Job summary
An exciting opportunity has arisen for a highly motivated and positive individual to take the management reigns of our well-established practice.This is a unique opportunity to join the progressive leadership of our team as we aspire to deliver ever more high-quality care and embrace the demands of modernising general practice.
Previous practice management experience in primary care is essential along with strong interpersonal and communication skills.
This is a full-time role and salary is competitive. You will have 6 weeks annual leave, bank holidays and access to NHS pension.
Main duties of the job
This role encompasses all the varied aspects of practice management, being fundamental to our daily functioning. Specifically, delivering key clinical and administrative targets, financial management, human resources, compliance and strategic development. Innovation will be high on the agenda enabling our successful practice to continue to flourish as it enters the next chapter.
About us
Violet Lane is a long-established, modernised practice with a stable patient list size of 11,000, at the heartland of its community in South Croydon. Our clinical team consists of 3 partners, 4 salaried GPs, nurses and ARRS staff all working within a multidisciplinary team environment. A clinical triage system is used to provide easy access, directing patients to the most suitable team member. We are a training practice and host medical students being committed to training and development across the board. The wider admin staff are caring and conscientious and there is a strong team ethos. Our recent staff survey show that our staff recommend working with us!
Our CQC Rating: Good
Job description
Job responsibilities
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 and standards.
- 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 organise Practice timetables, duty rotas and holiday cover.
- Routinely monitor and assess practice performance against patient access and demand management targets.
- Lead on/oversee an effective complaints management system.
- Work closely with the PPG and wider community groups to ensure representative views are sought around service delivery and quality improvement.
Organisational
- Develop practice protocols and procedures, review and update as required.
- Take non-clinical leadership of all areas of governance and compliance.
- Ensure that practice premises are properly maintained and cleaned and that appropriate, safe and legally required fire prevention and security systems are in place.
- Manage the procurement of practice equipment, supplies and services within target budgets.
- Develop and review health and safety policies and procedures and keep abreast of current legislation.
- Ensure that the practice has adequate disaster recovery and business continuity procedures in place.
- Arrange appropriate insurance, maintenance checks and schedules for practice premises and equipment.
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, 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 and personnel files.
Financial Management
- Manage practice budgets and seek to maximise income.
- 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 forecasts and reports for the partners as required.
- Oversee the manage and reconciliation of the Practices bank accounts; negotiate/liaise with the practice bank account leads.
- Oversee and monitor the reconciliation of income and expenditure statements and purchase/sales ledger transactions.
- Manage partners drawings.
- 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.
- Ensure appropriate financial controls in place to protect access to the practices bank accounts.
Information Management, Technology and Information Governance
- Evaluate and plan practice IT needs and implementation.
- Keep abreast of the latest developments in primary care IT and digital transformation opportunities.
- Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training.
- Ensure that the practice has effective IT data security, back-up, maintenance and disaster recovery plans in place.
- Ensure all procedures/policies around Information Governance and GDPR are in place together with organising and keeping records of staff training.
- Update and maintain the practices data security and protection required compliances.
- Liaise with the ICB regarding systems procurement, IT funding and national IT development programmes.
- Maintain the practices website.
Health and Safety
- Implement and lead on the full range of health, safety and security as defined by statutory regulations, the CQC, and contract requirements.
Job description
Job responsibilities
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 and standards.
- 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 organise Practice timetables, duty rotas and holiday cover.
- Routinely monitor and assess practice performance against patient access and demand management targets.
- Lead on/oversee an effective complaints management system.
- Work closely with the PPG and wider community groups to ensure representative views are sought around service delivery and quality improvement.
Organisational
- Develop practice protocols and procedures, review and update as required.
- Take non-clinical leadership of all areas of governance and compliance.
- Ensure that practice premises are properly maintained and cleaned and that appropriate, safe and legally required fire prevention and security systems are in place.
- Manage the procurement of practice equipment, supplies and services within target budgets.
- Develop and review health and safety policies and procedures and keep abreast of current legislation.
- Ensure that the practice has adequate disaster recovery and business continuity procedures in place.
- Arrange appropriate insurance, maintenance checks and schedules for practice premises and equipment.
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, 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 and personnel files.
Financial Management
- Manage practice budgets and seek to maximise income.
- 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 forecasts and reports for the partners as required.
- Oversee the manage and reconciliation of the Practices bank accounts; negotiate/liaise with the practice bank account leads.
- Oversee and monitor the reconciliation of income and expenditure statements and purchase/sales ledger transactions.
- Manage partners drawings.
- 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.
- Ensure appropriate financial controls in place to protect access to the practices bank accounts.
Information Management, Technology and Information Governance
- Evaluate and plan practice IT needs and implementation.
- Keep abreast of the latest developments in primary care IT and digital transformation opportunities.
- Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training.
- Ensure that the practice has effective IT data security, back-up, maintenance and disaster recovery plans in place.
- Ensure all procedures/policies around Information Governance and GDPR are in place together with organising and keeping records of staff training.
- Update and maintain the practices data security and protection required compliances.
- Liaise with the ICB regarding systems procurement, IT funding and national IT development programmes.
- Maintain the practices website.
Health and Safety
- Implement and lead on the full range of health, safety and security as defined by statutory regulations, the CQC, and contract requirements.
Person Specification
Experience
Essential
- Previous GP management experience
- Strong IT skills: Microsoft Outlook, Word, Excel, PowerPoint, Internet Explorer/Google Chrome
- Knowledge of employment law, health & safety legislation, risk assessment
- Experience of staff appraisals, handling grievance and disciplinary issues
- Knowledgeable about recruitment, staff training and staff motivation
- Knowledge of bookkeeping and management accounts
- Experience of complex administration and record keeping in an office environment
- Good communicator (verbal & written)
- Effective time management skills
- Evidence of the ability to grasp new concepts and work on a self-directed basis
- Ability to relate to the interviewing team and personality to match culture of our surgery
Desirable
- Comfortable with EMIS
- Experience of organising meetings
- Flexibility of working hours
Qualifications
Essential
- Good standard of education and excellent literacy and numeracy skills
Desirable
- Business degree
- Accounting and Finance Qualification
Person Specification
Experience
Essential
- Previous GP management experience
- Strong IT skills: Microsoft Outlook, Word, Excel, PowerPoint, Internet Explorer/Google Chrome
- Knowledge of employment law, health & safety legislation, risk assessment
- Experience of staff appraisals, handling grievance and disciplinary issues
- Knowledgeable about recruitment, staff training and staff motivation
- Knowledge of bookkeeping and management accounts
- Experience of complex administration and record keeping in an office environment
- Good communicator (verbal & written)
- Effective time management skills
- Evidence of the ability to grasp new concepts and work on a self-directed basis
- Ability to relate to the interviewing team and personality to match culture of our surgery
Desirable
- Comfortable with EMIS
- Experience of organising meetings
- Flexibility of working hours
Qualifications
Essential
- Good standard of education and excellent literacy and numeracy skills
Desirable
- Business degree
- Accounting and Finance Qualification
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.