Practice Manager

This Job Specification is not designed to be inclusive but to illustrate the scope of the advertised role.

JOB SUMMARY

Provide leadership and management skills to enable the practice to meet its agreed aims and objectives within a profitable, efficient, safe and effective working environment.

The main areas of responsibility are detailed below:-

1. Organisational

2. Partnership organisation

3. Patient and Community Services

4. Financial Management

5. Information Management and Technology

6. Human Resources

7. Premises and Equipment

8. Health & Safety

9. Strategic Management and Planning

10.Personal Behaviour and Professional Development

11.Quality

JOB RESPONSIBILITIES

1. Organisational

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

· Produce and keep up to date Practice protocols, standards and procedures.

· Prepare the Practice for CQC inspection

· Lead the organisational audit process, taking responsibility for completion of the cycle; liaise as necessary with colleagues.

· Collaborate with the GPs/nurse in the clinical audit process; review and disseminate results; take appropriate action in response to audit findings.

· Ensure that adequate disaster recovery procedures are in place

· Liaise and manage with research organisations

· Liaise with and attend network meetings

· Event planning including training and social events

2. Partnership Issues

· Draw up GP rotas to maximise use of available clinical time; plan clinical availability over long term; undertake regular clinical workload reviews.

· Ensure full involvement of locums/assistants/salaried GPs working in the practice; co-ordinate good employment practice; identify need for locum staff and organise recruitment, selection and induction.

· Co-ordinate partners’ meetings; provide secretarial support; implement and review actions.

· Be familiar with the partnership agreement; monitor compliance and recommend remedial action if required.

· Ensure compliance with legal requirements for tax, plan practice finance to meet payments

· Liaise with solicitors on legal matters.

· Organise practice finances in relation to partnership change: liaise as necessary with outside bodies

· Co-ordinate the recruitment and selection process for appointing new partner.

3. Patient and Community Services

· Adopt a strategic approach to the development and management of patient services

· Ensure service development and delivery is in accordance with local national guidelines

· Ensure that the practice complies with NHS contractual obligations in relation to patient care

· Maintain registration polices and monitor patient turnover and capitation

· Oversee and/or develop repeat prescribing systems

· Oversee and/or develop and manage and effective appointments system

· 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 and significant events management system

· Encourage patient involvement and liaise with patient groups

· Review and update practice information leaflet, practice publicity and health education material

4. Financial Management

· Manage practice budgets and seek to maximise income

· Through liaison with the network/CCG and NHS England prepare and submit plans to ensure the practice receives an appropriate and equitable allocation of resources

· Understand and report on the financial implications of contract and legislation changes

· Manage practice accounts, submit year-end figures and liaise with the practice accountant

· Monitor cash flow, prepare regular forecasts and reports to the partners

· Manage and reconcile bank accounts; negotiate and liaise with the practice bank

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

· Calculate and arrange payment of GP drawings in line with the Partnership Agreement

· Manage 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, cheques and petty cash

5. Information and Management Technology

· Evaluate and plan practice IT implementation and modernisation

· Keep abreast of the latest developments in primary care IT and regularly update the practice team

· Support and monitor the staff use of IT; organise and evaluate IT training needs

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

· Liaise with the CCG regarding systems procurement, IT funding and national IT development programmes

· Maintain the practice website

6. Human Resources

· Oversee the recruitment and retention of staff and provide general personnel management

· Ensure that all members of staff are legally and gainfully employed. Monitor skill mix and deployment of staff

· Managing 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

· Ensure that staff are kept informed of policy changes.

· 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 law

· Maintain up to date HR documentation including job descriptions, contracts and employment policies

7 Premises and Equipment

· Devise and maintain systems for ensuring adequate stocks of stationery, clinical and other supplies; review on a regular basis to maximise cash flow efficiency.

· Organise maintenance schedules and repairs, plan long term replacement of major items of equipment, undertake feasibility studies; recommend purchase or lease.

· Plan and monitor premises maintenance and cleaning services, liaising with or supervising contractor as necessary.

· Ensure adequate premises security; test and review regularly; liaise with crime and fire prevention officers

· Take the lead for the practice on overseeing project management of equipment or premises upgrade or move; liaise with outside professionals as required; plan finances and timing.

· Ensure premises are insured and policies are renewed as appropriate

8 Health and Safety

· Produce and keep up to date the Health & Safety policy, manual and procedures

· Ensure 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 an up-to-date knowledge of health and safety and infection control, statutory and best practice guidelines and ensure implementation across the business

· Identify the risks involved in work activities and undertake such activities in a way that manages those risks across the business

· Use 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 identify, report and correct health and safety hazards and infection hazards immediately when recognised

· Ensure own work areas and general / patient areas are kept generally clean. Identify issues and hazards / risks in relation to the workplace, and assume responsibility for maintenance and general standards of cleanliness of the practice

· Demonstrate due regard for safeguarding and promoting the welfare of children

9 Strategic Management and Planning

· Keep abreast of current affairs and identify potential threats and opportunities

· Contribute to practice strategy; formulate objectives and research and develop ideas for future practice development

· Monitor and evaluate performance of the practice team against objectives; identify and manage change

· Develop and maintain effective communication both within the practice and with relevant outside agencies

· Prepare and annually update the practice development plan and oversee the implementation of the aims and objectives

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

10 Personal Behaviour and Professional Development

· Effectively manage own time, workload and resources

· Communicate effectively with team members and patients; recognize people’s needs for alternative methods of communication and respond accordingly

· Support the equality, diversity and rights of patients and colleagues

· Ensure information relating to the practice as a business organisation as well as the information relating to patients and their carers, practice staff and other healthcare workers is recognised and treated as strictly confidential

· Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development; fulfil mandatory training requirements

11 Quality

· Strive to maintain quality within the practice

· 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 team’s performance

· Work effectively with individuals in other agencies to meet patients’ needs

· Effectively manage own time, workload and resources

Job Types: Full-time, Part-time, Permanent

Salary: Up to £45,000.00 per year

Benefits:

• Company pension
• On-site parking
• Store discount

Schedule:

• Monday to Friday

Work Location: In person

Application deadline: 31/05/2023
Expected start date: 12/06/2023