Practice Manager

Job summary

We are looking for an enthusiastic Practice Manager to leadthe small team at the Orchard Surgery.

With excellent communication skills and the ability to behands on in all the administrative areas of General Practice you will helpensure excellent patient care and lead a positive and dedicated team.

Responsible for the day to day operations of a highlyregarded dispensing practice, you will need to be flexible, able to prioritiseand versatile. With the GP Partner you will manage a clinical team whichincludes salaried GPs, an ANP, Practice Nurse and two Healthcare Assistants whoare supported by a well-established part time team including medicalsecretaries, dispensers and receptionist/administrators.

The role includes all aspects of practice finance, includingpayroll, pensions and claims, managing QoF and ensuring all statutoryregulations including CQC and Health and Safety as well as ensuring theprovision of high quality, safe patient centred care.

Knowledge of EMIS Web is essential as is experience in aleadership role.

Start date and salary to be agreed

Main duties of the job

Overseeing day to day operations of the practiceensuring staff meet their responsibilities

Leading change and continuous improvementinitiatives

Functional management of clinical andadministrative staff

Managing recruitment

Reviewing and updating Job descriptions andPerson Specifications

Managing contracts for services eg cleaning,gardening

Reviewing and updating practice policies andprocedures

Implementing an efficient business resilienceplan

Managing practice finances

Ensuring QoF targets are met

Coordinating practice diary, scheduling meetingsas appropriate

Liaising at external meetings as required

Producing quarterly Practice Newsletter

Establishing and managing a PPG

Manage complaints effectively

Ensure compliance with legislation in all areas

Management of the premises, including Health andSafety aspects such as risk assessments and mandatory training

Management of the practice IT systems

Compliance with IT security and InformationGovernance

Coordinating all projects in the practice

Maintaining the practice website and socialmedia presence

Deputise for the GP Principle and act as theprimary point of contact for NHS(E) ICB community services, suppliers, andother external stakeholders.

About us

The team at The Orchard Surgery in Langley is headed by a single GP Partner, clinically supported by two part-time salaried GPs, a part time ANP, Practice Nurse and 2 Health Care Assistants. They are supported by an experienced team including medical secretaries, dispensers, and admin/receptionists. We are a friendly, local surgery where patients are known to the team and we pride ourselves on providing a family doctor service willing to go over and above to support our patients and each other.

Job description

Job responsibilities

Main Objectives of the Post

To provide a leadership role in the practice to support theGP partner to deliver a comprehensive, quality driven service to the patientpopulation

Through business planning and development in conjunctionwith the partner, develop the strategic direction of the practice, deliveringagreed objectives.

To manage and maintain an effective communication strategyinternally and externally.

Manage and maintain an effective Human Resources strategy toachieve the most effective and resource efficient staff mix.

Develop, manage and maintain management policies andprocedures ensuring the practice premises are maintained to a high standard andadhere to Health and Safety at Work guidelines.

Identify the IT needs of the practice and implement policieswhich take account of national and local strategies.

Professional Duties andResponsibilities

OperationalManagement

Overseeing the day to day operations of the practice

Management of clinical and administrative staff

Detailed knowledge of the GMS contract, PCN contract, localcontracts and QoF

Leading change and continuous improvement, coordinating allprojects in the practice

Overseeing and chairing meetings, responsible for minutesand the dissemination of information to the wider team.

Responsibility for CQC compliance ensuring systems andprocesses are up to date as required by the CQC.

Maintain compliance with NHS contractual obligations.

Financial Managementand Planning

Maintaining and managing the practice accounts (currentlyusing IRIS will be moving to Xero)

Payment of invoices

Liaising with the accountants

Responsibility for payroll, PAYE and NHS Pension Scheme

Ensure all claims for payment (enhanced services etc) aresubmitted in a timely fashion

Human ResourceManagement

Awareness of employment law

Experience of recruitment, appraisals,performance management, handling grievances and disciplinary issues

Knowledge of Health and Safety legislation andrisk assessment

Experience in managing change and servicedevelopment

Conflict resolution and complaint handling

Lead workforce reviews, with reference to skillrequirements, staff development and workload

Ensure staff employment policies and procedures are robustand comply with current legislation.

Communications

Oversee communication channels for all members of the teamto maintain good staff relationships

Ensure effective communication and working relationships withexternal organisations such as Kent and Medway ICB, The Ridge PCN, NHS England,SCW CSU and Kent LMC

Promote good relationships between staff and patients,encourage feedback

Promote and develop the PPG

Provide effective communication to patients regardingservices available, including via the Website and social media channels.

Attending external meetings when required.

Taking minutes at practice meetings and sharing informationwith relevant parties.

Management ofPremises and Health and Safety

Manage policies and procedures to ensure the premises arewell maintained and that appropriate insurance cover is in place

Ensure the premises, equipment and services are in line withcurrent statutory regulations

Complete and manage risk assessments, policies andprocedures, including COSHH and RIDDOR to adhere to Health and SafetyGuidelines.

Quality Assurance andRisk Management

Manage the quality of the Practices service delivery andwith the GP Partner promote clinical effectiveness through clinical audit.

Initiate and develop policies encouraging continuous qualityimprovement in the service provided to patients.

Initiate and develop all aspects of risk management inclinical and administrative areas, including Health and Safety, InfectionControl and Significant Events.

InformationTechnology

Optimise the use of IT, develop and monitor the use ofinformation management systems in the practice.

Ensure the practice IT are managed appropriately and withinstatutory requirements and guidelines including confidentiality and datasharing.

Maximise the use of current and future information systems.

Work in conjunction with the ICB data quality team for anyfuture developments of the IT systems

Assume responsibility during and following and major event,ensuring that recovery is timely and effective in line with the businesscontinuity policy.

Managing Workload andPersonal Development

Use initiative to prioritise and manage your workload,delegating tasks appropriately and referring to the GP Partner in respect ofclinical, managerial and administrative areas when necessary.

Maintain personal and professional development by attendingrelevant events and courses as required.

Other Duties

The above list is for guidance only as duties may vary withthe introduction of new guidelines, technology or the progression of the role.

Person Specification

Qualifications

Essential

Honest, trustworth and reliable Educated to a good standard with excellent literacy, numeracy and IT skills Leadership and/or management experience

Desirable

Leadership and/or management qualification

Experience

Essential

Experience of working with the public Experience of managing accounting procedures Experience of working within a healthcare setting Experience of working with EMIS Web Experience of performance management including appraisals, staff development and disciplinary procedures Experience of successfully developing and implementing projects Relevant Health and Safety experience/knowledge

Desirable

Primary Care General Practice or NHS experience Experience of working with multi-disciplinary teams Experience of chairing meetings, producing agendas and minutes

Knowledge and Skills

Essential

Strong communication skills, verbal and written Working at management level Knowledge of employment law, health and safety regulations and risk assessment Strong leadership and negotiation skills Excellent problem solving and organisational skills Capable of working autonomously, being resourceful and self-motivated Available to work outside regular office hours if needed

Desirable

Ability to motivate teams, enhance morale and cultivating a positive work environment Experience in handling payments, record keeping Proficient with IT and able to learn new software Familiarity with GDPR compliance

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