Job summary
Emmett Carr GP Surgery is providing an exciting opportunity for an experienced, enthusiastic and highly motivated Practice Manager to join our friendly Practice team. We are looking for a proactive, conscientious Practice Manager who have the essential experience in HR, Finance ,day to day operational management ,excellent communication and leadership skills.
Main duties of the job
1. Ensure the practice is compliant with any NHS, Information governance, CQC, or health related requirements
2. Recommend improvements to how we could work more efficiently and review administration systems so there are established efficient ways of working.
3. Ensure staff are trained to provide cover for all the administrative functions and patient queries so we have a multi-skilled flexible team.
4. Communicate with all staff and keep them up to date. Motivating and managing staff on a day to day basis.
5. Responsible for communications with patients including complaints handling, website, online patient access, patient newsletters.
6. Support the practice team with new projects and developments and practice administration.
7. Ensure the practice maximises patient healthcare so we achieve maximum QOF achievement.
8. Be responsible and develop processes to aid with recruitment and HR functions.
9. Review and maintain up to date policies and practice administration such as practice policies, Team Net, Hr requirements, etc.
10. Support the admin staff who organise staff rotas and coordinate holiday requests to ensure there is adequate cover at all times.
11. Ensure the work environment is kept clean, tidy and well organised, paying due attention to health and safety.
12. Work closely with the Partners and provide support as and when required.
About us
Emmett Carr Surgery is a stable, well established GP partnership in North Derbyshire to the South East of Sheffield. The practice has an established, friendly and supportive team of dedicated professional staff who put patient care at the forefront of our daily activities. We are located on two sites at Renishaw and Eckington with most admin duties carried our at Renishaw which is our main site. There are two GP partners and two experienced salaried GP's. We have an experienced Nurse and two HCA's in our clinical team. The practice is further supported by various other clinical staff who work within our Network. We also provide some extended access hours from Renishaw. We are part of the North Hardwick and Bolsover Primary care Network and have an excellent relationship with our neighbouring practices.
Job description
Job responsibilities
Strategic Management & Planning
- Remain updated on local and national priorities and contractual and regulatory changes.
- Make recommendations based on the identified threats and opportunities and implement agreed action plans.
- Contribute to the development of the practices strategy by formulating, communicating, and delivering the practices objectives.
- Monitor and evaluate the practices performance against agreed key performance indicators and key lines of enquiry.
Financial Management
- Accountable for the practices income and expenditure so it remains within budget.
- Maximise income via quality schemes and reduce operating costs where possible.
- Participate and provide commentary at monthly and annual budget meetings.
- Work cooperatively with partners to ensure there are plans in place to achieve quality performance income targets and that additional resource available to the practices are accessible and fully utilised.
Leadership and people management
- Organise the practices workforce to ensure roles and responsibilities are clear and that work is completed effectively and efficiently to ensure deadlines are met.
- Ensure all important tasks are adequately resourced and supervised.
- Ensure there are adequate employee engagement and support processes in place e.g., documented one to ones, exit interviews, return to work interviews and annual appraisals for both non-clinical and clinical staff.
- Ensure the relevant risk assessments are in place and the relevant audits completed. e.g., Health & Safety, Fire, Staff, Stress, Pregnancy, and IPC.
- Act as a senior leader within the practices.
- Manage conflict and change to promote positive outcomes for patients and staff.
- Professionally represent the organisation internally and externally as directed by the Clinical Services Manager or Head of Locality.
- Ensure a process is in place for all new starters receive a robust induction into the organisation and practice.
- Ensure staff training compliance is monitored via team net.
- Develop a robust training programme and competency framework for non-clinical staff using team net.
- Liaise with professional support regarding complex or complicated personnel issues.
- Lead on recruitment, selection and induction of non-clinical staff.
- Work in partnership with key stakeholders to assist in supporting the wider healthcare system.
- Support the Partners in recruitment and induction of clinical staff.
Operational and organisational responsibilities
- Ensure local policies, procedures and protocols are fit for purpose.
- Manage local adherence toNHS compliantpolicies.
- Oversee the practices quality improvement projects.
- Provide innovative solutions to patient demand.
- Ensure compliance with all statutory and legal requirements including CQC standards.
- Monitor practice capacity and ensure staffing levels are always safe utilising the wider organisation and agencies for support.
- Ensure the practices assets are accounted for, maintained, and utilised appropriately.
- Act as a senior leader within the practice, representing not just the practice butthe wider network.
- Ensure that there is effective working across the clinical and non-clinical services.
- Convene meetings, prepare agendas, and ensure the distribution of minutes as appropriate.
- Ensure the practice premises are cleaned and maintained and meet the required national health and safety and CQC standards. Issues should be escalated to the landlord at the earliest opportunity.
- Prepare and contribute to a CQC inspection.
- Manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients.
- Monitor work areas and work practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures, and guidelines.
- Adhere to infection-control measures within the organisation which are based on local and national guidelines.
- Manage the procurement of practice equipment, supplies and services within the agreed budgets and arrange for the maintenance of all practice equipment.
- Ensure that the practice has an adequate Business Continuity plan.
- Ensure the practice meets GDPR requirements and the asset risk assessments are up to date.
- SARS/AMRA requests are to be completed within the agreed timeframes and the annual data protection toolkit is submitted on time.
- Ensure significant events are reported, analysed, and acted upon.
- Promote patient utilisation of online services.
- Implement new technology which improves efficiency.
- In partnership with others, collaborate on improving the quality of health care and encourage reflective practice within the team.
Communication
- Develop positive and effective working relationships with otherhealthcareproviders to facilitate the accurate and timely communication of information concerning clinical governance, risk management and quality assurance.
- Promote positive and effective working relationships with commissioners, other health care providers and other key partners to support an integrated approach to high quality patient care.
- Share systems knowledge and your understanding of your business to enhance the quality of services delivered.
- Proactively engage with patients by hosting patient participation activity.
- Ensure website, telephone, and social media is regularly reviewed and maintained to ensure patients are updated on the services we provide.
- Escalate relevant issues/concerns in a timely manner to the Partners
- Produce and present performance information using a variety of methods and communicate internally and externally.
Corporate Responsibility
- You will work as an effective and responsible team member, supporting others and exploring opportunities to develop new ways of working.
- You will work with others to clearly define organisational values, direction, and policies.
- You will be expected to undertake any other duties, as agreed with your line manager to meet the needs of the organisation. This may include travel to other sites within the organisation.
- Quality Assurance
- Contribute to the effectiveness of the team by reflecting on your own and the teams activities.
- Make suggestions on ways to support and monitor the effectiveness of the team, recognising areas for improvement.
- Suggest new ideas or concepts to drive service provision forward.
Personal/Professional Development
The post holder will participate in any training activity implemented by the practice.
Participation in an annual performance review (appraisal), including taking responsibility for maintaining a record of own development activity.
- Taking responsibility for own development and learning and meeting objectives set at appraisal.
- Attend induction training, mandatory training, training events and mandatory updates.
- Seek practice development opportunities via local or national offerings.
- Build networking relationships within the wider organisation, including but not limited to finance, communications, IT, the transformation office, people services and governance.
- Attendance at learning and information sharing forums. For example, operational resilience groups and meetings hosted by, but not limited to, the ICB, PCN and NHS England.
- Actively seek feedback from team members and the wider team for your own development.
Job description
Job responsibilities
Strategic Management & Planning
- Remain updated on local and national priorities and contractual and regulatory changes.
- Make recommendations based on the identified threats and opportunities and implement agreed action plans.
- Contribute to the development of the practices strategy by formulating, communicating, and delivering the practices objectives.
- Monitor and evaluate the practices performance against agreed key performance indicators and key lines of enquiry.
Financial Management
- Accountable for the practices income and expenditure so it remains within budget.
- Maximise income via quality schemes and reduce operating costs where possible.
- Participate and provide commentary at monthly and annual budget meetings.
- Work cooperatively with partners to ensure there are plans in place to achieve quality performance income targets and that additional resource available to the practices are accessible and fully utilised.
Leadership and people management
- Organise the practices workforce to ensure roles and responsibilities are clear and that work is completed effectively and efficiently to ensure deadlines are met.
- Ensure all important tasks are adequately resourced and supervised.
- Ensure there are adequate employee engagement and support processes in place e.g., documented one to ones, exit interviews, return to work interviews and annual appraisals for both non-clinical and clinical staff.
- Ensure the relevant risk assessments are in place and the relevant audits completed. e.g., Health & Safety, Fire, Staff, Stress, Pregnancy, and IPC.
- Act as a senior leader within the practices.
- Manage conflict and change to promote positive outcomes for patients and staff.
- Professionally represent the organisation internally and externally as directed by the Clinical Services Manager or Head of Locality.
- Ensure a process is in place for all new starters receive a robust induction into the organisation and practice.
- Ensure staff training compliance is monitored via team net.
- Develop a robust training programme and competency framework for non-clinical staff using team net.
- Liaise with professional support regarding complex or complicated personnel issues.
- Lead on recruitment, selection and induction of non-clinical staff.
- Work in partnership with key stakeholders to assist in supporting the wider healthcare system.
- Support the Partners in recruitment and induction of clinical staff.
Operational and organisational responsibilities
- Ensure local policies, procedures and protocols are fit for purpose.
- Manage local adherence toNHS compliantpolicies.
- Oversee the practices quality improvement projects.
- Provide innovative solutions to patient demand.
- Ensure compliance with all statutory and legal requirements including CQC standards.
- Monitor practice capacity and ensure staffing levels are always safe utilising the wider organisation and agencies for support.
- Ensure the practices assets are accounted for, maintained, and utilised appropriately.
- Act as a senior leader within the practice, representing not just the practice butthe wider network.
- Ensure that there is effective working across the clinical and non-clinical services.
- Convene meetings, prepare agendas, and ensure the distribution of minutes as appropriate.
- Ensure the practice premises are cleaned and maintained and meet the required national health and safety and CQC standards. Issues should be escalated to the landlord at the earliest opportunity.
- Prepare and contribute to a CQC inspection.
- Manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients.
- Monitor work areas and work practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures, and guidelines.
- Adhere to infection-control measures within the organisation which are based on local and national guidelines.
- Manage the procurement of practice equipment, supplies and services within the agreed budgets and arrange for the maintenance of all practice equipment.
- Ensure that the practice has an adequate Business Continuity plan.
- Ensure the practice meets GDPR requirements and the asset risk assessments are up to date.
- SARS/AMRA requests are to be completed within the agreed timeframes and the annual data protection toolkit is submitted on time.
- Ensure significant events are reported, analysed, and acted upon.
- Promote patient utilisation of online services.
- Implement new technology which improves efficiency.
- In partnership with others, collaborate on improving the quality of health care and encourage reflective practice within the team.
Communication
- Develop positive and effective working relationships with otherhealthcareproviders to facilitate the accurate and timely communication of information concerning clinical governance, risk management and quality assurance.
- Promote positive and effective working relationships with commissioners, other health care providers and other key partners to support an integrated approach to high quality patient care.
- Share systems knowledge and your understanding of your business to enhance the quality of services delivered.
- Proactively engage with patients by hosting patient participation activity.
- Ensure website, telephone, and social media is regularly reviewed and maintained to ensure patients are updated on the services we provide.
- Escalate relevant issues/concerns in a timely manner to the Partners
- Produce and present performance information using a variety of methods and communicate internally and externally.
Corporate Responsibility
- You will work as an effective and responsible team member, supporting others and exploring opportunities to develop new ways of working.
- You will work with others to clearly define organisational values, direction, and policies.
- You will be expected to undertake any other duties, as agreed with your line manager to meet the needs of the organisation. This may include travel to other sites within the organisation.
- Quality Assurance
- Contribute to the effectiveness of the team by reflecting on your own and the teams activities.
- Make suggestions on ways to support and monitor the effectiveness of the team, recognising areas for improvement.
- Suggest new ideas or concepts to drive service provision forward.
Personal/Professional Development
The post holder will participate in any training activity implemented by the practice.
Participation in an annual performance review (appraisal), including taking responsibility for maintaining a record of own development activity.
- Taking responsibility for own development and learning and meeting objectives set at appraisal.
- Attend induction training, mandatory training, training events and mandatory updates.
- Seek practice development opportunities via local or national offerings.
- Build networking relationships within the wider organisation, including but not limited to finance, communications, IT, the transformation office, people services and governance.
- Attendance at learning and information sharing forums. For example, operational resilience groups and meetings hosted by, but not limited to, the ICB, PCN and NHS England.
- Actively seek feedback from team members and the wider team for your own development.
Person Specification
Qualifications
Essential
- Management qualification or working towards one and relevant work experience.
Desirable
- ILM level 5, CMI level 5 equivalent or greater. Alternative qualifications may be considered where appropriately matched.
Experience
Essential
- 1. demonstrable knowlege of a GP practice operations.
- 2 Experience of operational management
- 3. Strong people management including performance, absence and challenging conversations.
- 4. Experience of financial oversight (Budgets, Payroll, accounting software).
- 5. Working knowledge of compliance, Governance and risk management
- 6. Excellent communication skills with staff, professionals and service users
- 7. Confident decision maker able to work autonomously and take ownership.
- 8. High level of organisation, resilience and professionalism.
Desirable
- 1. Previous experience in General Practice
- 2. Experience of CQC or equivalent regulatory body inspections.
- 3, Understands NHS contracts, PCN working and healthcare funding models
- 4. Experience of turnaround, service recovery or change management
- 5. Knowledge of HR process and employment law.
- 6. Experience managing estates, premises or health and safety
- 6 Practice management or leadership qualification
- This role requires a confident and experienced manager able to provide clear leadership and direction to a practice requiring stability and structure.
Person Specification
Qualifications
Essential
- Management qualification or working towards one and relevant work experience.
Desirable
- ILM level 5, CMI level 5 equivalent or greater. Alternative qualifications may be considered where appropriately matched.
Experience
Essential
- 1. demonstrable knowlege of a GP practice operations.
- 2 Experience of operational management
- 3. Strong people management including performance, absence and challenging conversations.
- 4. Experience of financial oversight (Budgets, Payroll, accounting software).
- 5. Working knowledge of compliance, Governance and risk management
- 6. Excellent communication skills with staff, professionals and service users
- 7. Confident decision maker able to work autonomously and take ownership.
- 8. High level of organisation, resilience and professionalism.
Desirable
- 1. Previous experience in General Practice
- 2. Experience of CQC or equivalent regulatory body inspections.
- 3, Understands NHS contracts, PCN working and healthcare funding models
- 4. Experience of turnaround, service recovery or change management
- 5. Knowledge of HR process and employment law.
- 6. Experience managing estates, premises or health and safety
- 6 Practice management or leadership qualification
- This role requires a confident and experienced manager able to provide clear leadership and direction to a practice requiring stability and structure.
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.