Practice Manager - Glan Rhyd Surgery

Job description

Job responsibilities

JOB TITLE: PRACTICE MANAGER

REPORTS TO: THE PARTNERS

HOURS: 30 37.5 hours per week

Job Summary:

The practice manager will be responsible for the smooth and efficient running of the practice by maintaining a happy and committed team to ensure delivery of excellent health care and service to patients.

Job Responsibilities:

The post holder will:

Management and Planning

• Support partners as they seek to run an efficient and profitable business

• Support partners in preparing, planning and minuting meetings and away days

• Maintain responsibility for effective communication both within the Practice and with relevant outside agencies

• Support partners by preparing and annually updating a draft Practice Development Plan

• Keep abreast of relevant current affairs in relation to HR, health and safety, pensions, and the National Health Service; identify potential threats and opportunities

• Oversight of GMS contract, QIF and Enhanced Service administration

Financial Management

• Manage and reconcile bank accounts; negotiate/liaise with the practice bankers

• Monitor and reconcile income and expenditure statements and purchase/sales ledger transactions

• Work closely with practice accountant to manage practice accounts, budgets, partners drawings, monitor cash flow and prepare relevant forecasts for the partners

• Submit year-end figures promptly and liaise with the Practice accountant

• 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

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 agreed budgets

Evaluate, organize 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 (including job descriptions, employment contracts and employment policies)

Organisational

• Convene meetings, prepare agendas and ensure distribution of minutes as necessary

• Develop practice protocols and procedures, review and update as required

• Manage the procurement of practice equipment, supplies and services within target budgets

• 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

• Arrange appropriate maintenance for practice equipment

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 and/or develop repeat prescribing systems

• Oversee and/or develop and manage an effective appointments systems

• Oversee and/or organise surgery timetables, duty rotas and holiday cover

• Routinely monitor and assess practice performance against patient access and demand management targets

• Develop and implement an effective complaints management system

• With the chair, ensure effective organisation of and communication with the patient partnership group

Information Management and Technology

• Evaluate and plan practice IT implementation and modernisation

• Keep abreast of the latest development in primary care IT in conjunction with ABUHB support, and regularly update the practice team

• Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training

• Set targets and monitoring standards for data entry and data collection

• Ensure that the practice has effective IT data security, back-up, maintenance and disaster recovery plans in place

• Liaise with the ABUHBs regarding systems procurement, IT funding and national IT development programmes

• Maintain the practice website

Premises and accommodation

• Ensure that practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place

• Ensure the practice remains a safe environment for both staff and patients

• Maintain relationship with building owners and other external contractors

• Assess and evaluate accommodation requirements and manage development and expansion plans

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

Health & Safety:

The post-holder will implement and lead on the full range of promotion and management their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include (but will not be limited to):

• Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.

• Maintain and up to date knowledge of health and safety and infection control statutory and best practice guidelines and ensure implementation across the business

• Using personal security systems within the workplace according to practice guidelines

• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business

• Making effective use of training to update knowledge and skills, and initiate and manage the training of others

• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed

• Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised

• Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers

• Routine management of own team / team areas, and maintenance of work space standards

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 recognizes 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

• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, 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

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

Contribution to the Implementation of Services:

The post-holder will:

• Apply practice policies, standards and guidance

• Discuss with other members of the team how the policies, standards and guidelines will affect own work

• Participate in audit where appropriate

Person Specification

Qualifications

Essential

• Qualification Specifications
• Essential
• Previous management or supervisory experience.
• Knowledge of employment law, health and safety legislation, risk assessment.
• Knowledge of book keeping and management accounts.
• Desirable
• IT literate including experience at Word and Excel at intermediate level.
• Formal qualification in IT (e.g CLAI, ECDL)
• Experience Specifications
• Essential
• Experience in primary care/NHS/caring profession
• Experience of staff appraisals, handling grievance and disciplinary issues.
• Experience of recruitment, staff training and staff motivation.
• Experience of complex administration and record keeping.
• Desirable
• Experience in dealing with external organisations at management level.
• Experience in using INPS/Vision clinical software
• Experience of dealing with members of the public.
• Additional Criteria
• Essential
• n/a
• Desirable
• n/a

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

Glanrhyd Surgery

Riverside

Beaufort

Ebbw Vale

Gwent

NP23 5NT

Employer's website

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