Job summary
JOB TITLE: PRACTICE MANAGER/BUSINESS MANAGER
REPORTS TO: THE PARTNERS (Dr Simon Watkins & Dr Barbara Salt)
HOURS: 30 hours per week
SALARY: £40 000 - £43 000 FTE pro rata
WORKING DAYS: For negotiation
Job summary
The Tolsey Surgery are looking to appoint a new practice manager to lead our organisation. This role is a Part Time role of 30 hours per week offered Monday to Friday.
Main duties of the job
We are ideally looking for an experienced, confident, forward-thinking, and pioneering person who will lead our team and work collaboratively with the Partners and PCN. We would like you to provide leadership and management skills to enable the practice meet its agreed aims and objectives within a profitable, efficient, safe and effective working environment.
To be an experienced and pro-active management professional able to take responsibility for the day-to-day operational function, supported by our experienced team.
To work closely with the Partners in the strategic direction and management of the business.
You will be able to demonstrate a successful track record in the following key areas:
Excellent organisational and interpersonal skills
Business and financial skills
IT literate, experienced in MS Office, Word and Excel
Strong HR leadership and people management
Experience in General Practice or NHS is desirable, but not essential
About us
- First Class healthcare on your doorstep"
The Tolsey surgery sits at the heart of the beautiful Cotswold village of Sherston. We are a dispensing practice who serve a rural community of 3300 patients. Our team consists of two Partners, a salaried GP, a GP Retainer and a GP Registrar, two part time nurses, a HCA, a Dispensary Manager and dispensing team. The clinical staff are supported by a dedicated team of admin staff. We use TPP System One.
We are part of the North Wiltshire Primary Care Network and are situated within easy commute of Bath, Bristol and Swindon. We are a teaching and training practice who have strong links with the University of Bristol and the Severn Deanery. We are involved in our local Neighbourhood Plan which hopes to deliver a new surgery building for our community in the near future.
Date posted
19 October 2023
Pay scheme
Other
Salary
Depending on experience £40-43000 FTE pro rata
Contract
Permanent
Working pattern
Part-time
Reference number
A5708-23-0000
Job locations
High Street
Sherston
Malmesbury
Wiltshire
SN16 0LH
Job description
Job responsibilities
Job responsibilities
Strategic Management and Planning
Ensure CQC compliance working in conjunction with the Registered Manager, and GP partners
Monitor and evaluate performance of the practice team against objectives. Identify and manage positive change
Co-ordinate meetings, including the preparation of agendas, minutes, and action points
Develop practice protocols and procedures, reviewing and updating them as required
Apply practice policies, standards and guidance
Discuss with other members of the team how the policies, standards and guidelines will affect own work
Prepare and annually update the practice development plan, and oversee the implementation of the aims and objectives
Ensure compliance with all relevant laws, regulations, and professional standards, staying updated on changes and implementing necessary changes
Collaborate with other healthcare providers, community organisations, and stakeholders to foster partnerships, develop initiatives, and enhance care coordination
Stay up-to-date with technological advancements and implement appropriate systems to optimise practice operations
Work closely with the Partners to develop and implement strategic plans for long-term success
Oversee patient complaints and implement strategies to improve patient satisfaction, fostering positive patient relations
Financial Management
Financial responsibility for all aspects of the partnership business, including performance against budget and cash flow
Understand and apply regulatory and fiscal obligations as determined by external organisations such as HMRC, NHSE, CQC, DSQS and interpret changes across the organisation
Manage practice budgets and seek to maximise income
Through negotiation with the PCN and preparation and submission of regular development plans, ensure the practice receives an appropriate and equitable allocation of resources
Co-ordinate the use of practice bank accounts and petty cash working alongside a clerk
Monitor cash flow, prepare regular forecasts and reports to the partners
Manage Partners drawings
Manage and monitor PAYE for practice staff and maintain appropriate record
Manage contributions to the practice pension scheme(s) and maintain appropriate records
Ensure systems are in place for invoicing private work and chasing up outstanding payments.
Liaising with practice accountants, including providing information required for the completion of end of year accounts
Leadership Role
Oversee and manage the day-to-day administrative operations of the GP practice, ensuring efficient and effective functioning, working closely with Partners and management team.
Help promote and maintain a positive, supportive culture across the whole of the practice team.
Build successful relationships and ensure regular effective communication with neighbouring practices, the ICB, the Primary Care Network, other providers and stakeholders.
To remain up to date with NHS and other information concerning primary care, community care and social care with the view to identify opportunities to build relationships, work collaboratively, and access new funding streams.
Work with the Partners to develop business cases and bids for new services.
Ensure a robust Business Continuity Plan is in place.
Provide line management and support to the Management Team.
Participate in audit where appropriate
Human Resources
Oversee the recruitment and retention of all 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.
Evaluate, organise and oversee staff induction and training, and ensure that all staff are adequately trained to fulfil their role.
Ensure that all staff follow, and adhere to policies, standards, and procedures.
Support and mentor staff, both as individuals and as team members.
Manage staff levels within target budgets.
Develop and implement effective staff absence monitoring systems, return to work interviews, and staff support procedures.
Develop and implement effective staff appraisal, and personnel development plans.
Keep abreast of changes in employment legislation.
Ensure that HR documentation & systems (including job descriptions, employment contracts, and employment policies and procedures) are kept up to date.
Implement effective systems for the resolution of disputes and grievances.
Oversee payroll, including reimbursement claims.
Manage Partnership changes including the legal, financial, and patient implications of retirements, and new appointments.
Organisational Role
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
Arrange appropriate maintenance for practice equipment
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
Quality
The post-holder will strive to maintain quality within the practice, and will:
Alert other team members to issues of quality and risk
Assess own performance and take accountability for own actions, either directly or under supervision
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
Work effectively with individuals in other agencies to meet patients needs
Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
Communicate effectively with other team members
Communicate effectively with patients and carers
Recognize peoples needs for alternative methods of communication and respond accordingly
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 repeat prescribing systems alongside the Dispensary manager
Oversee an effective appointment system, the organisation of surgery timetables, duty rotas and holiday cover alongside the Reception Manager
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 and Friends of The Tolsey Surgery (FOTS)
Health & Safety and Facilities Management
Overall responsibility for the management and maintenance of the premises
Maximising use of space and room bookings by third party healthcare professionals
Understanding security systems including alarms
Organising insurance cover for building, and contents
Arrange valuation of the building when required
Taking responsibility for identifying all operational/site related Health and Safety risks, completing risk assessments, and ensuring compliance
Equality and Diversity
The post-holder will support the equality, diversity, and rights of patients, carers, and colleagues, to include:
Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
Respecting the privacy, dignity, needs, and beliefs of patients, carers, and colleagues
Personal/Professional development
The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
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.
Job description
Job responsibilities
Job responsibilities
Strategic Management and Planning
Ensure CQC compliance working in conjunction with the Registered Manager, and GP partners
Monitor and evaluate performance of the practice team against objectives. Identify and manage positive change
Co-ordinate meetings, including the preparation of agendas, minutes, and action points
Develop practice protocols and procedures, reviewing and updating them as required
Apply practice policies, standards and guidance
Discuss with other members of the team how the policies, standards and guidelines will affect own work
Prepare and annually update the practice development plan, and oversee the implementation of the aims and objectives
Ensure compliance with all relevant laws, regulations, and professional standards, staying updated on changes and implementing necessary changes
Collaborate with other healthcare providers, community organisations, and stakeholders to foster partnerships, develop initiatives, and enhance care coordination
Stay up-to-date with technological advancements and implement appropriate systems to optimise practice operations
Work closely with the Partners to develop and implement strategic plans for long-term success
Oversee patient complaints and implement strategies to improve patient satisfaction, fostering positive patient relations
Financial Management
Financial responsibility for all aspects of the partnership business, including performance against budget and cash flow
Understand and apply regulatory and fiscal obligations as determined by external organisations such as HMRC, NHSE, CQC, DSQS and interpret changes across the organisation
Manage practice budgets and seek to maximise income
Through negotiation with the PCN and preparation and submission of regular development plans, ensure the practice receives an appropriate and equitable allocation of resources
Co-ordinate the use of practice bank accounts and petty cash working alongside a clerk
Monitor cash flow, prepare regular forecasts and reports to the partners
Manage Partners drawings
Manage and monitor PAYE for practice staff and maintain appropriate record
Manage contributions to the practice pension scheme(s) and maintain appropriate records
Ensure systems are in place for invoicing private work and chasing up outstanding payments.
Liaising with practice accountants, including providing information required for the completion of end of year accounts
Leadership Role
Oversee and manage the day-to-day administrative operations of the GP practice, ensuring efficient and effective functioning, working closely with Partners and management team.
Help promote and maintain a positive, supportive culture across the whole of the practice team.
Build successful relationships and ensure regular effective communication with neighbouring practices, the ICB, the Primary Care Network, other providers and stakeholders.
To remain up to date with NHS and other information concerning primary care, community care and social care with the view to identify opportunities to build relationships, work collaboratively, and access new funding streams.
Work with the Partners to develop business cases and bids for new services.
Ensure a robust Business Continuity Plan is in place.
Provide line management and support to the Management Team.
Participate in audit where appropriate
Human Resources
Oversee the recruitment and retention of all 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.
Evaluate, organise and oversee staff induction and training, and ensure that all staff are adequately trained to fulfil their role.
Ensure that all staff follow, and adhere to policies, standards, and procedures.
Support and mentor staff, both as individuals and as team members.
Manage staff levels within target budgets.
Develop and implement effective staff absence monitoring systems, return to work interviews, and staff support procedures.
Develop and implement effective staff appraisal, and personnel development plans.
Keep abreast of changes in employment legislation.
Ensure that HR documentation & systems (including job descriptions, employment contracts, and employment policies and procedures) are kept up to date.
Implement effective systems for the resolution of disputes and grievances.
Oversee payroll, including reimbursement claims.
Manage Partnership changes including the legal, financial, and patient implications of retirements, and new appointments.
Organisational Role
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
Arrange appropriate maintenance for practice equipment
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
Quality
The post-holder will strive to maintain quality within the practice, and will:
Alert other team members to issues of quality and risk
Assess own performance and take accountability for own actions, either directly or under supervision
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
Work effectively with individuals in other agencies to meet patients needs
Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
Communicate effectively with other team members
Communicate effectively with patients and carers
Recognize peoples needs for alternative methods of communication and respond accordingly
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 repeat prescribing systems alongside the Dispensary manager
Oversee an effective appointment system, the organisation of surgery timetables, duty rotas and holiday cover alongside the Reception Manager
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 and Friends of The Tolsey Surgery (FOTS)
Health & Safety and Facilities Management
Overall responsibility for the management and maintenance of the premises
Maximising use of space and room bookings by third party healthcare professionals
Understanding security systems including alarms
Organising insurance cover for building, and contents
Arrange valuation of the building when required
Taking responsibility for identifying all operational/site related Health and Safety risks, completing risk assessments, and ensuring compliance
Equality and Diversity
The post-holder will support the equality, diversity, and rights of patients, carers, and colleagues, to include:
Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
Respecting the privacy, dignity, needs, and beliefs of patients, carers, and colleagues
Personal/Professional development
The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
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
- Person Specification
- Personal Qualities
- Essential
- Polite and confident
- Flexible and cooperative
- Motivated and Proactive, with an ability to prioritize, delegate and motivate within a fast-paced environment
- High levels of integrity and loyalty
- Empathetic and patient-oriented with a commitment to providing excellent patient care experiences
- Excellent interpersonal skills
- Ability to think strategically and contribute to the development and implementation of long-term practice goals and initiatives
- Ability to use initiative and judgement
- Forward thinker with a solutions focused approach
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Confident, assertive and resilient
- Ability to drive and deliver change effectively
- Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
- Skills
- Essential
- Excellent communication skills (written, oral and presenting)
- Excellent leadership skills
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management
- Ability to exploit and negotiate opportunities to enhance service delivery
- Excellent IT skills and systems knowledge, with a willingness to adapt to new technologies
- Strategic thinker and negotiator
- Ability to network and build relationships
- Proven problem solving & analytical skills
- Ability to develop, implement and embed policy and procedure.
- Ability to motivate and train staff
- Flexibility to work outside of core office hours
- Desirable
- TPP / SystmOne experience.
- TeamNet experience
- Quickbooks or similar experience
- Qualifications
- Desirable
- A levels
- Educated to degree level or equivalent
- Leadership and/or Practice Management Qualification
- Experience
- Essential
- At least two years experience within a leadership and management role.
- Experience of chairing meetings, producing agendas and minutes
- 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
- Relevant health and safety experience
- Desirable
- Primary Care/NHS experience
- Experience of managing accounting procedures including budget and cash flow forecasting
- Experience of managing large multidisciplinary teams
- 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
Person Specification
Qualifications
Essential
- Person Specification
- Personal Qualities
- Essential
- Polite and confident
- Flexible and cooperative
- Motivated and Proactive, with an ability to prioritize, delegate and motivate within a fast-paced environment
- High levels of integrity and loyalty
- Empathetic and patient-oriented with a commitment to providing excellent patient care experiences
- Excellent interpersonal skills
- Ability to think strategically and contribute to the development and implementation of long-term practice goals and initiatives
- Ability to use initiative and judgement
- Forward thinker with a solutions focused approach
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Confident, assertive and resilient
- Ability to drive and deliver change effectively
- Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
- Skills
- Essential
- Excellent communication skills (written, oral and presenting)
- Excellent leadership skills
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management
- Ability to exploit and negotiate opportunities to enhance service delivery
- Excellent IT skills and systems knowledge, with a willingness to adapt to new technologies
- Strategic thinker and negotiator
- Ability to network and build relationships
- Proven problem solving & analytical skills
- Ability to develop, implement and embed policy and procedure.
- Ability to motivate and train staff
- Flexibility to work outside of core office hours
- Desirable
- TPP / SystmOne experience.
- TeamNet experience
- Quickbooks or similar experience
- Qualifications
- Desirable
- A levels
- Educated to degree level or equivalent
- Leadership and/or Practice Management Qualification
- Experience
- Essential
- At least two years experience within a leadership and management role.
- Experience of chairing meetings, producing agendas and minutes
- 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
- Relevant health and safety experience
- Desirable
- Primary Care/NHS experience
- Experience of managing accounting procedures including budget and cash flow forecasting
- Experience of managing large multidisciplinary teams
- 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
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
Tolsey Surgery
Address
High Street
Sherston
Malmesbury
Wiltshire
SN16 0LH
Employer's website
Employer details
Employer name
Tolsey Surgery
Address
High Street
Sherston
Malmesbury
Wiltshire
SN16 0LH
Employer's website
For questions about the job, contact:
Date posted
19 October 2023
Pay scheme
Other
Salary
Depending on experience £40-43000 FTE pro rata
Contract
Permanent
Working pattern
Part-time
Reference number
A5708-23-0000
Job locations
High Street
Sherston
Malmesbury
Wiltshire
SN16 0LH