Practice Manager

Job summary

Do you have the vision, skills andenergy to lead our friendly supportive team navigating us through the challenginglandscape of general practice whilst also sharing our ethos to deliverexcellent patient centred care?

We have an excitingopportunity for a Practice Manager to lead our successful established team at Sleightsand Sandsend Medical Practice.

We are looking forsomeone to lead and manage our Practice, helping us to meet our objectives,whilst maintaining our strong values of providing a responsive, safe, and highquality service for our patients, in a supportive and efficient environment. We strive to ensure that our team can work ina trusting and fulfilling environment in which they can develop, learn andthrive.

You must beexperienced, dynamic, highly organised and enthusiastic, with outstandingleadership skills, a good head for business and a large heart for people withexcellent communication and team skills.You will have vision, be adaptable, and conscientious. The successful candidate will work closelywith the Partners, supported by excellent administrative and clinical teams, toensure the smooth day to day running of the practice, fulfilling all necessary managementduties as agreed with the Partnership.

GMS Practice

List size of 5200 patients

Rated Outstanding by CQC

High QoF achievement

Dispensary: provision to 60% patients

We are part of Whitby,Coast and Moors PCN in which the practice managers enjoy a supportive andcollaborative working relationship.

Main duties of the job

Tomanage and coordinate all aspects of practice functionality, motivating andmanaging staff, optimising efficiency and financial performance, ensuring thepractice achieves its long-term strategic objectives in a safe and effectiveworking environment.

Through innovative ways ofworking, lead the team in promoting quality and continuous improvement,confidentiality, collaborative working, service delivery, learning anddevelopment and ensure the practice complies with CQC regulations.

About us

Sleights and Sandsend Medical Practiceis a well-established practice offering patient services from its 2purpose-built surgeries. The main surgery is situated in Sleights village, nearWhitby in the North York Moors National Park and its beachside branch surgeryat Sandsend. We offer services to thoseliving in Sleights, Whitby and the surrounding villages. We have a stable patient list size ofapproximately 5200 and we dispense medication to nearly 60% of our patientlist. There is an excellent range ofhousing and schools nearby with many local activities and the Yorkshire Moorson our doorstep.

We are a stable 4 partner GMS practicewith an enthusiasm to develop our practice further. We are rated outstanding by CQC and have astrong patient focus, with our ethos and values being rooted in delivering carefor our community that we and our families would be happy to receive. We consider ourselves a forward-thinkingpractice and enjoy good links with other organisations. We work in collaboration with the Whitby,Coast and Moors Primary Care Network which consists of ourselves andneighbouring practices: Whitby Group Practice, Esk Valley Medical Practice andStaithes Surgery to ensure we deliver high quality healthcare services in asafe environment which is welcoming, caring and accessible to all. We are a training practice, currently hosting3 GP registrars and partner with Hull York Medical School (HYMS) to delivermedical student teaching.

Job description

Job responsibilities

Thefollowing are the core responsibilities. There may be, on occasion, arequirement to carry out other tasks; this will be dependent upon factors suchas workload and staffing levels:

PatientServices:

Oversightand co-ordination of patient services, ensuring commitment of quality care toimprove health and wellbeing of registered patients.

Ensurethat the Practice complies with NHS contractual obligations in relation to patient care.

Collaborativework with the broader NHS and local community.

Ensurereception and administration teams are appropriately trained to manage patientinquiries and appointments through care navigation.

Overseeappointment system and track capacity and demand as needed.

MaintainRegistration Policies and monitor patient turnover, marketing the practiceappropriately.

Manageany complaints and queries, ensuring they are fully investigated and respondedto in line with NHS standards. Ensure all complaints are recorded for referenceand reporting. Monitor and report trends or concerns.

Responsiblefor managing all public information such as patient leaflets, newsletter,Facebook page and website content.

Bechampion for all patients.

Overseedelivery of patient services / contracts supported by the nursing and administrative leads (core GMS, QOF,enhanced services, PCN).

Strategic management and planning:Keep abreast of current affairs and identify potential threats and opportunities.Monitor and evaluate performance of the practice team against objectives; identify and manage change.Prepare and annually update the practice business plan and philosophy and oversee the implementation of the aims and objectives.

Ensure the practice maintains standardsrequired by the CQC.

Lead change and overseeing the coordinationof continued quality improvement initiatives within the practice, with a strongfocus on clinical outcomes including health promotion, prevention of diseaseand compliance with guidelines.

Finance:

Manage the financial elements of thepractice, including budgets, bank accounts and accounting systems, seeking to managecashflow and expenditure effectively and efficiently in accordance with thewishes of the partners.

Maintain an effective liaison with theaccountant, overseeing practice accounts, ensuring year-end figures are presentedand dealing proactively with accounting queries as they arise

Brief partners on all financial matters,including forecasting

Manage and overseeing the processing ofpartners drawings, PAYE and pensions for practice staff

Ensure receipt of enhanced services paymentsand access to other additional income as and when it becomes available.

Ensure the practice has appropriate insurancecover.

Manage the procurement of practice equipment,supplies and services

HumanResource:

Oversee the day-to-day operations of thepractice, ensuring staff achieve their primary responsibilities.

Functional management of all clinical andadministrative staff

Direct line management of the followingstaff: practice administrator reception manager, dispensing manager,secretarial manager, practice nurses, salaried GPs, care coordinators and otherassociated PCN ARRS staff.

Manage the recruitment and training of newstaff, retention of staff; developing, implementing and embedding an effectivesuccession plan.

Establish, review and regularly update jobdescriptions and person specifications, ensuring all staff are legally andgainfully employed, and that all pre-employment checks, including DBS checks,are carried out robustly and updated as necessary.

Develop, implement and embed an effectivestaff appraisal process, with a focus on continued personal development andquality improvement.

Implement effective systems for theresolution of disciplinary and grievance issues.

Maintainan effective overview of, and ensure compliance with HR legislation

Ensureall staff have the appropriate level of training to enable them to carry outtheir individual roles and responsibilities effectively.

Coordinate the planning of rotas andeffectively dealing with staff absences to ensure business continuity.

Premises and Health & Safety:

Managethe premises including Health and Safety aspects, ensuring compliance withhealth and safety legislation including risk assessments and compliance withmandatory training

Managecontracted services

Overseebuilding maintenance and repairs

Handleall maintenance contracts for cleaning, gardening, waste removal etc.

Maintainbuilding security and systems.

Reviewand organise policies, procedures and risk assessments.

Maintainall required insurance for buildings, staff and third parties

Investigateall accidents and incidents and make necessary reports.

Overallresponsibility for infection control policy

Communication and engagement:

Develop,implement and embed an effective communication strategy (internal and external).

Overseethe publishing communications for internal and external use.

Overseethe maintenance of the practice and NHS choices websites

Liaiseat external meetings as required

Liaisewith the Patient Participation Group

Managethe practice IT system, delegating staff to act as administrators.

Ensurecompliance with IT security and information governance.

Managethe telephone system.

Inaddition to the primary responsibilities, the post holder may be requested to:

Deputisefor the partners at internal and external meetings.

Actas the primary point of contact for NHS(E), ICB, community services, and otherexternal stakeholders.Partake in audits as required.

Person Specification

Personal qualities

Essential

Polite and confident Flexible and cooperative Excellent interpersonal skills Motivated and proactive Ability to use initiative and judgement Forward thinker with a solutions focused approach High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure Confident, assertive and resilient Ability to drive and deliver change effectively

Experience

Essential

Experience of working with the general public Experience of managing accounting procedures including budget and cash flow forecasting Experience of performance management including appraisal writing, staff development and disciplinary procedures Experience of successfully developing and implementing projects Experience of workforce planning, forecasting and development

Desirable

Experience of working in a healthcare setting Experience of managing large multidisciplinary teams NHS/primary care general practice experience Relevant health and safety experience

Qualifications

Essential

Good standard of education with excellent literacy and numeracy skills

Desirable

Educated to degree level in healthcare or business Leadership and/or management qualification AMSPAR qualification

Skills

Essential

Excellent communication skills (written, oral and presenting) Strong IT skills (generic) Excellent leadership skills Strategic thinker and negotiator Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment Effective time management (planning and organising) Proven problem solving and analytical skills Ability to develop, implement and embed policy and procedure Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions

Desirable

SystmOne clinical system user skills

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