Job summary
Due to retirement we have a vacancy for a highly motivated, well organised and enthusiastic Practice Manager for Richmond Medical and Whitefield Health Care.
The successful candidate will be responsible for proactively managing the practices and for the performance of the team.
They will need to possess excellent leadership, communication and interpersonal skills as well as being able to multi task and work under pressure and to deadlines.
Main duties of the job
To manage and coordinate all aspects of the practices, motivate and manage staff and optimise efficiency.
Ensure compliance with CQC regulations and contract requirements.
Work closely with partners and the practice team to optimise opportunities.
About us
We are friendly and well organised practices, located in a purpose built LIFT building close to the M65.
We are busy practices but with a very friendly and supportive team who create a good, positive working environment.
We are high achievers in QOF and have a good CQC rating. We are also research practices.
Job description
Job responsibilities
- Oversee the day-to-day operations of the practices, ensuring staff achieve their primary responsibilities.
- Direct Line Management of non-clinical members of the management team.
- Functional management of all clinical and administrative staff.
- Support the delivery of excellent patient care with vision, willingness, and drive.
- Demonstrate excellent organisational and effective communication skills.
- Responsibility for ongoing maintenance and compliance with current CQC regulations, requirements, assessments and future inspections.
- Lead and chair practice meetings.
- Develop and co-ordinate systems to improve the efficiency and effectiveness of the practices.
- Coordinate the reviewing and updating of all practice policies and ensure compliance of policies
- Handle all complaints in a timely manner and in accordance with complaints procedures
- Manage how complaints are reviewed and any learning identified and disseminated.
- Management of the premises, including health and safety aspects such as risk assessments and mandatory training
- Work as part of the Primary Care Network ensuring the PCN delivers its contractual requirements and supports the growth and strength of the practice.
- Responsible for ensuring manual and electronic claims (CQRS, CCG,) monthly, quarterly, bi-annually and annually are submitted as deadlines require.
- Ensure the organisational requirements of the practice contracts with NHS England are fully met and complied with.
- Support the Partners/Lead Nurses to achieve clinical targets of QOF, local and national enhanced services.
- Ensure appropriate management of payroll processes.
- Negotiate with suppliers the best discounts available.
- Liaise with the ICB and payment agencies regarding queries with payments relating to the contract, e.g. enhanced services
- Robust finance and business skills to maintain and improve the profitability of the business, exploring areas for increasing income and reducing costs.
- Support PCN finance arrangements as they relate to the practice.
- Assist the practice in the wider community and assist with forging links with other local practices and relevant agencies.
- Represent the practices at Practice manager Forums and key meetings.
- Make recommendations to the partners for practice development regarding potential sources of income or savings.
- Knowledge and skills of HR and the ability to act sensitively and effectively.
- Responsible for the recruitment and selection of staff, ensuring contracts of employment and job descriptions are up-to-date
- Be aware of current employment legislation and ensure Employment Law compliance embedded within the practice policies are followed, seeking HR and legal advice where necessary.
- Ensure all mandatory training and appraisal processes are kept up to date for all staff.
- Develop and maintain excellent employee/employer relationships.
- Maintain good communication at all times with the practice team
- Oversee rotas which allow good staff cover at all times as well as giving the flexibility required at short notice to cover for illness, etc.
- Ensure DBS (Disclosure and Barring Service) checks for clinical and admin staff.
- Optimise effective team working.
- Be responsible for the health and safety policy and its implementation.
- Ensure appropriate support for newly appointed staff members.
- Ensure practices maintain resilience with staff and clinicians to meet access requirements.
- Review and where necessary revise skill-mix and deployment of staff to meet the changing needs of the Practices.
- Excellent knowledge of Microsoft systems and good general knowledge of IT
- Ensure the update of appropriate information governance systems.
- Work with IT support to ensure all practice IT and telephone systems are functioning effectively.
- Ensure DPA, GDPR and Individual Rights (confidentiality and SAR/access etc) are up to date.
- Ensure, with the support of the Management Team that all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively.
- Ensure processes in place to support staff compliance with IT security and IG
- Maintain the Practice websites.
- Ensure that the practice complies with NHS contractual obligations in relation to patient care.
- Maintain registration policies and monitor patient turnover and capitation.
- Oversee and manage effective appointment systems.
- Routinely monitor and assess practice performance against patient access and demand targets.
- Liaise with patient groups, encourage development of the PPG and acknowledge voluntary contributions from the patients.
- Understand and maintain the practice communication systems.
- Build/maintain good working relationships with NHS England, PSCE, ICB, hospitals, community agencies, LMC (Local Medical Committee), other GP practices, pharmacists, voluntary and private organisations.
- Present a professional image at all times, including when representing/promoting the practices at meetings and seminars.
- Assist and support the partners corporately and at an individual level to fulfil the requirements of revalidation.
- Share skills and expertise with others.
- Ensure the practices have an effective consultation system with patients to ensure that patients are at the centre of practice improvements and developments.
- Maintain excellent quality within the Practices.
- 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.
Job description
Job responsibilities
- Oversee the day-to-day operations of the practices, ensuring staff achieve their primary responsibilities.
- Direct Line Management of non-clinical members of the management team.
- Functional management of all clinical and administrative staff.
- Support the delivery of excellent patient care with vision, willingness, and drive.
- Demonstrate excellent organisational and effective communication skills.
- Responsibility for ongoing maintenance and compliance with current CQC regulations, requirements, assessments and future inspections.
- Lead and chair practice meetings.
- Develop and co-ordinate systems to improve the efficiency and effectiveness of the practices.
- Coordinate the reviewing and updating of all practice policies and ensure compliance of policies
- Handle all complaints in a timely manner and in accordance with complaints procedures
- Manage how complaints are reviewed and any learning identified and disseminated.
- Management of the premises, including health and safety aspects such as risk assessments and mandatory training
- Work as part of the Primary Care Network ensuring the PCN delivers its contractual requirements and supports the growth and strength of the practice.
- Responsible for ensuring manual and electronic claims (CQRS, CCG,) monthly, quarterly, bi-annually and annually are submitted as deadlines require.
- Ensure the organisational requirements of the practice contracts with NHS England are fully met and complied with.
- Support the Partners/Lead Nurses to achieve clinical targets of QOF, local and national enhanced services.
- Ensure appropriate management of payroll processes.
- Negotiate with suppliers the best discounts available.
- Liaise with the ICB and payment agencies regarding queries with payments relating to the contract, e.g. enhanced services
- Robust finance and business skills to maintain and improve the profitability of the business, exploring areas for increasing income and reducing costs.
- Support PCN finance arrangements as they relate to the practice.
- Assist the practice in the wider community and assist with forging links with other local practices and relevant agencies.
- Represent the practices at Practice manager Forums and key meetings.
- Make recommendations to the partners for practice development regarding potential sources of income or savings.
- Knowledge and skills of HR and the ability to act sensitively and effectively.
- Responsible for the recruitment and selection of staff, ensuring contracts of employment and job descriptions are up-to-date
- Be aware of current employment legislation and ensure Employment Law compliance embedded within the practice policies are followed, seeking HR and legal advice where necessary.
- Ensure all mandatory training and appraisal processes are kept up to date for all staff.
- Develop and maintain excellent employee/employer relationships.
- Maintain good communication at all times with the practice team
- Oversee rotas which allow good staff cover at all times as well as giving the flexibility required at short notice to cover for illness, etc.
- Ensure DBS (Disclosure and Barring Service) checks for clinical and admin staff.
- Optimise effective team working.
- Be responsible for the health and safety policy and its implementation.
- Ensure appropriate support for newly appointed staff members.
- Ensure practices maintain resilience with staff and clinicians to meet access requirements.
- Review and where necessary revise skill-mix and deployment of staff to meet the changing needs of the Practices.
- Excellent knowledge of Microsoft systems and good general knowledge of IT
- Ensure the update of appropriate information governance systems.
- Work with IT support to ensure all practice IT and telephone systems are functioning effectively.
- Ensure DPA, GDPR and Individual Rights (confidentiality and SAR/access etc) are up to date.
- Ensure, with the support of the Management Team that all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively.
- Ensure processes in place to support staff compliance with IT security and IG
- Maintain the Practice websites.
- Ensure that the practice complies with NHS contractual obligations in relation to patient care.
- Maintain registration policies and monitor patient turnover and capitation.
- Oversee and manage effective appointment systems.
- Routinely monitor and assess practice performance against patient access and demand targets.
- Liaise with patient groups, encourage development of the PPG and acknowledge voluntary contributions from the patients.
- Understand and maintain the practice communication systems.
- Build/maintain good working relationships with NHS England, PSCE, ICB, hospitals, community agencies, LMC (Local Medical Committee), other GP practices, pharmacists, voluntary and private organisations.
- Present a professional image at all times, including when representing/promoting the practices at meetings and seminars.
- Assist and support the partners corporately and at an individual level to fulfil the requirements of revalidation.
- Share skills and expertise with others.
- Ensure the practices have an effective consultation system with patients to ensure that patients are at the centre of practice improvements and developments.
- Maintain excellent quality within the Practices.
- 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.
Person Specification
Qualifications
Essential
- Good general level of education with a minimum of GCSE level in English Language and maths
Desirable
- Leadership and/or management qualification
- AMSPAR qualification
Experience
Essential
- Experience of performance management including appraisal writing, staff development and HR procedures.
Desirable
- Experience of working in an NHS GP setting at a management level including NHS Contract Management, ES, QOF, IIF and CQC.
Person Specification
Qualifications
Essential
- Good general level of education with a minimum of GCSE level in English Language and maths
Desirable
- Leadership and/or management qualification
- AMSPAR qualification
Experience
Essential
- Experience of performance management including appraisal writing, staff development and HR procedures.
Desirable
- Experience of working in an NHS GP setting at a management level including NHS Contract Management, ES, QOF, IIF and CQC.
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.