Practice Manager (Operations)

The Practice Manager (Operations) plays a vital role in supporting the Partners, Practice Team and other Senior Leaders and ensures the smooth functioning of all systems and procedures, to maintain the highest standards of patient care. Operations Oversee the day-to-day operations of the Practice, ensuring staff achieve their primary responsibilities Ensure the Practice and Team are operating within organisational policies and procedures Manage the Patient Participation Group Act as the primary point of contact for NHSE, ICB, community services, suppliers and other external stakeholders Organise and Lead Practice Meetings, ensuring accurate minutes are taken and circulated Coordinating the Practices diary, ensuring meetings are scheduled appropriately Implement a robust system for rota management for the Practice to ensure there is adequate cover at all times Source and manage locum use when required Act as the On-call manager for Extended Access Hours Ensure all systems/processes are documented for contingency reasons Leadership Functional management of all clinical and administrative team members Direct line management of Non-Clinical team members Human Resources Lead on recruitment of all team members Ensure all Appraisals are conducted With the support of a HR Manager, ensure the practice is compliant with all HR management matters Managing team performance related matters as required in line with the relevant policy Proactively work to reduce turnover and sickness Manage Holidays to support a robust rota and team cover in the Practice Training & Development Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively Oversee Mandatory Training Compliance Finance & Practice Performance With the support of the Finance Manager, ensure the Practice is working within agreed budgets Ensuring Payroll is administered according to the agreed Process Aim to keep overtime use to a minimum instead ensure the practice staffed according to agreed budgets Manage the NHS Pension contributions for the team Managing PAYE Work within the procurement policy to manage suppliers and services Ensure the team achieves QOF, PCN, NHSE and any other agreed targets Coordinate and lead on relevant organisation reports Continuous Improvement Lead on change and continuous improvement initiatives Coordinate projects as required, within the Practice Adopt a strategic approach to the management of all patient services Identify improvement opportunities and present these to the Senior Leadership team Information Technology Manage the Practice IT system, delegating to staff to act as administrators as appropriate Actively encourage and promote the use of patient online services Ensure compliance with IT security and Information Governance Manage the content of the Practice Website Health & Safety Oversee the management of the premises, including maintenance and cleaning Manage the performance of the relevant contracts for Cleaning and Health & Safety compliance Ensure relevant Risk Assessments are in place and regularly reviewed Ensure any Health & Safety actions are completed in a timely manner Ensure the Business Continuity Plan is up to date Ensure all Fire Safety Regulations are implemented Complaint Management Oversee all complaints in line with the organisation policy Maintain NHS choices website Governance & Compliance Work with Senior Leaders and the Governance Lead on all related matters Ensure the Practice Accurately records and investigates all Significant Events Ensuring the organisation maintains compliance with its NHS contractual obligations Lead on CQC compliance This list is not exhaustive and all team members should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the organisation. Key Relationships Internal: Members of the Senior Management team Members of the Partnership Board Colleagues within The Bourne Partnership Practice Team External: Suppliers of services Other GP practices and practice groups Other external organisations Key Performance Indicators KPIs KPIS will be agreed annually with your Line Manager. These will be agreed according to business need. Key functions that are the minimum indicators to ensure that the role is being fulfilled: QOF performance Financial Performance Indicators HR Management Indicators CQC compliance This list is not exhaustive but a guide. KPIs will be set annually and reviewed regularly with your Line Manager depending on business need and person specific requirements. The following statement forms part of all job descriptions Confidentiality / Data Protection / Freedom of Information Post holders must maintain the confidentiality of information about patients, staff and other health service business in accordance with the Data Protection Act of 1998. Post holders must not, without prior permission, disclose any information regarding patients or staff. If any member of staff has communicated any such information to an unauthorised person, those staff will be liable to disciplinary action up to and including dismissal. Moreover, the Data Protection Act 1998 also renders an individual liable for prosecution in the event of unauthorised disclosure of information. Following the Freedom of Information Act -FOI 2005, post holders must apply the Trusts FOI procedure if they receive a written request for information. Information Governance All staff must comply with information governance requirements. These includes statutory responsibilities (such as compliance with the Data Protection Act), following national guidance (such as the NHS Confidentiality Code of Practice) and compliance with local policies and procedures (such as the Trust's Confidentiality policy). Staff are responsible for any personal information (belonging to staff or patients) that they access and must ensure it is stored, processed and forwarded in a secure and appropriate manner Equal Opportunities Post holders must at all times fulfil their responsibilities with regard to The Bourne Partnerships Equal Opportunities Policy and equality laws. Health and Safety All post holders have a responsibility, under the Health and Safety at Work Act (1974) and subsequently published regulations, to ensure that The Bourne Partnerships health and safety policies and procedures are complied with to maintain a safe working environment for patients, visitors and employees. Infection Control All post holders have a personal obligation to act to reduce healthcare-associated infections (HCAIs). They must attend mandatory training in Infection Control and be compliant with all measures required to reduce HCAIs. All post holders must comply with the Partnerships Infection Control Policies, including those that apply to their duties, such as Hand Decontamination Policy and Personal Protective Equipment Policy. Risk Management All post holders have a responsibility to report risks such as clinical and non-clinical accidents or incidents promptly. They are expected to be familiar with The Bourne Partnerships use of risk assessments to predict and control risk, as well as the incident reporting system for learning from mistakes and near misses in order to improve services. Post holders must also attend training identified by their manager, or stated to be mandatory. Flexible Working As an organisation we are committed to developing our services in ways that best suit the needs of our patients. This means that some staff groups will increasingly be asked to work a more flexible shift pattern and multiple sites so that we can offer services in the evenings or at weekends. Safeguarding children and vulnerable adults Post holders have a general responsibility for safeguarding children and vulnerable adults in the course of their daily duties and for ensuring that they are aware of the specific duties relating to their role. Sustainability It is the responsibility of all staff to minimise the environmental impact by recycling wherever possible, switching off lights, computers monitors and equipment when not in use, minimising water usage and reporting faults promptly. Smoking Policy The Bourne Partnership is committed to providing a healthy and safe environment for staff, patients and visitors. Staff are therefore not permitted to smoke on organisational property.