Practice Manager

Job description

Job responsibilities

Human Resources:

Oversee the recruitment and retention of staff and provide a general personnel management service

Ensure that all staff 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

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 (including job descriptions, employment contracts and employment policies)

Actively engage with the PCN, including managing recruitment and management of staff

Oversee/ manage HR with the assistance of our operations manager, act as line manager for all staff

Financial Management:

Manage practice accounts and seek to maximise income

Through negotiation with the ICB and NHS England ensure the practice receives an appropriate and equitable allocation of resources

Understand and report on the financial implications of contract and legislation changes

Manage practice accounts; ensure year-end figures are submitted promptly and liaise with the practice accountant

Monitor cash-flow and report to the partners including KPI reports on a monthly basis to ensure the GP Partners are aware of the financial status of the business

Oversee the management and reconciliation of bank accounts; to work closely with the practice banking provision.

Monitor and reconcile income and expenditure statements via the accountancy software (The Practice currently use QuickBooks)

Assess income streams to calculate potential profitability or suitability to commit to DESs & LESs and other enhanced services

Responsible for calculating and paying Partners drawings

Co-ordinate & monitor Payroll for practice staff and maintain appropriate records for the practice accountants, this includes the overseeing of the NHS Pension Scheme for staff and the relevant GP submissions for Salaried and Partner pensions

Manage and support our Finance Administrator in their roles and capabilities.

Organisational:

Convene meetings, prepare agendas and ensure distribution of minutes as necessary

Develop Practice protocols and procedures, review and update 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

Ensure that the Practice has adequate disaster recovery procedures in place

Arrange appropriate maintenance for practice equipment

Monitor and oversee Practice locum requirements.

Patient Services:

Adopt a strategic (progressive) 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

Oversee the Maintenance registration policies and monitor patient turnover and capitation

Oversee and/or develop repeat prescribing systems

Oversee and/or develop and manage an effective appointment systems

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

Routinely monitor and assess practice performance against patient access and demand management targets

Develop and implement an effective complaints management system

Liaise with patient groups/PALS/Patient Participation Group

Information Management and Technology:

Oversee the evaluation of and plan practice IT implementation and modernisation

Oversee the latest development in primary care IT including DoH initiatives, and regularly update the practice management team

Oversee the motivation, support and monitoring of staff in the use of IT; organise, oversee the organisation of and evaluation of IT training

Oversee setting of targets and monitoring standards for data entry and data collection

Ensure that the practice has effective IT data security, back-up, maintenance and disaster recovery plans in place

Liaise with the ICB regarding systems procurement, IT funding and national IT development programmes.

Oversee the Maintenance of the practices websites.

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately

In the performance of the duties outlined in this job description, the post-holder may 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

Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Person Specification

Qualifications

Essential

• Minimum of GCSE graded A to C in Maths & English

Desirable

• Ideally a Practice Manager Qualification or can demonstrate the knowledge and capability for this role.

Experience

Essential

• Previous experience in a senior management role in Primary Care

Leadership & Management Skills

Essential

• Provide leadership and management skills to ensure smooth running of the practice and maintaining a happy, motivated and productive team.
• Ensuring the practice is kept abreast of current affairs and identify potential opportunities and threats.
• Implementing a practice strategy and development including formulation of objectives, research these, develop ideas for future practice development and orchestrate change management of the required needs of the business
• Monitor and evaluate performance of the organisation against objectives; identify and manage change
• Develop and maintain effective communication both within the practice and with relevant outside agencies
• Independently and collaboratively project manage and develop service change within the practice/primary care network (PCN)
• Assess and evaluate accommodation requirements and manage development and expansion plans

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

Trentside Medical Group

Address

Trentside Medical Group

Knight Street

Netherfield

Nottingham

NG4 2FN

Employer's website

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