SENIOR PRACTICE MANAGER

JOB SUMMARY

We are looking to fill the vacancy of Senior Practice Manager and we would welcome a friendly, motivated, enthusiastic and pro-active individual who can fit into our small but close-knit, supportive team and support the partners in organisation, leadership, innovation and business development.

We are looking for a candidate who is well-versed in general practice management in all aspects. The candidate should be pro-active in looking at ways in improving patient care and increasing practice income. The Senior Practice Manager will be expected to ensure the practice is compliant with all aspects of health and safety, employment legislation and CQC requirements. The job description is wide and includes all aspects of day to day running of a GP practice along with timely and appropriately managing duties towards the PCN and regulatory bodies, ICB, NHSE, CQC etc.

We encourage continued professional development and we are keen to support any training needs that are required for the successful candidate. The Senior Practice Manager is encouraged to be involved in the local Practice Managers' Group who provide great peer support and have a wealth of knowledge and experience collectively. The Senior Practice Manager would have the opportunity to join the NHS Pension scheme.

Working hours are negotiable but 30 hours per week as minimum

Main duties of the job

Responsibility for the smooth, efficient and profitable running of the practice, and maintaining a happy and committed team. The role is responsible for all aspects of the practice’s day to day operations, including the practice compliance with a variety of key regulatory and legal frameworks. This includes the GMS contract and NHS SOP’s, CQC, Health & Safety, GDPR and Employment Law. The role should strive to provide an environment where everyone recognises and understands their respective roles and the aims and objectives of the practice.

You will be supported by a Practice Manager who will require training and supervision as is in-experienced but very keen to learn.

The manager will keep the partners abreast of forthcoming changes in the NHS and give them options for responding to change.

The successful applicant will be expected to meet the English Language Fluency requirements as outlined in the Immigration Act 2016.

Any job offer would be subject to an enhanced DBS check, and 2 satisfactory references from previous employers. Salary is negotiable and would be dependent upon experience.

About us

We are a suburban, medium-sized practice with a list size of around 6500 patients, located close to Cannock Town centre and housed in a local authority, purpose-built new premises with dedicated parking.

Our team includes two partners supported by a PM, administrative and secretarial/reception staff, 3 Clinical Pharmacists, Practice nurse, HCA, three part-time salaried GP's and one long-term locum. We are a teaching and training practice affiliated to Keele University and host both medical students and GP trainees. We also occasionally host students for work experience.

JOB RESPONSIBILITIES

Human Resources and Staff Training

Managing the administrative staff and non-clinical management of nursing staff, including workforce planning and taking lead responsibility in staff appraisal for non-clinical staff.

Responsibility for all staff recruitment and retention procedures within the surgery. Ensuring appropriate checks are performed including DBS checks, right to work in the UK and registration checks with professional bodies including the GMC/NMC and GP performers list.

Ensuring the practice has up to date immunisation status for staff to comply with CQC regulations.

Ensuring contracts of employment are provided to all staff and that all relevant employment legislation is followed. Ensuring the practice’s employment policies and procedures, including the staff handbook are comprehensive and up to date with current employment law.

Updating staff Job Descriptions when changes occur and issuing a copy to staff.

Ensuring an appropriate induction is undertaken for all staff, clinical and non-clinical including locums.

Responsibility for ensuring agreed training is completed for all surgery staff in line with the practice training plan in a timely manner.

Practice lead with regards to the grievance and disciplinary procedure and keeping the partners aware of problems as they arise.

Finance and Profitability

Responsibility for overseeing the book-keeping, petty cash and other financial aspects of the practice.

Approving staff overtime in line with the agreed staff cover plan. Submitting the payroll information to the accountant to process including any absence information.

Responsibility for the NHS staff pension scheme. Ensuring staff are on the correct pension bands, submitting the monthly GP1 and yearly SD55.

Compliance with the pension auto enrolment process at the practice staging date.

Ensuring all income and expenditure due to or made by the practice is received or recorded in the accounts of the practice, and preparing financial reports for the partners.

Ensuring all claims made in timely manner and confirmed received.

Working on ways to minimise expenditure and increase income.

Information Technology and Governance

Overseeing the practice IT systems, maintenance, security and ensuring the practice is up to date and aware of the latest technology.

Ensuring the practice complies with GDPR regulations for all practice data and this is kept up to date at all times.

Responsibility for compliance and completion of the DSP toolkit on an annual basis.

Practice lead for Information Governance and ensuring the surgery operates within required standards.

Regularly reviewing the practice and NHS website to ensure it is kept up to date at all times.

Premises and equipment

Responsibility for the operational management of the building including security, repairs, insurance and maintenance of premises, services and equipment.

Liaising with the landlord at the branch site regarding the premises lease.

Ensuring that the practice complies with aspects of Health & Safety at Work (HASAW) legislation at both sites.

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.

Managing the Significant Event and incident reporting process and sharing the event results with the practice team.

General duties

Preparing the practice business plan and ensuring the aims and objectives are met within the stated timescales

Ensuring the business continuity plan is kept up to date at all times and shared with key staff.

Organising practice meetings including partnership weekly meetings, staff clinical and non-clinical meetings.

Managing the Patient Participation Group including arranging and attending the quarterly meeting.

Completion of the workforce data for the practice on a monthly basis.

Responsibility for ensuring the practice complies with CQC regulations and operates within CQC KLOE standards. Regular audits should be undertaken to demonstrate compliance with the stated standards and identify any areas for quality improvements. Leading the team and partners with regards to preparation for CQC inspections.

Ensuring all practice policies and procedures are updated by the relevant staff in a timely manner.

Responsibility for compliance and completion of the EDEC on an annual basis.

Keeping abreast of developments within the NHS that might impact on the practice or individual partners and offering options for consideration by the partners.

External relationships

Ensuring efficient internal and external communication, including being the focal point for contact with the CCG, solicitor, accountant and other bodies.

Attending the Practice Managers monthly meeting and PCN meeting.

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.

Equality and diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues

Acting in a way that recognises the importance of people’s 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

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 team’s 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 people’s needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services

The post-holder will:

Apply practice policies, standards and guidance

Discuss with other members of the team how the policies, standards and guidelines will affect own work

Participate in audit where appropriate

This Job Description may be reviewed in light of experience, changes and developments.

PERSON SPECIFICATION

Qualifications

A Levels

Desirable

Degree level certification

Further qualifications

Relevant management or finance qualification

Experience

Managing people

Experience in NHS

Working in teams

Desirable

Management Experience

Qualities

Pleasant, confident, honest, motivated, reliable,

Proactive planner, innovative

Adaptive to change

Flexible with work pattern/hours

Welcoming to constructive criticism

Enthusiastic, hard worker

Utmost professional integrity

Skills

Excellent interpersonal skills with leadership

IT Skills

Appropriate job delegation

Good time management skills

Complaints resolution

Managing conflicts

Able to manage change and cope with pressure

Team working and networking

Desirable

Strategic Business Planning

Other

Non-smoker

Fluent in both spoken and written English

Desirable

The ability and willingness to travel to meetings & courses

Attend evening/weekend meetings

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

Alderwood Medical Practice

Longford Road

Cannock

Staffordshire

WS11 1QN

Pay: From £40,000.00 per year

Benefits:

• Canteen
• Company pension
• Free flu jabs
• Free parking
• On-site parking

Experience:

• Practice management: 3 years (preferred)

Work Location: In person