Job summary
We are looking for an enthusiastic Practice Manager to leadthe small team at the Orchard Surgery.
With excellent communication skills and the ability to behands on in all the administrative areas of General Practice you will helpensure excellent patient care and lead a positive and dedicated team.
Responsible for the day to day operations of a highlyregarded dispensing practice, you will need to be flexible, able to prioritiseand versatile. With the GP Partner you will manage a clinical team whichincludes salaried GPs, an ANP, Practice Nurse and two Healthcare Assistants whoare supported by a well-established part time team including medicalsecretaries, dispensers and receptionist/administrators.
The role includes all aspects of practice finance, includingpayroll, pensions and claims, managing QoF and ensuring all statutoryregulations including CQC and Health and Safety as well as ensuring theprovision of high quality, safe patient centred care.
Knowledge of EMIS Web is essential as is experience in aleadership role.
Start date and salary to be agreed
Main duties of the job
Overseeing day to day operations of the practiceensuring staff meet their responsibilities
Leading change and continuous improvementinitiatives
Functional management of clinical andadministrative staff
Managing recruitment
Reviewing and updating Job descriptions andPerson Specifications
Managing contracts for services eg cleaning,gardening
Reviewing and updating practice policies andprocedures
Implementing an efficient business resilienceplan
Managing practice finances
Ensuring QoF targets are met
Coordinating practice diary, scheduling meetingsas appropriate
Liaising at external meetings as required
Producing quarterly Practice Newsletter
Establishing and managing a PPG
Manage complaints effectively
Ensure compliance with legislation in all areas
Management of the premises, including Health andSafety aspects such as risk assessments and mandatory training
Management of the practice IT systems
Compliance with IT security and InformationGovernance
Coordinating all projects in the practice
Maintaining the practice website and socialmedia presence
Deputise for the GP Principle and act as theprimary point of contact for NHS(E) ICB community services, suppliers, andother external stakeholders.
About us
The team at The Orchard Surgery in Langley is headed by a single GP Partner, clinically supported by two part-time salaried GPs, a part time ANP, Practice Nurse and 2 Health Care Assistants. They are supported by an experienced team including medical secretaries, dispensers, and admin/receptionists. We are a friendly, local surgery where patients are known to the team and we pride ourselves on providing a family doctor service willing to go over and above to support our patients and each other.
Job description
Job responsibilities
Main Objectives of the Post
To provide a leadership role in the practice to support theGP partner to deliver a comprehensive, quality driven service to the patientpopulation
Through business planning and development in conjunctionwith the partner, develop the strategic direction of the practice, deliveringagreed objectives.
To manage and maintain an effective communication strategyinternally and externally.
Manage and maintain an effective Human Resources strategy toachieve the most effective and resource efficient staff mix.
Develop, manage and maintain management policies andprocedures ensuring the practice premises are maintained to a high standard andadhere to Health and Safety at Work guidelines.
Identify the IT needs of the practice and implement policieswhich take account of national and local strategies.
Professional Duties andResponsibilities
OperationalManagement
Overseeing the day to day operations of the practice
Management of clinical and administrative staff
Detailed knowledge of the GMS contract, PCN contract, localcontracts and QoF
Leading change and continuous improvement, coordinating allprojects in the practice
Overseeing and chairing meetings, responsible for minutesand the dissemination of information to the wider team.
Responsibility for CQC compliance ensuring systems andprocesses are up to date as required by the CQC.
Maintain compliance with NHS contractual obligations.
Financial Managementand Planning
Maintaining and managing the practice accounts (currentlyusing IRIS will be moving to Xero)
Payment of invoices
Liaising with the accountants
Responsibility for payroll, PAYE and NHS Pension Scheme
Ensure all claims for payment (enhanced services etc) aresubmitted in a timely fashion
Human ResourceManagement
Awareness of employment law
Experience of recruitment, appraisals,performance management, handling grievances and disciplinary issues
Knowledge of Health and Safety legislation andrisk assessment
Experience in managing change and servicedevelopment
Conflict resolution and complaint handling
Lead workforce reviews, with reference to skillrequirements, staff development and workload
Ensure staff employment policies and procedures are robustand comply with current legislation.
Communications
Oversee communication channels for all members of the teamto maintain good staff relationships
Ensure effective communication and working relationships withexternal organisations such as Kent and Medway ICB, The Ridge PCN, NHS England,SCW CSU and Kent LMC
Promote good relationships between staff and patients,encourage feedback
Promote and develop the PPG
Provide effective communication to patients regardingservices available, including via the Website and social media channels.
Attending external meetings when required.
Taking minutes at practice meetings and sharing informationwith relevant parties.
Management ofPremises and Health and Safety
Manage policies and procedures to ensure the premises arewell maintained and that appropriate insurance cover is in place
Ensure the premises, equipment and services are in line withcurrent statutory regulations
Complete and manage risk assessments, policies andprocedures, including COSHH and RIDDOR to adhere to Health and SafetyGuidelines.
Quality Assurance andRisk Management
Manage the quality of the Practices service delivery andwith the GP Partner promote clinical effectiveness through clinical audit.
Initiate and develop policies encouraging continuous qualityimprovement in the service provided to patients.
Initiate and develop all aspects of risk management inclinical and administrative areas, including Health and Safety, InfectionControl and Significant Events.
InformationTechnology
Optimise the use of IT, develop and monitor the use ofinformation management systems in the practice.
Ensure the practice IT are managed appropriately and withinstatutory requirements and guidelines including confidentiality and datasharing.
Maximise the use of current and future information systems.
Work in conjunction with the ICB data quality team for anyfuture developments of the IT systems
Assume responsibility during and following and major event,ensuring that recovery is timely and effective in line with the businesscontinuity policy.
Managing Workload andPersonal Development
Use initiative to prioritise and manage your workload,delegating tasks appropriately and referring to the GP Partner in respect ofclinical, managerial and administrative areas when necessary.
Maintain personal and professional development by attendingrelevant events and courses as required.
Other Duties
The above list is for guidance only as duties may vary withthe introduction of new guidelines, technology or the progression of the role.
Person Specification
Qualifications
Essential
1. Honest, trustworth and reliable
2. Educated to a good standard with excellent literacy, numeracy and IT skills
3. Leadership and/or management experience
Desirable
4. Leadership and/or management qualification
Experience
Essential
5. Experience of working with the public
6. Experience of managing accounting procedures
7. Experience of working within a healthcare setting
8. Experience of working with EMIS Web
9. Experience of performance management including appraisals, staff development and disciplinary procedures
10. Experience of successfully developing and implementing projects
11. Relevant Health and Safety experience/knowledge
Desirable
12. Primary Care General Practice or NHS experience
13. Experience of working with multi-disciplinary teams
14. Experience of chairing meetings, producing agendas and minutes
Knowledge and Skills
Essential
15. Strong communication skills, verbal and written
16. Working at management level
17. Knowledge of employment law, health and safety regulations and risk assessment
18. Strong leadership and negotiation skills
19. Excellent problem solving and organisational skills
20. Capable of working autonomously, being resourceful and self-motivated
21. Available to work outside regular office hours if needed
Desirable
22. Ability to motivate teams, enhance morale and cultivating a positive work environment
23. Experience in handling payments, record keeping
24. Proficient with IT and able to learn new software
25. Familiarity with GDPR compliance