GP Practice manager

Job description

Job responsibilities

Role summary

The Practice Manager role sits within our senior leadership team and is pivotal to ensuring the day-to-day operations of the practice run smoothly. The Practice Manager will lead our team of support staff; providing high quality line management, support and oversight of all administrative and business functions. Ensuring the practice is consistently compliant with contractual requirements, protocols and policies is a key responsibility of the Practice Manager role.

Key responsibilities

Operational management

Oversight of the day-to-day operations of the practice including business and administrative functions, ensuring all staff adhere to agreed ways of working. Convene meetings, prepare agendas and ensure distribution of minutes as necessary. Liaise with building management services to 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 insurance cover. Ensure that the practice has adequate disaster recovery procedures in place. Arrange appropriate maintenance for practice equipment.

Strategic management

Contribution to the strategic development of the practice with responsibility for monitoring performance against contractual requirements and key performance indicators. Work with Principal GP to identify opportunities to diversity and innovate through partnership and commissioning initiatives.

Leading a high performing team

Delivering effective and engaging line management support and team leadership to maintain good levels of performance, motivation and role satisfaction across the team.

Compliance and continuous improvement

Ensure the practice consistently maintains compliance with contractual requirements, policies and best practice standards. Work with the Principal GP and wider practice team to identify and develop initiatives to continuously improve standards within the practice.

Financial management

Management of practice accounts, including maintenance of accurate accounting and production of reports for both the Principal GP and external accountant. Manage timely payment of invoices and staff salaries.

Human resources

We have outsourced external HR provision for any HR issues however the practice manager will have oversight and management of internal HR policies ensuring the necessary processes, information and procedures are in place, maintained and regularly reviewed to achieve consistent compliance across the team. Management of HR functions including recruitment, annual leave and absence management. Work with the Principal GP to review the annual appraisal framework and process.

Patient services

Maintain a commitment to outstanding patient care in all aspects of the role; centring the experience of the patient in decision-making. Management of processes and initiatives associated with patient experience, including liaison with the patient participation group, ensuring accessibility for all patients and utilising patient feedback in continuous improvement efforts. Overseeing engagement with the patient participation group.

Information and system management

Management of data within the practice and associated systems, ensuring compliance with data protection and confidentiality policies. Ensure staff have the appropriate access and training to relevant systems. Utilise data in decision-making.

Health and safety

Work with the building management team and external health and safety provider to ensure the practice is a safe environment for both patients and staff. This will be achieved through the effective management of health and safety protocols; appropriately responding to and managing incidents and risks when they arise, escalating to the Principal GP where appropriate.

Equality and diversity

A genuine and sustained commitment to inclusive practice; valuing diversity amongst both patients and staff teams. Work with the Principal GP to promote an anti-discriminatory culture within the practice; supported by an inclusive leadership style.

Utilise staff and patient feedback, research and practice data to respond new and emerging needs.

Personal and professional development

Work with the Principal GP to establish a positive learning culture within the practice; valuing and prioritising continuous professional development for all staff. Work with staff to understand individual and team learning and development needs, developing training plans in response to these. Ensure all staff complete a full induction and maintain mandatory training requirements[RL1].

Who report to: The practice manager will work closely with Dr Lamb as the primary leadership team. We aim to have a non-hierarchical culture within the practice and many other staff are willing to support and get involved with meeting practice needs. We hold regular admin and clinician meetings to involve the whole team.

Person Specification

Skills, knowledge and attributes

Essential

• Excellent interpersonal and communication skills, both verbal and written.
• Strong organisational and time management skills, able to prioritise under pressure.
• Ability to lead, motivate, and manage multidisciplinary teams.
• High level of IT literacy (Microsoft Office, databases, and practice software).
• Problem-solving and decision-making skills.
• Good understanding of NHS structures, funding, and general practice operations.
• Experience of managing individuals or teams
• An understanding of what makes a high performing team
• Ability to engage, build and maintain positive working relationships with colleagues
• Experience of managing change
• Ability to produce high quality written information including reports.
• Ability to summarise large volumes of complex information and reproduce in a range of formats
• A clear, confident communication style that is adaptable to both situation and audience, including the general public.
• Ability to maintain attention to detail across all aspects of the role
• Understanding of contractual and regulatory requirements for day to day provision of general practice.
• Experience of managing multiple, competing priorities
• Adaptable with the ability to work under pressure
• Excellent IT skills with proficiency in using a range of applications (specifically Microsoft Outlook, Excel, Word, Microsoft Teams)
• Knowledge of HR procedures, employment legislation, and recruitment practices.
• Awareness of CQC standards and responsibilities of healthcare providers.
• Professional, approachable, and supportive manner.
• Proactive and adaptable to changing priorities and environments.
• Commitment to patient care, service improvement, and quality.
• Integrity, confidentiality, and discretion.

Desirable

• Project management and change management experience.
• Ability to analyse and interpret performance data and KPIs.
• Understanding of QOF, Enhanced Services, and Primary Care Networks.
• Knowledge of data protection and information governance.
• Previous experience in a senior leadership role
• Completion of training and development in leadership and/or people management
• Experience of de-escalation and mediation
• Experience in an operational or business management role
• Experienced in the use of management tools and approaches to support with organisation and efficiency
• Completion of training and development in operational and/or project management

Qualifications

Essential

• Educated to degree level or equivalent experience in a management or healthcare setting.
• Evidence of continuing professional development.

Desirable

• Recognised management or leadership qualification (e.g. ILM, NVQ Level 5, or equivalent).
• Training in employment law, finance, health & safety, or HR.

Experience

Essential

• Significant management experience, ideally within a healthcare or primary care setting.
• Proven track record in HR management, staff supervision, and team leadership.
• Experience of managing budgets, finance, payroll, and resources.
• Experience of working with confidential and sensitive data in compliance with GDPR.

Desirable

• Previous experience working in a GP surgery, PCN, or NHS setting.
• Familiarity with clinical systems (e.g. EMIS Web, SystmOne).
• Experience of CQC compliance, audits, and inspection preparation

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

High Street Surgery

Address

Kid Glove house, Kid Glove road

Golborne

Warrington

Greater Manchester

WA3 3GS

Employer's website

https://www.highstreetsurgery.nhs.uk/ (Opens in a new tab)