external meetings as required
- Marketing the practice appropriately
- Supporting the management of the Patient Participation Group
- Effectively managing/supporting the management of all complaints in line with current legislation and guidance
- The management of the premises, including leading on health and safety aspects such as risk assessments and mandatory training
- Managing the organisation IT system, delegating staff to act as administrators.
- Ensuring compliance with IT security and IG
- Coordinating the organisation diary, ensuring meetings are scheduled appropriately.
All staff at this organisation have a duty to conform to the following:
Equality, Diversity and Inclusion (ED&I)
A good attitude and positive action towards Equality Diversity & Inclusion (ED&I) creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness; it is morally the right thing to do and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued, and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire (SHEF)
This organisation is committed to supporting and promoting opportunities for staff to maintain their health, wellbeing and safety.
The post holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines.
All personnel have a duty to take reasonable care of health and safety at work for themselves, their team and others and to cooperate with employers to ensure compliance with health and safety requirements.
Confidentiality
This organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and always maintain confidentiality.
It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.
Quality and Continuous Improvement (CI)
To preserve and improve the quality of this organisations outputs, all personnel are required to think not only of what they do but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the organisation to look for opportunities to improve quality and share good practice and to discuss, highlight and work with the team to create opportunities to improve patient care.
At this organisation, we continually strive to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone counts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
All staff are to contribute to investigations and root cause analyses whilst participating in serious incident investigations and multidisciplinary case reviews.
Learning and development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake in, and complete mandatory training as directed. It is an expectation for this post holder to assess their own learning needs and undertake learning as appropriate.The post holder will undertake mentorship for team members and disseminate learning and information gained to other team members to share good practice and inform others about current and future developments (e.g., courses and conferences).
Service delivery
Staff will be given detailed information during the induction process regarding policy and procedure. The post holder must adhere to the information contained within the organisations policies and regional directives, ensuring protocols are always adhered to.
Managing information
All staff should use technology and appropriate software as an aid to management in the planning, implementation and monitoring of care and presenting and communicating information.
Security
The security of the organisation is the responsibility of all personnel. Staff must ensure they always remain vigilant and report any suspicious activity immediately to their line manager.
Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.
Leave
All personnel are entitled to take leave. The Practice Manager ensures all staff are afforded the opportunity to take a minimum of 5.6 weeks leave (Pro-rata and inclusive of bank holidays) each year and should be encouraged to take all of their leave entitlement.
Ensure any data submissions are completed appropriately, in line with the requirements of NHS England and the ICB