The Medical Centre

2A Zulu Rd, Basford, Nottingham, NG7 7DS

Tel: 01159409510

Job Description – Practice Manager

Main Responsibilities

The Practice Manager shall be responsible for the efficient, effective and safe management of the Practice and its finances, and ensure the well-being of patients, doctors and staff, and the successful smooth running of the Practice.

Support to Partners

  • Convene, attend, participate in and be responsible for the minutes of meetings when required
  • Organise and participate in staff meetings
  • Arrange all financial controls and reports

Human Resource Management

  • Provide full range of human resource and related services including: recruitment and selection, appraisal, performance reviewand supervision, training, staff welfare, health and safety, discipline and grievance procedures for all staff.
  • Provision of contracts of employment, job descriptions and other necessary documentation in line with current employment legislation and good practice.
  • Oversee induction process for new employees.
  • Co-ordinate, develop and maintain policies, systems and procedures to promote good staff relations, motivation, disciplinary and grievance provisions and performance interviews. Ensure staff are aware of these and meet their requirements.
  • Advise on all aspects of employment legislation and act as HR advisor.
  • Co-ordinate overall staff training plans linked to PDP and appraisals – and provide training as appropriate.
  • Monitor staff workloads and ensure efficient, cost-effective and adequate staffing levels.
  • Maintain effective communication with members of PHCT via: partners, clinical staff and PHCT meetings, written and verbal communications
  • Co-ordinate and carry out annual appraisals and staffing reviews as appropriate.
  • Encourage team working and development.

Management of Practice Finances

  • Liaise with practice accountant to prepare end of year documentation for annual audited accounts.
  • Prepare and present financial plans
  • Advise on and manage the drawings of partner and appropriate salary scales for staff
  • Manage PAYE, NI and NHS pension schemes for employed staff.
  • Manage and supervise practice accounts and to include: ledgers, bank reconciliation, cash flow monitoring, VAT returns, income and expenditure, control of incoming/outgoing invoices and control of petty cash.
  • Liaise with practice accountant and practice bankers in relation to any practice-related finance issues
  • Manage annual contracting process with NHS England. Ensure effective systems for signing up to and management of Service Level Agreements. Manage ongoing claims and receipts for enhanced services including use of LPHS, GPES and CQRS systems.
  • Take specific responsibility for managing the process and administrative requirements for:

-Patient Participation Groups, Enhanced Service, Patient surveys and related

-Dispensing Services Quality Scheme

-Others as appropriate

Practice Organisation and Development

  • Work with GP on strategic planning for all aspects of the practice.
  • Co-ordinate development of the practice development plan and annual reports to reflect overall view of the PHCT and to ensure inclusion of relevant and accurate information and data
  • Ensure that the practice meets the requirements for CQC registration in liaison with the practice Registered Manager
  • Prepare the practice for any external inspection visits
  • Be responsible for co-ordination of development, maintenance and review of practice policies and protocols e.g. clinical governance, clinical meeting programme and QOF to aid and improve practice organisation and provision of services to patients in liaison with partners and members of the PHCT.
  • Act as main point of contact with outside organisations, co-ordinate meetings as required and attend meetings outside the practice as required.
  • Co-ordinate and participate in practice, clinical meetings and ‘away days’ including inviting appropriate consultants, health professionals or others to attend. Take minutes for these and circulate.
  • Play an active role in the Practice Manager’s forum
  • Co-ordinate and project manage major practice initiatives ensuring participation from members of the PHCT in liaison with GP Principle.

Health and Safety

  • Ensure overall compliance with legislation relating to Health and Safety. This includes overseeing delegated responsibilities relating to risk assessment, infection control and similar as well as related clinical protocol development and management and carrying out associated staff training e.g. fire safety.
  • Ensure all accidents or dangerous incidents are investigated, recorded, reported, where necessary, and any follow-up action is taken
  • Act as main point of liaison for SABS and similar safety alerts – and ensure these are disseminated and actioned appropriately.

General Management

  • Ensure compliance with all statutory and legal regulations
  • Keep the partners and practice up to date with any new developments or changes
  • Maintain practice insurance policies and public liabilities.
  • Co-ordinate, in liaison with the Gp project development, management and implementation. These may include specific initiatives, introduction of new systems or procedures or upgrading or refurbishment of the premises
  • Deal with all relevant correspondence relating to roles and responsibilities.
  • Act as main point of contact with NHS England, CCG, accountant, solicitor or any other relevant body.
  • Co-ordinate (with GP and designated staff) practice social events

Patient Welfare and Primary Care Services

  • Together with partners plan, develop and implement systems and procedures to ensure adequate provision of services to patients.
  • Oversee implementation of systems and procedures for effective patients’ advice and information – including practice newsletter, contact with local media, website etc
  • Oversee and/or organise surgery timetables, duty rotas and holiday cover
  • Routinely monitor and assess practice performance against patient access and demand management targets

Safeguarding

  • Ensure Safeguarding policies and procedures are reviewed and up to date
  • Ensure members of PHCT meet SG training requirements and maintain training log
  • Organise SG reviews, quarterly multidisciplinary meetings (and other meetings) and dissemination of information

Complaints

  • Review the practice complaints procedure as necessary and in line with local and national legislation and guidance
  • Take lead responsibility for dealing with enquiries and complaints from patients effectively and efficiently to promote patient satisfaction, liaising with GP as necessary. Ensure all members of the PHCT comply with the complaints procedure.

Information Technology

  • Co-ordinate development of IT within the practice in line with IG Toolkit, CQC requirements and current legislation
  • Have a working knowledge of all aspects of practice system and software used in the practice and other systems including the internet.
  • Ensure maintenance and development of IT protocols and procedures
  • Ensure adequate training for all members of the PHCT in respect of IT within the practice

Personal and Professional Development

  • Undertake training as necessary in line with their personal development plan.
  • Participate in annual individual performance review and appraisal

General

  • Carry out any additional responsibilities in line with the post of Practice Manager as agreed with the partners.

Confidentiality

  • Attention is drawn to the confidentiality aspects of this post. Matters of a confidential nature, including information relating to patients or staff, must not under any circumstances be divulged to any unauthorised person. The post holder will also be required to maintain confidentiality when dealing with commercially sensitive material and information.

Person Specification

Practice Manager

Essential
Requirement / Desirable
Requirement
Qualifications / Management experience in a diverse role / Management qualifications or membership of professional body
Demonstration of on going professional development
Education to degree level or equivalent
Experience / A minimum of five years management experience in a medium sized organisation / Experience of working in the health or other public sector organisation
Knowledge and Skills / Good all round management skills particularly in relation to general organisation and human resources, finance and performance management / Knowledge of quality systems and key performance indicators
Personal Qualities / Calm and unflappable
Highly organised and able to prioritise workloads
Dependable and flexible
Good verbal and written communication skills
Trustworthy and Loyal
Motivation and Expectations / Highly motivated and able to empower others.
High expectation of self and others.
Able to work for the benefit of the team.