Job summary
Due to retirement of our Practice Manager, a fantastic opportunity has arisen for an enthusiastric, well organised and resourseful Practice Manager.
We are a friendly and supportive team of clinicians and administrative staff who work together to support our diverse local population.
You will lead the team and have responsibility for proactively managing all areas of the Practice from Management of staff, IT, Finance, Customer service, performance and quality.
Leading on Business operating and effectively manage change.
You will work closely with the GP partners in supporting growth and Income through various streams such as Enhanced Services, Qof and Network/Federation initiatves.
You must have experience of managing a complex organisation and have proven people management, communication and organisation kills along with IT experience .
Main duties of the job
There are many strings to a Practice Managers Role.
These cover the Basic, but any applicate will be sent full Job description
Communication with whole team, also patient at ever level, along with meeting external request and influences
Finance ensuring the practice meets all enhanced scheme payment, other income streams as they come on line. Practice Planning and Reports.
Management accounts for business, Income and Expenditure.
All aspects of Staff Managements from payroll, inland Revenue, Pensions and HR, Health & Safety, Infection control and other relevant Policies
Recruitment - Engaging GP & practice Staff, ensuring meeting all area's, Contracts, DBS, and policies. Monitoring external Staff.
IT management, overviewing IT programmes and supporting Staff
Building Maintance: Ensuring building maintained to high standard, along with Security. Consulting Room management, Reception, Waiting Room and Admin offices.
Constantly review all Confidentiality information and data so that we that national standards are maintained.
About us
We are a 5 GP practice in a very diverse area.
We have 2 partners and 3 Salaried GP's
1 Practice Nurse (30 hours)
2 GPA
15 administration team
2 Locums
The practice has approx. 7700+ patients with a mixture of Ethnic Patient.
All staff, know their role within the organisation, but can also cross work when needed.
The Practice Manager has 2 support assistants, 1 covering for the practice manager (during her absence) and the 2 managing reception desk.
Staff maintain a friendly atmosphere whilst manning the reception desk.
We are looking for a Practice Nurse for 1 day per week to support our practice nurse in achieving nursing targets that are set for the practice.
Job description
Job responsibilities
HOURS: 37
Job summary:
Responsibility for the smooth, efficient and profitable running of the practice, and maintaining a happy and committed team.
Job responsibilities:
Operations Management
Overseeing the day-to-day operations of the organisation, ensuring staff achieve their primary responsibilities.
Chairing practice and partner meetings and ensuring that communications are cascaded to other staff appropriately.
Personnel and training
Managing the administrative staff and non-clinical management of nursing staff, including securing funding and taking lead responsibility in staff appraisal and organising recruitment selection and training.
Ensuring contracts of employment are provided to all staff and that all relevant employment legislation is followed. Ensuring the practices employment policies and procedures are comprehensive and up to date.
Being responsible for the recruitment and retention of staff
Establishing, reviewing and regularly updating job descriptions and person specifications
Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively.
Overseeing HR responsibilities for the practice, including as host practice of PCN staff.
Coordinating the reviewing and updating of all organisation policies and procedures
Finance and profitability
Ensure that the book-keeping, petty cash and other financial aspects of the practice, including payroll and NHS pension scheme arrangements are accurate and complete.
Ensuring that all income and expenditure due to or made by the practice is received or recorded in the accounts of the practice.
Ensure all claims for contract work and reimbursable monies are submitted.
Work with the partners in seeking to maximise income and reduce expenditure.
Briefing partners on all financial matters, including forecasting
Information technology
Working with the IT clerk to ensure that the IT system is appropriately maintained and developed. Ensure compliance with Data Protection legislation.
Actively encouraging and promoting the use of patient online services
Lead contact within the practice for information governance
Managing the organisation IT system, delegating staff to act as administrators.
Ensuring compliance with IT security and IG
Premises and equipment
Responsibility for security, repairs, insurance and maintenance of premises, services and equipment.
Ensuring that the practice complies with aspects of Health & Safety at Work (HASAW) legislation.
Managing the procurement of organisation equipment, supplies and services.
Patient services
Implementing and maintaining systems to receive patient enquiries and suggestions, including oversight of the practice-based complaints procedure in conjunction with the relevant partner.
Reviewing and updating the practices information leaflet/website, practice publicity and health education material.
Coordinating and leading the compilation of organisation reports and the practice development plan (PDP)
Keep the practice policies and procedures up to date and ensure readiness for CQC
Future planning
Preparing a practice business plan, annual report and practice aims and objectives as required by the partners
Keeping abreast of developments within the NHS that might impinge on the practice or individual partners and offering options for consideration by the partners.
Ensuring the team reach QOF targets (supported by the nursing and administrative leads) as well as IIF and other local and national targets
Ensuring the organisation maintains compliance with its NHS contractual obligations
External relationships
Ensuring efficient internal and external communication, including being the focal point for contact with the primary care organisation, solicitor, accountant and other bodies
Managing contracts for services i.e., cleaning, gardening, window cleaning etc.
Representing the practice in external meetings
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 may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also 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.
Health & safety:
The post-holder will implement and lead on the full range of promotion and management of 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. This will include (but will not be limited to):
- Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
- Maintaining an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines, and ensure implementation of these across the business
- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business
- Making effective use of training to update knowledge and skills, and initiate and manage the training of others
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed
- Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers
- Undertaking periodic infection control training (minimum annually)
- Routine management of own team / team areas, and maintenance of work space standards
- Demonstrate due regard for safeguarding and promoting the welfare of children
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 include:
- 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 and activities to others who are undertaking similar work
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 recognize 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
Person Specification
Qualifications
Essential
- Practice Management Course achievement
Desirable
Experience
Essential
- Experience is required for Practice Manager role who has at least 2 year in the post in a practice with a list size of 5000+ patients
Desirable
- Practice Manager Assistant with 3 years experience, with a list size of 5000+ patient
Disclosure and Barring Service Check
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.
Employer details
Employer name
The Dawes Family Practice
Address
The Dawes Family Practice
83 Spotland Road
Rochdale
Lancashire
OL12 6RX