Practice Manager - Bodreinallt

Job description

Job responsibilities

BODREINALLT SURGERY

Job Description

Practice Manager

Hours of Work: To be confirmed, working in agreement with the Partnership over a five day week

Responsible to: The Partnership Bodreinallt Surgery

Responsible for: All office staff and clinicians

1. Job Description

The Practice Manager shall be responsible for the efficient, effective and safe management of the Practice and its finances, and ensure the well-being of patients, doctors and staff, and the successful smooth running of the Practice.

2. Partnership Secretary

• Compile the agenda for partnership meetings ie, Management/financial/ clinical etc.

• Convene, attend, participate in and be responsible for the minutes of meetings when required.

• Organise and participate in staff meetings.

• Arrange all financial controls and reports.

• Arrange confidential partnership matters (ie, mortgages, agreements, partners salaries, partnership contracts and retainers).

• Arrange all administration regarding the Health Board

• Act as management adviser to the Partners.

• Arrange administration required for medical students.

3. The Partners

Personally support the Partners in matters relating to management.

Be responsible for adequate medical cover and arrange Locums when necessary.

Remind Partners of agreed Practice policy.

Arrange regular audit, diary and clinical meetings, including the invitation of appropriate consultants or health professionals.

Act as Human Resources Manager to the Partners.

4. Human Resource Management

Manage the selection and recruitment and advertising of staff and clinicians.

Induct new staff, clinicians and locums.

Ensure proper conditions of employment, to include current employment legislation and recognised good practice.

Recruit and maintain an efficient and cost-effective level of staffing.

Instigate and arrange a staff training programme.

Be responsible for an effective appraisal/personal development system and any resulting training or disciplinary procedures.

Maintain adequate relief staff to cover holidays or absence.

Communicate agreed Practice Policy to staff and introduce systems to support such policies.

Ensure that all staff are aware of the importance of protecting any confidential information about patients, doctors or colleagues.

Encourage team working and development.

Ensure that the Practice is complying with Health and Safety legislation.

5. The Patients

• Deal with patient complaints.

• Supervise the updating of practice leaflets and notices and ensure that appropriate information is available to patients.

• Support the staff in any difficult contact with patients.

6. General Management

• Ensure compliance with all statutory and legal regulations.

• Effect and maintain Practice insurance policies; public and third party liability, employers liability, premises and equipment.

• Ensure security of personnel and property.

• Be responsible for supplies, both medical and administrative.

• Manage buildings, extensions, repairs, decorations, fixtures and fittings, gardening and maintenance of both surgery premises

• Maintain high standards of hygiene.

• Arrange systems management of computers, all aspects of training, development, applications and integration.

• Deal with correspondence/e-mails etc.

• Liaison with the Health Board, local hospitals, community nursing teams, pharmacies, etc.

• Ensure Practice up-to-date with all new developments.

• General office administration and reception cover if necessary.

7. Finance & Accounts

• Liaise with Practice Accountant to produce annual audited accounts.

• Prepare and present financial plans.

• Manage and supervise Practice ledgers, petty cash, bank reconciliation, cash flow forecasts, and income (fees and allowances and maximise private income) and expenditure plans.

• Advise on and manage the drawings of the partners and appropriate salary scales for staff.

• Manage all Pay-As-You-Earn (PAYE) and National Insurance (NI) and NHS pension contributions paper based and online.

• Control and maximise all income generated by QOF and enhanced services.

• Submit accounts for all non-GMS work.

• Produce a detailed quarterly breakdown of income and expenditure and agree budgets for the Practice.

• Use IRIS payroll and accounts software.

8. Information Technology

• EMIS Web Clinical Operating system including its electronic document management system.

• Clinical Audit manager / CM WEB and other electronic tools to monitor performance with nGMS contract. This will also involve organising regular updates on the QOF indicators in the clinical domains using EMIS Web and other available tools that are currently in use.

• Train, supervise and keep staff up to date with developments for future contract changes related to the nGMS contract and QOF.

• Supervise the preparation of the EMIS Web appointments book, searches, data recording, other upgrades as necessary. Knowledge of Microsoft Windows, Word, Excel, Powerpoint, internet to search and retrieve information , e-mail, accounts and payroll software.

• Systems administration.

9. Clinical Governance and Performance/Quality Management

Manage the audit programme, working closely with clinicians and the Assistant Practice Manager.

Prepare Practice for any external inspection visits.

Personal development of all staff/nurses and GPs.

Significant event analysis/critical incident appraisal.

10. Entertaining and Social

• Arrange any social function that may be held to mark a special Practice occasion.

• Organise any public relations exercises with outside agencies or visitors to the Practice.

• Attend any local function as deemed necessary by the Practice, during normal working hours.

11. Confidential Matters

• Deal personally with any confidential matter about the Practice or the Partners and reports to any official or professional body.

12. Miscellaneous

• Perform any duty specifically designated by the Partners as being properly the responsibility of the Practice Manager.

This job description may be updated from time to time to reflect the on-going changes in office practice

Person Specification

Qualifications

Essential

• Qualification Specifications
• Essential
• Education to degree level or equivalent experience.
• Demonstration of ongoing professional development.
• Desirable
• Management qualifications or membership of professional body.
• Demonstration of ongoing professional development.
• Experience Specifications
• Essential
• A minimum of five years management experience in a medium sized organisation.
• Desirable
• Experience of working in the health or other public sector organisation.
• Additional Criteria
• Essential
• Good all round management skills particularly in relation to human resources, finance and performance management.
• Highly organised and able to prioritise workloads.
• Dependable and flexible.
• Good verbal and written communication skills.
• Team player.
• Highly motivated and able to empower others.
• High expectation of self and others.
• Able to work for the benefit of the team.
• Desirable

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

GP Practice in Wales

Address

Bodreinallt Surgery

Castle Street

Conwy

Gwynedd

LL32 8AT

Employer's website

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