Practice Manager

Job summary

We have an exciting opportunity for a Practice Manager tojoin our team. We areseeking a highly organised, experienced and knowledgeable Practice Manager tojoin our team at Grimston Medical Centre. The successful candidates will workalongside the GP partners, providing senior leadership to our Practice teams tolead the smooth running of the Practice.

We are offering a salary depending on experience and NHSpension. This is a full time position, working hours per week. You willreceive ongoing support from the GP partners, but will be given the freedom toact within the areas for which you are responsible.

Experience of working at a senior level in GeneralPractice experience is essential. Candidates should be familiar with the GMScontract and be aware of the current challenges facing primary care. We arelooking for candidates who are organised, self-motivated, good communicatorsand adaptable.

If you are passionate about delivering high-qualityservices, and delivering excellent customer service, we would be very pleasedto hear from you.

Main duties of the job

Overseeingthe Operations Manager - OM and supporting the Partners in day-to-dayoperations

Providingsenior managerial support and guidance to all staff, ensuring theyalways adhere to policy and procedure

Have a thorough knowledge of current practices, policies, procedures, and protocols

Oversee the administrative elements of QOF, liaising with appropriate colleagues

Oversee and being responsible for implementing systems to ensure compliance with CQC requirements

Oversee the financial position of the Practice

Inconjunction with the OM, review and regularly update job descriptions andperson specification,assist with recruitment and induction processes andongoing appraisal

Inconjunction with relevant staff, ensure that meetings are undertakenprofessionally

Attend and contribute to relevant meetings both internal and external

Assumingresponsibility for your own personal and professional development

Ensuringthat premises are maintained to CQC and ICB standards whilst also ensuringcompliance with health and safety, fire safety, infection control, etc andoverseeing any required actions

Overseeingthe SE/SI process including record-keeping

Overseeingthe complaints process including record-keeping

Supportingthe operational delivery of services. Eg - working alongside colleagues to planand operationalise vaccination campaigns

Linemanagement of the OM

Overseeingthe Payroll process

Anyother duties in line with seniority

About us

About us

We are a small friendly GP Practice with around 5300patients.

Our clinical team includes 3 GP Partners, a Nurse Practitioner and ateam of Nurses and Health Care Assistants.

We teach Medical Students and are inthe process of becoming a training Practice for GP Registrars.

Job description

Job responsibilities

Job description

The Practice Manager will work as part of the Practiceteam providing leadership to our busy teams to ensure the smooth running of thePractice, supporting patients in receiving the high-quality care provided byour clinical teams.

Job responsibilities

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 topatient care.

Collaborativework with the broader NHS and local community.

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.

Overseedelivery of patient services and contracts supported by the nursing andadministrative leads, core GMS, QOF, enhanced services, PCN.

Strategicmanagement and planning:

Keep abreast of currentaffairs and identify potential threats and opportunities. Monitor and evaluateperformance of the practice team against objectives; identify and managechange. Prepare and annuallyupdate the practice business plan and philosophy and oversee the implementationof the aims and objectives. Ensure the practicemaintains standards required by the CQC. Lead change andoverseeing the coordination of continued quality improvement initiatives withinthe practice, with a strong focus on clinical outcomes including healthpromotion, prevention of disease and compliance with guidelines.

Finance: Oversee the financialelements of the practice, including budgets, bank accounts and accountingsystems, seeking to manage cashflow and expenditure effectively and efficientlyin accordance with the wishes of the partners. Maintain an effectiveliaison with the accountant, overseeing practice accounts, ensuring year-endfigures are presented and dealing proactively with accounting queries as theyarise Overseeing the processing of partnersdrawings, PAYE and pensions for practice staff Oversight to ensurereceipt of enhanced services payments and access to other additional income asand when it becomes available. Oversee to ensure thepractice has appropriate insurance cover. Oversee the procurementof practice equipment, supplies and services

Human Resource:

Be responsiblefor overall HR processes, with support from a professional external company.

Functional managementof all clinical and administrative staff Direct line managementof the Operations Manager.

Oversee and supportthe recruitment and training of new staff, retention of staff; developing,implementing and embedding an effective succession plan.

Establish, review andregularly update job descriptions and person specifications, ensuring all staffare legally and gainfully employed, and that all pre-employment checks,including DBS checks, are carried out robustly and updated as necessary. Develop, implement andembed an effective staff appraisal process, with a focus on continued personaldevelopment and quality improvement. Implement effectivesystems for the resolution of disciplinary and grievance issues.

Maintain an effectiveoverview of, and ensure compliance with HR legislation Ensure all staff havethe appropriate level of training to enable them to carry out their individualroles and responsibilities effectively.

Premises andHealth & Safety:

Having oversight of theManagement of the premises including Health and Safety aspects, ensuringcompliance with health and safety legislation including risk assessments andcompliance with mandatory training.

Oversee buildingmaintenance and repairs

Review and organisepolicies, procedures and risk assessments. Maintain all requiredinsurance for buildings, staff and third parties Investigate allaccidents and incidents and make necessary reports.

Communication andengagement: Develop, implement andembed an effective communication strategy (internal and external). Oversee the publishingcommunications for internal and external use. Oversee the maintenanceof the practice and NHS choices websites

Liaise at externalmeetings as required Establish and liaisewith the Patient Participation Group

Manage the practice ITsystem, delegating staff to act as administrators. Ensure compliance withIT security and information governance.

Confidentiality

In the course of seeking treatment, patients entrust us with,or allow us to gather, sensitive information in relation to their health andother matters. They do so in confidence and have the right to expect that staffwill respect their privacy and act appropriately

In the performance of the duties outlined in this jobdescription, the post-holder may have access to confidential informationrelating to patients and their carers, practice staff and other healthcareworkers. They may also have access to information relating to the practice as abusiness organisation. All such information from any source is to be regardedas confidential

Information relating to patients, carers, colleagues,healthcare workers or the business of the practice may only be divulged toauthorised persons, in accordance with practice policies and proceduresrelating to confidentiality and the protection of personal and sensitive data

Health & safety

The post-holder will adhere to the practice Health &Safety policy, the practice Health & Safety manual, and the practiceInfection Control policy and published procedures. This will include, but willnot be limited to:

Using personal security systems within the workplaceaccording to practice guidelines

Awareness of national standards of infection control andcleanliness and regulatory / contractual / professional requirements, and goodpractice guidelines. Supporting adherence to IP&C within the Practice.

Identifying the risks involved in work activities andundertaking such activities in a way that manages those risks across clinicaland patient process.

Making effective use of training to update knowledge andskills.

Using appropriate infection control procedures,maintaining work areas in a tidy, clean and sterile, and safe way, free fromhazards. Initiation of remedial / corrective action where needed or escalationto responsible management.

Actively identifying, reporting, and correction of healthand safety hazards and infection hazards immediately when recognised

Undertaking periodic infection control training

Equality and diversity

The post-holder will support the equality, diversity andrights of patients, carers and colleagues by:

Acting in a way that recognizes the importance of peoplesrights, interpreting them in a way that is consistent with practice proceduresand policies, and current legislation

Respecting the privacy, dignity, needs and beliefs ofpatients, carers and colleagues.

Behaving in a manner which is welcoming to and of theindividual, is non-judgmental and respects their circumstances, feelingspriorities and rights.

Personal/Professional development:

The post-holder will participate in any trainingprogramme implemented by the practice as part of this employment, such trainingto include:

Participation in an annual individual performance review,including taking responsibility for maintaining a record of own personal and/orprofessional development.

Taking responsibility for own development, learning andperformance and demonstrating skills and activities to others who areundertaking similar work.

Quality

The post-holder will strive to maintain quality withinthe practice, and will:

Alert other team members to issues of quality and risk.

Assess own performance and take accountability for ownactions, either directly or under supervision

Contribute to the effectiveness of the team by reflectingon own and team activities and making suggestions on ways to improve andenhance the teams performance.

Work effectively with individuals in other agencies tomeet patients needs.

Effectively manage own time, workload and resources

Communication

The post-holder should recognise the importance ofeffective 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 ofcommunication and respond accordingly.

Person Specification

Qualities and attributes

Essential

Excellent interpersonal and communication skills An understanding, acceptance and adherence to the need for strict confidentiality Smart, polite and confident Ability to use own judgement , resourcefulness and common sense Ability to work without direct supervision and determine own workload priority Ability to work as part of an integrated multi-skilled team Pleasant and articulate Able to work under pressure Able to work in a changing environment Able to use own initiative A good problem solver

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