Practice Manager

Job summary
The Practice Manager is a key member of the team and expected to demonstrate senior management and leadership qualities. The successful candidate will have the ability to identify and implement the practices objectives using a combination of personal involvement, motivation of other staff and delegation when appropriate.

The post is tasked with assessing organisational performance, developing achievable goals and implementing processes that improve organisational effectiveness and efficiency, ensuring statutory and other legal requirements are met.

Candidates are expected to bring strong interpersonal skills and be experienced and confident in the areas of HR, people management, financial control, strategic management and information technology.

Main duties of the job
With a hands-on approach, candidates must be conscientious, provide solid leadership and have a sound knowledge of strategic business management, finance, planning and HR.

The successful candidate will have responsibility for organisational leadership, service improvement and delivery of key targets across all clinical and administrative areas within the practice.

Working alongside the partners, you will be supported by an excellent administrative and clinical team and have overall responsibility for the day-to-day smooth running of this patient centric practice and its associated business.

You will have the vision, willingness and drive to adapt to NHS targets and its developing changes, within a profitable and efficient working environment.

Previous NHS healthcare management experience, excellent communication, team-working skills, proven senior leadership experience, a high-level IT literacy and analytical skill are the desired requirements for this post.

About us
This large 5 partner, GMS (General Medical Services) training and research practice has a steadily growing list size of c. 15,400 and is one of five practices which forms the Sale Central PCN (Primary Care Network) offering patient services to a combined list of c.63,500.

Whilst being clinically driven, the Practice also performs well financially and presents as a strongly democratic, happy and balanced team with good communication between the clinical team, partners and administration teams.

There is a strong team ethos within the Practice which is described as friendly and supportive,; and it is very important to the partners that this is maintained and developed. The Practice is a very comfortable place to work, with a warm atmosphere and good team of friendly staff. The Practice also has an emphasis on staff wellbeing and investment in development and training for its staff.

Job responsibilities
Key responsibilities
Finance
Working with the Partners; responsible for the finances of the practice ,
Ensuring the organisational requirements of the practice contracts with NHSE are fully met and complied with
Supporting the partners to develop and implement processes to achieve clinical targets of QOF and enhanced services
Directly contributing to profit improvement by exploring areas for increasing income and reducing costs.
Analysing data relating to clinical commissioning as appropriate and contributing to planning and organisation, both at the practice and clinical commissioning level
Development and control practice budgets and financial systems
Preparation of financial budgets and cash-flow forecasts
Liaising with accountant, bank and business insurance companies as appropriate or as directed by the partners
Overseeing the administration of the NHS Pension and Stakeholder Pension Schemes
Liaising with the ICP and payment agencies regarding queries with payments relating to the contract, e.g. enhanced services.
Managing the partners drawings in consultation with the accountant

Strategic Planning

• Keep abreast of current affairs and identify potential opportunities and threats
• Assess and evaluate accommodation requirements and manage development and expansion opportunities if appropriate
• Implement and update the Practice Development Plan, overseeing the implementation of the aims and objectives

Assist the practice in the wider community and assist with forging links with other local practices and relevant agencies and in particular working collaboratively with the local community, the PCN and education bodies

• Formulate objectives and research and develop ideas for future practice development
• To represent the practice at PCN, locality and ICP meetings
• To make recommendations to the partners for practice development with regard to enhancing patient services and potential sources of income

Human Resources
With appropriate delegation, take overall responsibility for all aspects of HR, including ;

• Recruitment and selection of staff working, including contracts of employment and job descriptions
• Ensure Employment Law compliance for the disciplinary and dismissal process and after discussion with the partners take any legal advice necessary
• Be aware of current employment legislation
• To develop and maintain good employee/employer relationships
• To ensure that members of the existing staff team are aware of any changes that occur in the practice
• To maintain good communication at all times with the practice team
• To oversee rotas which allow good staff cover at all times as well as giving the flexibility required at short notice to cover for illness, etc.
• To implement pay rises/scales and increments at the appropriate time
• Responsibility for appropriate paperwork for doctors/staff DBS (Disclosure and Barring Service) checks
• To meet with attached staff as and when necessary and arrange/attend regular meetings with partners and attached staff to discuss all issues around patient care
• To ensure that suitable facilities are available to enable all staff to work within the practice
• Be responsible for the health and safety policy and its implementation
• Facilitate the development of a multi-disciplinary effective primary health care team
• Ensure regulated and revalidation compliance for all clinical team members in the practice

Information Technology
With appropriate delegation, take overall responsibility to;
Ensure the update and compliance of appropriate information governance systems
Ensure all Practice IT and telephone systems are functioning effectively
Ensure the IG and DSP toolkit requirements are met
Keep abreast of new technology and ensure existing IT is used to its full potential

Patient Services
Overall responsibility
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 manage effective appointment systems
Routinely monitor and assess practice performance against patient access and demand targets
Manage the complaints management system
Manage the significant events system
Maintain the Patient Participation Group (PPG)

Premises and Equipment
Overall responsibility
Responsible for the management of the building
Represent the practice to negotiate contracts and their renewals
Liaise with NHSE in notional reviews
Ensure property owned by the partners is safe, effective and fit for purpose
Responsible for planning and premises expansion projects

CQC
Working with the CQC registered manager to
Oversee and maintain compliance with CQC (Care Quality Commissioner) regulations
Responsibility for ensuring adequate preparation for CQC inspections and evidence reviews.

Risk Management
As SIRO (Senior Information Risk Officer), overall responsibility for all aspects of Information Risk for the practice

• Monitoring relevant legal, statutory, and contractual requirements and their implications for the practice, including the consequences of non-compliance.
• Monitoring of work areas and practices to ensure they are safe and free from hazard and that they conform to health and safety legislation.

Ensure that the practices IT resources are maintained to protect the integrity of patients records and compliance with the Data Protection Act.
Ensure that effective safeguards are in place to prevent any type of fraud.

• Compliance with professional and legal requirements and guidelines.
• Delivery of appropriate education and training in health and safety.
• Ensure the practice complies fully with all GDPR regulations.

Training & Education
Working with the Partners and GP Trainers to achieve the following;

• To participate and/or assist in the training of all administrative staff
• To maintain a training on-line tool for staff and update staff requirements.
• To undertake the booking of training events for clinical staff as required.
• To organise in-house training when required.
• To maximise training grants available.
• To write bids for training opportunity funding as required.
• To provide a robust induction for students and training GPs in the practice, explaining the areas of confidentiality, health and safety and procedures and policies to the students and trainees
• To invoice claims for student work.
• To participate in any training programmes implemented by the practices as part of this employment.
• To personally undertake in mandatory training.
• To mentor staff in their specific roles.

Communication
Ensure compliance with the latest NHS recommendations
Understand the practice communication system
Build/maintain good working relationships with the NHSE, ICP, hospitals, community agencies, LMC (Local medical Committee) other GP practices, the PCN, pharmacists, education bodies, voluntary and private organisations
Represent the practice at meetings and seminars
Assist and support the partners corporately and at individual level to fulfil the requirements of revalidation
Present a professional image and always promote the practice
Share skills and expertise with others
Ensure continuity of practice staff and clinical meetings
Responsible for the practice response to online feedback such as from NHS Choices and Google reviews
Coordinate the digital presence and communications via the practice website, social media, and SMS technology

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 will have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They will 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.

Person Specification
Qualifications
Essential

• Evidence of a sound education to degree level or equivalent
• Evidence of a commitment to continuing professional development

Desirable

• Relevant Business, Finance or Leadership/Management qualification
• Member of a relevant professional body

Experience
Essential

• 5 years experience of successfully leading and managing teams
• HR, Employment Law, and safe recruitment
• Working in an IT led environment
• Financial management experience of small company accounts
• 5 years experience as a business/senior manager, with knowledge of contract management and small business accounts
• Change management and a driver of change
• Risk assessment and risk management experience
• Management experience in the NHS or in Primary care

Desirable

• Experience of strategic business planning
• Experience of working with regulatory bodies and preparing for inspections

Skills
Essential

• A solutions focused approach to problem solving
• Intelligent with a fast-learning ability
• Effective communication (oral and written) and excellent inter-personal skills
• Approachable with the ability to listen, nurture and empathise
• Delegation and empowerment of staff
• Appropriate IT skills and computer literacy
• Leadership skills, including excellent people management skills
• Strategic management skills to run a well-organised business
• Negotiating and managing conflict
• Able to manage change and cope with pressure
• Networking and facilitation
• Motivational with a growth mindset

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.