Practice Manager

Job description

Job responsibilities

The following are the core responsibilities of the Practice Manager. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

Strategic management and planning

The post holder will:

Keep abreast of current affairs and identify potential threats and opportunities.

Contribute to practice strategy; formulate objectives and research and develop ideas for future practice development.

Monitor and evaluate performance of the practice team against objectives; identify and manage change.

Develop and maintain effective communication both within the practice and with relevant outside agencies.

Prepare and annually update the practice development plan and oversee the implementation of the aims and objectives.

Assess and evaluate accommodation requirements and manage development and expansion plans.

Financial management

Manage practice budgets and seek to maximize income.

Proactively chases claims and income from all sources every month and prepare a quarterly financial report for the partners.

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

Manage practice accounts; submit year-end figures promptly and liaise with the practice

accountant

Monitor cash-flow, prepare regular forecasts and reports to the partners

Manage and reconcile bank accounts; negotiate/liaise with the practice bankers

Monitor and reconcile income and expenditure statements and purchase/sales ledger transactions

Manage and monitor PAYE for practice staff and maintain appropriate records

Manage contributions to the practice pension scheme(s) and maintain appropriate records

Manage appropriate systems for handling and recording of cash and cheques and petty

cash.

Human resources

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

Ensure that all members of staff are legally and gainfully employed. Monitor skill-mix and deployment of staff

Manage staffing levels within target budgets

Evaluate, organise, 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)

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

Patient services

Adopt a strategic 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

Maintain registration policies and monitor patient turnover and capitation

Oversee and/or develop repeat prescribing systems

Oversee and/or develop and manage an effective appointments system

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

Information management and technology

Evaluate and plan practice IT implementation and modernisation

Keep abreast of the latest development in primary care IT and regularly update the practice management team

Motivate, support, and monitor staff in the use of IT; organise, oversee, and evaluate IT training

Set 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.

Maintain the practice's website and social media presence.

Health & safety:

The post-holder will implement and lead on the full range of promotion and management of their own and others' health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures.

This will include (but will not be limited to}:

Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.

Maintaining an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines and ensuring implementation across the business

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business

Making effective use of training to update knowledge and skills, and initiate and manage the training of others

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial/ corrective action where needed

Actively identifying, reporting, and correcting health and safety hazards and infection hazards immediately when recognised

Keeping own work areas and general/ patient areas generally clean, identifying issues and

hazards/ risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate} with other sector managers

Undertaking periodic infection control training (minimum annually)

Routine management of own team/ team areas, and maintenance of workspace standards

Demonstrate due regard for safeguarding and promoting the welfare of children.

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognise people's needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services:

The post-holder will:

Apply practice policies, standards, and guidance

Discuss with other members of the team how the policies, standards and guidelines will affect own work

Participate in audit where appropriate

Person Specification

Qualifications

Essential

• - Proven experience in management, preferably within NHS General Practice or healthcare.
• - Strong leadership and team management skills.
• - Excellent organisational, analytical, and problem-solving abilities.
• - Knowledge of NHS systems, policies, and primary care contracts.
• - Financial acumen and experience managing budgets.
• - Excellent communication and IT skills.

Desirable

• - Diploma or degree in management, business, or healthcare.
• - Experience of CQC inspection processes.
• - Understanding of QOF and PCN DES requirements.
• - HR qualification (CIPD Level 5+).
• - Knowledge of change management and quality improvement.

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

The Croft Medical Centre

Address

2 Glen Road

Oadby

Leicester

Leicestershire

LE2 4PE

Employer's website

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