Practice Manager

We are seeking a highly skilled and experienced Practice Manager to join our team at Llandrindod Wells Medical Practice. The successful candidate will be responsible for providing leadership and management skills to enable the practice to meet its agreed aims and objectives within a profitable, efficient, safe, and effective working environment.

• Strategic Management and Planning
  • Ensure compliance with NHS Wales and all statutory requirements
  • Represent the practice and Cluster/Collaborative and other relevant meetings, feeding back to the partnership relevant information
  • 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
  • Assess and evaluate accommodation requirements and manage development and expansion plans
• Financial Management
  • Manage practice budgets and seek to maximise income
  • Ensure the practice receives an appropriate and equitable allocation of local and national resources
  • Understand and report on the financial implications of contract and legislation changes
  • Manage practice accounts; submit year-end figures promptly and liaise with the practice accountant
  • Monitor cash-flow, prepare regular forecasts and reports to the partners
  • Manage and reconcile bank accounts, arrange bank payments
  • Manage partners drawings
  • Responsible for PAYE for practice staff and maintain appropriate records
  • Responsible for contributions to the practice pension scheme(s) and maintain appropriate records
  • Manage systems for handling and recording of private payments by BACs cash and cheques and petty cash.
• Human Resources
  • Oversee recruitment and retention of staff and provide general personnel management
  • Ensure that all members of staff are legally and gainfully employed
  • Manage staffing levels within target budgets
  • Evaluate, organise and oversee staff induction and training, to ensure 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, ensuring agendas and minutes are drafted and distributed as appropriate
  • Responsible for the development of practice protocols and procedures, review and update as required
  • Ensure that Practice premises are properly maintained and cleaned, and that adequate fire prevention and security systems are in place
  • Manage the procurement of practice equipment, supplies and services within target budgets
  • Develop and review Health & Safety policies and procedures in accordance with current legislation
  • Arrange appropriate insurance cover
  • Ensure the practice has adequate disaster recovery procedures
  • Arrange appropriate maintenance for practice equipment
• Patient Services
  • Adept a strategic approach to the development and management of patient services
  • Ensure service development and delivery is in accordance with local and national guidelines, including access standards
  • 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 the develop and manage an effective appointments system
  • Oversee the organise surgery timetables, duty rotas and holiday cover
  • Monitor, assess and ensure practice performance against patient access standards
  • Develop and implement an effective complaints management system
  • Liaise with patient groups/Llais
• Information Management and Technology
  • Evaluate and plan practice IT implementation and modernisation
  • Keep abreast of the latest development in primary care IT and regularly update the practice management team
  • Ensure staff have adequate support, training and monitoring in relation to Information Governance, and IT
  • 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
  • Annual completion of the Information Governance toolkit
  • Liaise with national and local NHS bodies regarding systems procurement, IT funding and national IT development programmes.
  • Maintain the practices website and social media
• Confidentiality:
  • The post-holder will implement and uphold confidentiality in line with practice, statutory and legal requirements and in accordance with practice policy, ensuring that this is upheld at all times by the whole practice version)
• 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. Making effective use of training to update knowledge and skills, and initiate and manage the training of others. (abbrev version )
• 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 recognises 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 that 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, with such training to including:
  • 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
• 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 recognise the importance of effective communication within the team and will strive to:
  • Communicate effectively with other team members
  • Communicate effectively with patients and carers
  • Recognise 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.

Qualifications

Essential

• Professional management qualification or relevant experience.

Experience

Essential

• Excellent organisational, interpersonal and communication skills and ability to effectively prioritise personal workload.
• Professional manner and appearance.
• Previous experience of managing a team.
• Previous financial management experience, experience of analysing statistics/auditing.
• Project management skills, ability to effectively delegate.
• Demonstrates a positive attitude in the workplace.
• Able to identify/address personal CPD needs.

Desirable

• Previous GP Practice Management or an understanding of General Practice procedures.
• GMS requirements and familiarity with EMIS Web.
• Knowledge of Xero Financial Management System.
• Experience of contract negotiation.
• Experience of HR and supervising a team.
• Knowledge of current NHS Wales development plans.