Job summary We are a single partner led small friendly GP practice in Rossington with 4,550 patients. Your role will be to run the practice in all administrative aspects of the surgery. An informal meeting and site visit would be advised. Main duties of the job To ensure the smooth running of the practice Reporting to the lead GP on a regular basis regarding all aspects of the surgery, HR /Finances/contracts etc. About us We have 15 members of staff and it is a friendly atmosphere to work in. There are 3 GP's, 2 Practice Nurses, 1 Health Care, 6 receptionists who all work part time, a secretary and the practice manager. All staff member have a good work ethic and are highly trained Date posted 23 January 2025 Pay scheme Other Salary Depending on experience To be negotiated Contract Permanent Working pattern Part-time Reference number A3864-25-0000 Job locations West End Clinic West End Lane New Rossington Doncaster South Yorkshire DN11 0PQ Job description Job responsibilities JOB DESCRIPTION Job Title: Practice Manager Based at: West End Clinic, Rossington Job Summary To manage and coordinate all aspects of the practices day-to-day business, motivating and managing staff, optimising efficiency and financial performance, and ensuring the practice achieves its long-term strategies. Accountability Accountable to the Partner. Duties and Responsibilities Practice Development, Contract Management and Legal Requirements Support the partners with strategic planning with project planning and financial reports. Identify efficiencies and new business opportunities Ensure all contracts and service agreements are prepared and signed as agreed by the partners Monitor the implementation of all contracts and service agreements Management responsibility for the requirements of the Care Quality Commission to include accurate recording of the practice and partners on the CQC register and an accurate Statement of Purpose. Compliance with CQC requirements. Complaints Manager for all complaints and investigations. 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. Ensure HR and training policies are up to date. Develop the communications structure in the Practice so that all meetings have an identified purpose, feed into each other, and function effectively. Ensure the effective recruitment, selection and induction of new staff. Provide clear and up-to-date contracts of employment, employment policies and procedures, and staff handbook in line with good employment practice. Manage performance and ensure appropriate supervision of staff. Ensure optimum staffing levels at all times and manage holiday and sickness absences. Develop teamwork, ensuring well-run regular staff meetings and organising away-days and social functions. Continue to run the existing effective staff appraisal scheme. Ensure the personal development and training of all staff. Review patterns and methods of work and skills-mix for both individuals and teams to ensure their efficient and effective functioning. Deal with grievances and disciplinary matters as may be required in conjunction with the partners. Maintain proper personnel and attendance records. Review pay and conditions of staff and advise the Partner accordingly. Ensure that all statutory requirements are fulfilled and adopt changes as and when they occur. Ensure confidentiality is maintained at all times and encourage the professionalism of all staff. 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. Management of financial resources: Responsible to the Partner for the effective use of practice finances, working closely with the practice accountant to plan effective budgetary control, ensuring cost efficiencies and maximisation of profitability. Ensure efficient working methods and best use of resources. Ensure sensible control of expenditure whilst ensuring necessary investment in resources. Ensure all income-generating opportunities are explored and maximised. Provide budgetary and cash flow forecasting to the partners. Ensure policies and procedures to protect the practice against fraud and financial mismanagement. Ensure the outsourced payroll function is properly managed, including payment of staff salaries, tax, NI, management of the NHS Pension Scheme. Ensure correct payment of supplies and expenses. Ensure correct billing for services and systems to reclaim monies owed to the practice. Ensure appropriate control of the petty cash account. Liaise with the Accountant, when required, to include annual estimates of earnings, tax returns and others as required. Management of Information Technology systems: Ensure the effective management of information within the practice and with outside agencies. Ensure the functioning and best use of the practices clinical computer system. Ensure that appropriate computer searches, audits and reports are carried out. Ensure the training of all personnel and users of the practice IT systems. Ensure maintenance of hardware and replacements as required. Lead on IT crisis prevention and develop systems to protect security of data. Ensure policies against the misuse of the Internet and emails. Prepare business case for future changes or developments and explore all relevant avenues of funding. Explore further development of practice website, on-line appointments and prescribing systems. 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. Annual IG Toolkit compliance and submission. Management of partnership issues: Provide support to the partners and the partnership to ensure excellent team-working and a sound legal framework. Ensure effective meetings with clear agendas, minutes and action plans. Provide management advice and information to the Partner in order for her to make decisions about the running of the practice. Assist in the recruitment of new staff. Advise the Partner regarding the best use of clinical resources and seek innovative ways of managing the clinical workload. Ensure decision-making relating to the partnership is documented. Ensure medical indemnity for all clinicians is up-to-date. Ensure clinical staff rotas and holiday arrangements are managed efficiently. Management of operational systems: Ensure the effective and efficient working systems and operational systems within the practice. Review and ensure that all operational systems, including the appointments system, messages, visits, results, prescribing systems, access, incoming mail, scanning, etc. function at an optimum level at all times. Ensure systems under the Quality and Outcome Framework (organisational and clinical) and enhanced services operate at optimum levels to achieve the highest targets possible. Management of premises, equipment and stock: Advise the practice in making full and effective use of its current premises, equipment and stock. Ensure that the purchase and control of supplies, drugs and equipment meets the current and future needs of the practice. Liaise with NHS Property Services regarding rent and service charges. Ensure maintenance, decorating and cleaning of premises is effectively carried out. Ensure appropriate insurance of premises, equipment and stock. Ensure security measures of premises and personnel, including intruder alarms, fire alarms and panic buttons. Be prepared to respond to out of hours alarm calls. 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. Ensure CQC compliance through risk assessments. Patient Services: Develop services which best serve the needs of the practices patient population. Manage the Patient Participation Group. (currently do not have a group) Ensure health promotion campaigns targeted to relevant groups. Develop child and family-friendly policies. Carry out and reviewing patient satisfaction surveys. Manage patient complaints, either informal or formal, using the practices in-house complaints procedure. Ensure significant event audits and learning plans. Ensure patient information is up-to-date and available, such as the patient leaflet and web site. 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 being met. Other Appropriate Duties Any other duties that may arise appropriate to the manager of a general practice. Job description Job responsibilities JOB DESCRIPTION Job Title: Practice Manager Based at: West End Clinic, Rossington Job Summary To manage and coordinate all aspects of the practices day-to-day business, motivating and managing staff, optimising efficiency and financial performance, and ensuring the practice achieves its long-term strategies. Accountability Accountable to the Partner. Duties and Responsibilities Practice Development, Contract Management and Legal Requirements Support the partners with strategic planning with project planning and financial reports. Identify efficiencies and new business opportunities Ensure all contracts and service agreements are prepared and signed as agreed by the partners Monitor the implementation of all contracts and service agreements Management responsibility for the requirements of the Care Quality Commission to include accurate recording of the practice and partners on the CQC register and an accurate Statement of Purpose. Compliance with CQC requirements. Complaints Manager for all complaints and investigations. 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. Ensure HR and training policies are up to date. Develop the communications structure in the Practice so that all meetings have an identified purpose, feed into each other, and function effectively. Ensure the effective recruitment, selection and induction of new staff. Provide clear and up-to-date contracts of employment, employment policies and procedures, and staff handbook in line with good employment practice. Manage performance and ensure appropriate supervision of staff. Ensure optimum staffing levels at all times and manage holiday and sickness absences. Develop teamwork, ensuring well-run regular staff meetings and organising away-days and social functions. Continue to run the existing effective staff appraisal scheme. Ensure the personal development and training of all staff. Review patterns and methods of work and skills-mix for both individuals and teams to ensure their efficient and effective functioning. Deal with grievances and disciplinary matters as may be required in conjunction with the partners. Maintain proper personnel and attendance records. Review pay and conditions of staff and advise the Partner accordingly. Ensure that all statutory requirements are fulfilled and adopt changes as and when they occur. Ensure confidentiality is maintained at all times and encourage the professionalism of all staff. 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. Management of financial resources: Responsible to the Partner for the effective use of practice finances, working closely with the practice accountant to plan effective budgetary control, ensuring cost efficiencies and maximisation of profitability. Ensure efficient working methods and best use of resources. Ensure sensible control of expenditure whilst ensuring necessary investment in resources. Ensure all income-generating opportunities are explored and maximised. Provide budgetary and cash flow forecasting to the partners. Ensure policies and procedures to protect the practice against fraud and financial mismanagement. Ensure the outsourced payroll function is properly managed, including payment of staff salaries, tax, NI, management of the NHS Pension Scheme. Ensure correct payment of supplies and expenses. Ensure correct billing for services and systems to reclaim monies owed to the practice. Ensure appropriate control of the petty cash account. Liaise with the Accountant, when required, to include annual estimates of earnings, tax returns and others as required. Management of Information Technology systems: Ensure the effective management of information within the practice and with outside agencies. Ensure the functioning and best use of the practices clinical computer system. Ensure that appropriate computer searches, audits and reports are carried out. Ensure the training of all personnel and users of the practice IT systems. Ensure maintenance of hardware and replacements as required. Lead on IT crisis prevention and develop systems to protect security of data. Ensure policies against the misuse of the Internet and emails. Prepare business case for future changes or developments and explore all relevant avenues of funding. Explore further development of practice website, on-line appointments and prescribing systems. 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. Annual IG Toolkit compliance and submission. Management of partnership issues: Provide support to the partners and the partnership to ensure excellent team-working and a sound legal framework. Ensure effective meetings with clear agendas, minutes and action plans. Provide management advice and information to the Partner in order for her to make decisions about the running of the practice. Assist in the recruitment of new staff. Advise the Partner regarding the best use of clinical resources and seek innovative ways of managing the clinical workload. Ensure decision-making relating to the partnership is documented. Ensure medical indemnity for all clinicians is up-to-date. Ensure clinical staff rotas and holiday arrangements are managed efficiently. Management of operational systems: Ensure the effective and efficient working systems and operational systems within the practice. Review and ensure that all operational systems, including the appointments system, messages, visits, results, prescribing systems, access, incoming mail, scanning, etc. function at an optimum level at all times. Ensure systems under the Quality and Outcome Framework (organisational and clinical) and enhanced services operate at optimum levels to achieve the highest targets possible. Management of premises, equipment and stock: Advise the practice in making full and effective use of its current premises, equipment and stock. Ensure that the purchase and control of supplies, drugs and equipment meets the current and future needs of the practice. Liaise with NHS Property Services regarding rent and service charges. Ensure maintenance, decorating and cleaning of premises is effectively carried out. Ensure appropriate insurance of premises, equipment and stock. Ensure security measures of premises and personnel, including intruder alarms, fire alarms and panic buttons. Be prepared to respond to out of hours alarm calls. 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. Ensure CQC compliance through risk assessments. Patient Services: Develop services which best serve the needs of the practices patient population. Manage the Patient Participation Group. (currently do not have a group) Ensure health promotion campaigns targeted to relevant groups. Develop child and family-friendly policies. Carry out and reviewing patient satisfaction surveys. Manage patient complaints, either informal or formal, using the practices in-house complaints procedure. Ensure significant event audits and learning plans. Ensure patient information is up-to-date and available, such as the patient leaflet and web site. 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 being met. Other Appropriate Duties Any other duties that may arise appropriate to the manager of a general practice. Person Specification Experience Essential Experience working in general practice would be beneficial Desirable Experience of working in primary care and GP practice would be desirable Qualifications Essential Qualifications in practice management would be an advantage Desirable N/A Knowledge of GP practice is essential Essential Good communication skills with staff and other services that work within general practice is essential Desirable Good IT skills will be required and ability to learn is essential Person Specification Experience Essential Experience working in general practice would be beneficial Desirable Experience of working in primary care and GP practice would be desirable Qualifications Essential Qualifications in practice management would be an advantage Desirable N/A Knowledge of GP practice is essential Essential Good communication skills with staff and other services that work within general practice is essential Desirable Good IT skills will be required and ability to learn is essential 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 West End Clinic Address West End Clinic West End Lane New Rossington Doncaster South Yorkshire DN11 0PQ Employer's website http://westendclinic.org/ (Opens in a new tab)