Job Description
Practice Manager
St John’s Hill Surgery – Begg Practice
JOB SUMMARY
JOB TITLE: Practice Manager
REPORTS TO: GP Partners
HOURS: 37.5 hours per week
SALARY: c. £45,000pa £70,000pa
We are looking for an enthusiastic and resourceful manager with strong interpersonal skills to lead the practice and manage its future growth. The person appointed will be appropriately qualified and have proven skills particularly in HR, IT and managing finances.
MAIN DUTIES OF THE JOB
Core Tasks and Functions:
Patient Services
Management of Human Resources
Policy and Planning
Management of financial resources
Management of Information Technology systems
Management of partnership issues
Management of operational systems
Management of premises, equipment and stock
Care Quality Commission and RCGP Practice Accreditation
Personal Development
ABOUT US
We are a friendly GP training practice with almost 11,000 patients and a rapidly growing list size, located in a modern community health centre in the heart of Battersea. The practice is very popular and receives excellent feedback from patients. There is a great team spirit between doctors and staff.
JOB DESCRIPTION
Job responsibilities
Core Tasks and Functions
Patient Services:
Develop services which best serve the needs of the practices patient population. a) Develop, maintain and market new and existing patients services. b) Liaise with relevant patient forums and the patient participation group. c) Embrace links with other healthcare providers and social services as laid out in the Governments plans to develop a patient-led NHS. d) Ensure health promotion campaigns targeted to relevant groups. e) Develop child and family-friendly policies. f) Review patient satisfaction surveys. g) Deal face-to-face with patients as necessary. h) Manage patient complaints, either informal or formal, using the practices in-house complaints procedure with a view to customer service improvement. i) Manage patients expectations about the services provided at the practice. j) Help the more vulnerable patients to access the services offered. k) Train and coach staff to provide excellent customer care. l) Ensure significant event audits and learning plans. m) Ensure patient information is up-to-date and available, such as the practice brochure, patient newsletter, patient leaflets and waiting room screens.
Management of Human Resources:
Ensure that the practice is staffed and resourced within the budget by people with appropriate skills, experience and commitment to provide the professional, technical, administrative and inter- personal expertise needed.
a) Develop HR and training policies.
b) Ensure the effective recruitment, selection and induction of new staff.
c) Ensure clear and up-to-date contracts of employment, employment policies and procedures, and staff handbook in line with good employment practice.
d) Ensure performance is managed and there is appropriate supervision of staff.
e) Ensure optimum staffing levels at all times with holiday and sickness absences managed.
f) Develop teamwork, ensuring well-run regular staff meetings and organising away-days and social functions.
g) Oversee the running of the existing staff appraisal scheme.
h) Ensure the personal development and training of all staff.
i) Review patterns and methods of work and skills-mix for both individuals and teams to ensure their efficient and effective functioning.
j) Deal with grievances and disciplinary matters as may be required in conjunction with the partners.
k) Ensure personnel and attendance records are maintained.
l) Review pay and conditions of staff and advise the partners accordingly.
m) Ensure that all statutory requirements are fulfilled and adopt changes as and whey they occur.
n) Ensure confidentiality is maintained at all times and encourage the professionalism of all staff.
o) Ensure training needs are identified and develop with each staff member an annual training plan as part of the appraisal system. Ensure that training is carried out either in-house or externally.
Policy and Planning:
Review the organisation and developments within and outside the practice which will impact directly or indirectly. This includes involvement in local and national agencies which formulate and influence primary health care strategy.
a) Participate and work with groups determining future policy, including Clinical Commissioning groups and locality forums.
b) Develop business cases and tenders to provide future services.
c) Explore innovative ideas for provision of services to suit the needs of the practice population and the professionals working within the practice team.
d) Explore opportunities to optimise use of practice facilities, agree contracts and ensure appropriate legal requirements.
e) Liaise with other local practices through the practice managers forum and other relevant forums.
Management of financial resources:
Responsible to the partners for the effective use of practice finances, working with the practice accountant to plan effective budgetary control, ensuring cost efficiencies and maximisation of profitability.
a) Ensure efficient working methods and best use of resources.
b) Ensure controls of expenditure whilst ensuring necessary investment in resources.
c) Ensure all claims for income are processed and received.
d) Ensure all income-generating opportunities are explored and maximised. e) Provide budgetary and cash flow forecasting to the partners.
f) Ensure policies and procedures to protect the practice against fraud and financial mismanagement.
g) Carry out the payroll function, including payment of staff salaries, tax, NI, management of the NHS Pension Scheme.
h) Oversee the appropriate payment of partners drawings.
i) Manage the practices bank account.
j) Ensure correct payment of supplies and expenses.
k) Ensure correct billing for services and systems to reclaim monies owed to the practice.
l) Ensure appropriate control of the petty cash account.
Management of Information Technology systems:
Ensure the effective management of information within the practice working with the IT manager and outside agencies.
a) Ensure the functioning and best use of the practices clinical computer system and implement new software systems to aid the efficiency of the practice.
b) Ensure that appropriate computer searches, audits and reports are carried out.
c) Ensure development of the practices internal Intranet and other IT systems.
d) Ensure the training of all personnel and users of the practice IT systems.
e) Ensure maintenance of hardware and replacements as required.
f) Lead on IT crisis prevention and develop systems to protect security of data.
g) Ensure policies against the misuse of the Internet and emails.
h) Prepare business case for future changes or developments and explore all relevant avenues of funding.
i) Explore further development of practice website, on-line appointments and prescribing systems.
j) Ensure confidentiality of data and conformity to the Data Protection Act and Medical Records and
Reports Acts, the Freedom of Information Act and the Caldicott Report.
Management of partnership issues:
Provide support to the partners and the partnership to ensure excellent team-working and a sound legal framework.
a) Ensure effective partners meetings with clear agendas, minutes and action plans. b) Ensure appropriate and up-to-date partnership deed.
c) Provide management advice and information to the partners in order for them to make decisions about the running of the practice.
d) Organise partners away-days and planning meetings to develop strategy and team working.
e) Assist in the recruitment of new partners.
f) Deal with partnership changes retirements, new appointments, legal, financial and patient-related implications.
g) Advise the partners regarding the best use of clinical resources and seek innovative ways of managing the clinical workload.
h) Ensure decision-making relating to the partnership is documented.
i) Ensure medical indemnity for all clinicians is up-to-date.
j) Liaise with the out-of-hours provider as necessary.
Management of operational systems:
Ensure the effective and efficient working systems and operational systems within the practice.
a) Review and ensure that all operational systems, including the telephone system, appointments system, messages, visits, results, prescribing systems, access, incoming mail, scanning, etc. function at an optimum level all times.
b) Regularly review DNA rates, workload, supply and demand of appointments and reduce missed appointments.
c) Ensure the summarising of clinical information on to the patient medical records and summarising of notes is kept up to the necessary levels.
d) Ensure the correct registration and deduction of patient records in line with recommended procedures.
e) Ensure efficient systems under the Quality and Outcome Framework (organisational and clinical)
f) Evaluate and implement enhanced services.
Management of premises, equipment and stock:
Advise the practice in making full and effective use of its current premises, equipment and stock.
a) Oversee processes for the maintenance, repair and cleaning of all practice premises.
b) Arrange valuations are necessary.
c) Review best use of premises.
d) Manage any future premises developments
e) Manage lease agreements.
f) Ensure appropriate insurance of premises, equipment and stock.
g) Ensure security measures of premises and personnel, including intruder alarms, fire alarms and panic buttons.
h) Ensure adherence to health and safety and fire procedures throughout the practice and relevant training and updates are undertaken as required by all practice staff.
i) Ensure risk assessments are regularly carried out and documented.
j) Ensure that the purchase and control of supplies, drugs and equipment meets the current and future needs of the practice.
Care Quality Commission and RCGP Practice Accreditation:
Advise the partners on action needed to maintain compliance with the CQC requirements.
a) Manage the process by which the practice maintains registration under the CQC. b) Monitor and develop the operation of the organisation as needed to ensure that the Essential Standards continue to be met by the practice.
c) Support the partners through any inspection visits from the CQC.
d) Implement and follow up any action or improvements required by the CQC in order to maintain registration
Personal Development:
Manage own time effectively, plan and meet personal and practice targets. Ensures own personal development through reflection and feedback from partners and colleagues. Ensure that personal continuing training needs are identified and met.
Other Appropriate Duties:
Any other duties that may arise appropriate to the manager of a general practice.
PERSON SPECIFICATION
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
Experience
Essential
- NHS / Primary Care General Practice experience
- Experience of working with the general public
- Experience of managing accounting procedures including budget and cash flow forecasting
- Experience of working in a health care setting
- Experience of managing large multidisciplinary teams
- 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
- Relevant health and safety experience
- Experience of chairing meetings, producing agendas and minutes
Skills
Essential
- Ability to exploit and negotiate opportunities to enhance service delivery
- 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 & Organising)
- Ability to network and build relationships
- Proven problem solving & analytical skills
- Ability to develop, implement and embed policy and procedure
- Ability to motivate and train staff
Desirable
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
- Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
- OTHER REQUIREMENTS
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
- Maintains confidentiality at all times
- Full UK driving licence
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK
Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
UK Registration
Applicants must have current UK professional registration. For further information please see NHS
Careers website (opens in a new window).
EMPLOYER DETAILS
Employer name
St John’s Hill Surgery – Begg Practice
Address
Entrance B
162 St John’s Hill
London
SW11 1SW
Employer's website https://www.stjohnshillsurgery.nhs.uk/ (Opens in a new tab)
Job Types: Full-time, Permanent
Salary: £45,000.00-£70,000.00 per year
Schedule:
- Monday to Friday
- Weekend availability
Ability to commute/relocate:
- London: reliably commute or plan to relocate before starting work (required)
Experience:
- Medical Practice Management: 5 years (preferred)
Work Location: In person
Application deadline: 16/04/2023
Reference ID: PM Begg Practice
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