Practice Manager

Job description

Job responsibilities

HARTINGTON SURGERY JOB SPECIFICATION

Job Title: Practice Manager

Responsible to: The Partner(s)

Job Purpose: To provide comprehensive, innovative and professional management support to the Partner(s) of the Practice in order to ensure that the Practice operates effectively as a business, and develops strategically to meet both the Practice and the Integrated Care Boards (ICB) long term Primary Care objectives. To assume overall responsibility for the efficient, effective and economical running of the practice and establish effective communications systems at all levels.

Business and Strategic Planning

In conjunction with the Partner(s), devise a strategic plan in line with the ICB agenda and national primary care developments, to incorporate outline financial, human resource, capital expenditure, IT, clinical and operational plans etc.

Recommend and/or implement corrective action where necessary to ensure that the Practice achieves its goals.

Appraise and promote the efficient running of Practice administration.

Promote financial, economic and business awareness within the Practice.

Identify areas of potential change to the benefit of the Practice.

Organise the provision of information necessary for the efficient running of the practice.

Finance

Oversee and control the day-to day expenses of the Practice.

Administer/reconcile the Practice Accounts books according to recognised business methods via online accounting system.

Liaise with the practice accountant, and prepare information for year end accounts.

Control costs through good accounting procedures.

Submit payroll information to payroll provider regarding salaries, PAYE, NI and NHS pension for all employed staff.

Ensure salary/HMRC and NHS pension payments are made in a timely manner.

Monitor income from the ICB and Primary Care Network (PCN).

Ensure that all claims are made and met, and that income is maximised.

Ensure that all private work is paid for.

Monitor Staff Budget monthly.

Liaise with Dispensary regarding NHS Prescriptions and ensure correct month end totals.

Control and reconcile Petty Cash and Private Fees income.

To liaise with Partner(s) and staff to maximise QOF achievement and income.

Personnel

To fully control and organise the Practice administration promoting employee motivation by effective delegation of duties, responsibilities and authority.

Recruit staff as necessary in conjunction with Partner(s).

Ensure all Human Resource (HR) matters are completed and issue employment contracts and arrange induction.

Administer disciplinary procedures for all staff, as per contracts.

Arrange internal or external training and staff development.

Prepare, and carry out, staff appraisals.

Conduct annual reviews and oversee staff welfare.

Administer NHS Pension Scheme and manage NHSPA online.

Have a sound knowledge of employment law, keep up to date with employment legislation, and update contracts as required.

Oversee smooth running of office systems and re-call systems, and initiate new procedures to aid Practice organisation where necessary.

Keep lines of communication open and cascade information at all levels.

Facilitate monthly Practice meetings and attend meetings with a range of stakeholders - PPG/PCN/PMs/LMC/Leadership Team/Hartington Community Group.

Supervise system for duty rotas and sickness/holiday cover.

Build up, and encourage, good working relations between practice and community staff to ensure integrated team work.

Arrange locum/bank cover, as required.

Nursing Staff

In conjunction with General Practice Assistant (GPA)/Partner(s), liaise with nursing staff regarding recall systems, recording patient data, audits, maintaining up to date records and making enhanced service claims.

Oversee non-clinical matters relating to the Practice Nurses i.e. training, holidays and expenses.

Health and Safety

Ensure that the Health and Safety at Work Act is complied with, and ensure that the Practice has an up to date Health and Safety Policy, Risk Management Policy, and other essential related policies and procedures e.g. COSHH.

Ensure proactive system for staff training and health and safety awareness.

Liaise with personnel to perform risk assessments.

Maintain accident report book, investigate accidents and take appropriate follow up action.

Information Management

Oversee computer system, do regular housekeeping checks and report IT issues to NECS.

Keep up to date with new developments, arrange staff training and implement new systems.

Oversee audits and use outcomes to improve Practice Performance.

Maintain a sound knowledge of computer systems and I.T.

Complete, and submit, annual Data Security and Protection Toolkit and Compliance Statement.

Liaison with External Stakeholders

Develop good relationship with ICB and PCN.

Be aware of all possible income and assistance, and training opportunities.

Be aware of stakeholder objectives.

Liaise and communicate effectively with other external agencies to promote the interests of the Practice.

Liaise with CQC and ensure Practice adheres to CQC guidance at all times in preparation for inspection visits.

Attend Patient Participation Group (PPG) meetings twice yearly and ensure effective communication throughout.

Premises

Ensure that the buildings and fabric are regularly maintained and repaired.

Ensure that the buildings and fabric are regularly maintained and repaired.

Ensure functioning, regular maintenance and service of services, e.g. telephone, clinical equipment, lighting, heating, water, cleaning and refuse disposal.

Ensure the security of the building and its contents and maintain up to date, valid, insurance.

Ensure there is a system for a continued stock of consumable items e.g. computer/printer consumables, cartridges, office stationery, forms and equipment, batteries, PPE etc.

Allocate accommodation to ensure smooth running of clinics and visiting health care professionals.

Patients

Maintain understanding, co-operation and friendliness at staff/patient level, and ensure patient confidentiality at all levels.

Deal with informal and formal complaints, as per Complaints Procedure. Complete, and submit, annual complaints declaration.

Establish, and maintain, effective, up to date communication with patients and external agencies via website, practice leaflet, waiting room display screen and PPG Facebook page.

In Summary...

To remove the management and administration burden from the Partner(s) by leading an effective and efficient practice team, thus allowing the Practice to provide the best healthcare for patients, achieve value for money from resources and maximise Practice income.

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths

Desirable

• Professional, Leadership, Graduate or Postgraduate qualifications relevant to the post.
• Rural location makes driving license preferable.

Experience

Essential

• Leadership and or Management experience in Healthcare or relevant equivalent post.

Desirable

• Leadership or Management experience in Primary Care

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

Hartington Surgery

Address

Dig Street

Hartington

Buxton

Derbyshire

SK17 0AQ

Employer's website

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