Job summary
Due to the forthcoming relocation of our current Practice Manager, we are looking for an experienced and motivated individual to join us on a part-time basis, providing operational oversight and leadership. To ensure a smooth transition, the current Practice Manager will continue to work every Fridays for a couple of months, offering a thorough handover and ongoing support to the new postholder.
We welcome applications from candidates with solid experience in practice management or healthcare management, whether as a manager or as an assistant manager ready to take the next step into a more challenging role.
About the role
The Practice Manager will play a key role in ensuring the smooth day-to-day running of the surgery, supporting the GP Partners, and leading our administrative team. The role requires excellent organisational, communication, and leadership skills, ideally with an understanding of working in primary care. We are particularly interested in candidates with proven experience in practice management.
If you are an organised, proactive individual with previous management experience (ideally within primary care), we would love to hear from you.
We strongly encourage applicants to arrange an informal chat beforehand. To do so, please contact the current postholder, Weiwei Mao, at weiwei.mao@nhs.net .
Main duties of the job
Overseeing
the day-to-day operations of the organisation, ensuring staff achieve their
primary responsibilities
Direct
line management of the following staff: Receptionists, General Practice
Assistants, Care Coordinators, Nurses and Associated GPs
Managing
the recruitment and retention of staff; develop, implement and embed an
effective succession plan
Key
liaison with Primary Care Network, the PCN Manager and any ARRS staff who
provide a supporting service at the organisation
Establishing,
reviewing and regularly updating job descriptions and person specifications
ensuring all staff are legally and gainfully employed
Developing,
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, etc. seeking to
maximise income and reduce expenditure in conjunction with the partners
Managing
and processing PAYE and pensions for practice staff
Ensuring
the organisation has appropriate insurance cover...
(See JD for more info.)
About us
We are a small, friendly GP surgery led by two GP Partners and supported by a dedicated team of medical receptionists and administrators. We work in an agile way, with a strong emphasis on autonomy and team collaboration.
Job description
Job responsibilities
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: Receptionists, General Practice
Assistants, Care Coordinators, Nurses and Associated 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, etc. seeking to
maximise income and reduce expenditure in conjunction with the partners
m. Briefing partners on all financial
matters, including forecasting
n.
Managing
and processing PAYE and pensions for practice staff
o.
Ensuring
the organisation has appropriate insurance cover
p.
Developing,
implementing and embedding an efficient business resilience plan (BRP)
q.
Managing
contracts for services, i.e., cleaning, gardening, window cleaning etc.
r.
Managing
the procurement of organisation equipment, supplies and services
s.
Coordinating
the reviewing and updating of all organisation policies and procedures
t.
Leading
change and continuous improvement initiatives; coordinating all projects within
the organisation
u.
Coordinating
and leading the compilation of organisation reports and the practice
development plan (PDP)
v.
Ensuring
the team reaches QOF targets (supported by the nursing and administrative
leads)
w.
Adopting
a strategic approach to the management of all patient services matters
x.
Developing,
implementing and embedding an effective communication strategy (internal and
external)
y.
Ensuring
the organisation maintains compliance with its NHS contractual obligations
z.
Actively
encouraging and promoting the use of patient online services
aa. Publishing communications for internal
and external use such as an organisation newsletter on a quarterly basis
bb. Maintaining the organisation and NHS
choices websites
cc. Liaising at external meetings as
required
dd. Marketing the practice appropriately
ee. Managing/supporting the management of
the Patient Participation Group
ff.
Effectively
managing/supporting the management of] all complaints in line with current
legislation and guidance
gg. The management of the premises,
including leading on health and safety aspects such as risk assessments and
mandatory training
hh. Managing the organisation IT system,
delegating staff to act as administrators
ii.
Ensuring
compliance with IT security and IG
jj.
Coordinating
the organisation diary, ensuring meetings are scheduled appropriately
Job description
Job responsibilities
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: Receptionists, General Practice
Assistants, Care Coordinators, Nurses and Associated 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, etc. seeking to
maximise income and reduce expenditure in conjunction with the partners
m. Briefing partners on all financial
matters, including forecasting
n.
Managing
and processing PAYE and pensions for practice staff
o.
Ensuring
the organisation has appropriate insurance cover
p.
Developing,
implementing and embedding an efficient business resilience plan (BRP)
q.
Managing
contracts for services, i.e., cleaning, gardening, window cleaning etc.
r.
Managing
the procurement of organisation equipment, supplies and services
s.
Coordinating
the reviewing and updating of all organisation policies and procedures
t.
Leading
change and continuous improvement initiatives; coordinating all projects within
the organisation
u.
Coordinating
and leading the compilation of organisation reports and the practice
development plan (PDP)
v.
Ensuring
the team reaches QOF targets (supported by the nursing and administrative
leads)
w.
Adopting
a strategic approach to the management of all patient services matters
x.
Developing,
implementing and embedding an effective communication strategy (internal and
external)
y.
Ensuring
the organisation maintains compliance with its NHS contractual obligations
z.
Actively
encouraging and promoting the use of patient online services
aa. Publishing communications for internal
and external use such as an organisation newsletter on a quarterly basis
bb. Maintaining the organisation and NHS
choices websites
cc. Liaising at external meetings as
required
dd. Marketing the practice appropriately
ee. Managing/supporting the management of
the Patient Participation Group
ff.
Effectively
managing/supporting the management of] all complaints in line with current
legislation and guidance
gg. The management of the premises,
including leading on health and safety aspects such as risk assessments and
mandatory training
hh. Managing the organisation IT system,
delegating staff to act as administrators
ii.
Ensuring
compliance with IT security and IG
jj.
Coordinating
the organisation diary, ensuring meetings are scheduled appropriately
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
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
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.