Job summary
We are looking to appoint a Practice Manager to our team.This is a challenging and rewarding role requiring all round generalmanagement, leadership, and financial skills. Previous experience of generalpractice would be beneficial; however, training and support will be provided.
Ideally you will have previous experience in a managementrole and will have worked in a healthcare setting. Experience in HR, financeand IT would be desirable. You will useyour strong interpersonal and communication skills to ensure the smooth andefficient daily running of the practice.
Main duties of the job
KEY RESPONSIBILITIES
To manage the practices staff to ensure teamswork effectively, and that the practice workforce comprises a suitable mix ofskills and competence to deliver high-quality services. To take responsibilityfor performance management of staff and workforce planning and being flexiblein doing so.
Planning and managing QOF activities andworkload, delegating duties, monitoring progress, and taking corrective actionas required.
To ensure that data and information are handledcorrectly, processed in an agreed format, actioned in a timely manner, storedand transmitted in a way that maintains confidentiality. To also ensure thatthe practice complies with legislation and information management standards.
Developing and maintaining access to patientservices. To monitor the availability of appointments, both in advance and on aday-to-day basis, to make sure patient access is adequate.
Ensure services are developed and delivered inline with national and local guidance.
To take responsibility for risk management, ensuringrisks are identified, tackled, minimised and mitigated, in line withlegislation and good practice. Reviewing policies and procedures to ensure theycomply with requirements.
Lead on health and safety compliance, ensuringthe practices health and safety policy is up to date, and that all staffcomply. Monitoring work areas and practices to make sure they are safe, in line with health and safety procedures and legislation.
About us
Greenhead Family Doctors is a small practice located closeto Huddersfield town centre. We are a forward-thinking, teaching practice witha friendly and dedicated team. Thesuccessful candidate will support our commitment to delivering exceptionalGeneral Practice services and drive positive change and growth, working closelywith the GP partners. You would be responsible for a team of 8 employed staff(clinical and administrative) and would need to work collaboratively withpractices within our Primary Care Network (PCN). We use the SystemOne clinicalsystem.
Job description
Job responsibilities
Job Summary
To manage and coordinate all aspects of organisation functionality, motivating and managing staff, optimising efficiency and financial performance, ensuring the organisation achieves its long-term strategic objectives in a safe and effective working environment.
Through innovative ways of working, lead the team in promoting ED&I, SHEF, quality and continuous improvement, confidentiality, collaborative working, service delivery, learning and development and ensure the organisation complies with UK legislation and both NHS and CQC regulations.
Primary Responsibilities
The following are the core responsibilities of this role. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels.
1. Overseeing the day-to-day operations of the organisation, ensuring staff achieve their primary responsibilities.
2. Functional management of all clinical and administrative staff
3. Managing the recruitment and retention of staff; including succession planning
4. Key liaison with Primary Care Network, the PCN Manager and any ARRS staff who provide a supporting service at the organisation.
5. Ensuring that all staff undertake a robust induction process, including staff employed via the PCN.
6. Establishing, reviewing, and regularly updating job descriptions and person specifications.
7. implementing and embedding an effective staff appraisal process
8. Implementing effective systems for the resolution of disciplinary and grievance issues
9. Maintaining an effective overview of and ensuring compliance with HR legislation
10. Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively.
11. Managing the financial elements of the organisation, including budgets, claims, invoicing and petty cash, etc. seeking to maximise income and reduce expenditure in conjunction with the partners.
12. Maintaining an effective liaison with the accountant and providing finance information as required. Maintain invoice payment records are up to date in SAGE.
13. Processing staff wages using IRIS including PAYE and pensions for practice staff
14. Support the partners in ensuring the organisation has appropriate insurance cover
15. Support the partners in developing, implementing and embedding an efficient business resilience plan (BRP)
16. Managing contracts for services,, cleaning, gardening, window cleaning etc.
17. Managing the procurement of organisation equipment, supplies and services
18. Coordinating the reviewing and updating of all organisation policies and procedures
19. Leading change and continuous improvement initiatives; coordinating all projects within the organisation.
20. Ensuring the team reaches QOF targets (supported by the Partners, Practice Nurse and admin staff
21. Ensuring the organisation maintains compliance with its NHS contractual obligations.
22. Actively encouraging and promoting the use of patient online services
23. Publishing communications for internal and external use such as an organisation website
24. Maintaining the organisation and NHS choices websites
25. Liaising at external meetings as required
26. Marketing the practice appropriately
27. Supporting the management of the Patient Participation Group
28. Effectively managing/supporting the management of all complaints in line with current legislation and guidance
29. The management of the premises, including leading on health and safety aspects such as risk assessments and mandatory training
30. Managing the organisation IT system, delegating staff to act as administrators.
31. Ensuring compliance with IT security and IG
32. Coordinating the organisation diary, ensuring meetings are scheduled appropriately.
All staff at this organisation have a duty to conform to the following:
Equality, Diversity and Inclusion (ED&I)
A good attitude and positive action towards Equality Diversity & Inclusion (ED&I) creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness; it is morally the right thing to do and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued, and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire (SHEF)
This organisation is committed to supporting and promoting opportunities for staff to maintain their health, wellbeing and safety.
The post holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines.
All personnel have a duty to take reasonable care of health and safety at work for themselves, their team and others and to cooperate with employers to ensure compliance with health and safety requirements.
Confidentiality
This organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and always maintain confidentiality.
It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.
Quality and Continuous Improvement (CI)
To preserve and improve the quality of this organisations outputs, all personnel are required to think not only of what they do but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the organisation to look for opportunities to improve quality and share good practice and to discuss, highlight and work with the team to create opportunities to improve patient care.
At this organisation, we continually strive to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone counts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
All staff are to contribute to investigations and root cause analyses whilst participating in serious incident investigations and multidisciplinary case reviews.
Learning and development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake in, and complete mandatory training as directed. It is an expectation for this post holder to assess their own learning needs and undertake learning as post holder will undertake mentorship for team members and disseminate learning and information gained to other team members to share good practice and inform others about current and future developments (, courses and conferences).
Service delivery
Staff will be given detailed information during the induction process regarding policy and procedure. The post holder must adhere to the information contained within the organisations policies and regional directives, ensuring protocols are always adhered to.
Managing information
All staff should use technology and appropriate software as an aid to management in the planning, implementation and monitoring of care and presenting and communicating information.
Security
The security of the organisation is the responsibility of all personnel. Staff must ensure they always remain vigilant and report any suspicious activity immediately to their line manager.
Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.
Leave
All personnel are entitled to take leave. The Practice Manager ensures all staff are afforded the opportunity to take a minimum of weeks leave (Pro-rata and inclusive of bank holidays) each year and should be encouraged to take all of their leave entitlement.
Ensure any data submissions are completed appropriately, in line with the requirements of NHS England and the ICB
Person Specification
Experience
Essential
33. Experience of managing accounting procedures including budget and cash flow forecasting
34. Experience of working in a healthcare setting
35. Experience of performance management including appraisal writing, staff development and disciplinary procedures
36. Experience of workforce planning, forecasting and development
Desirable
37. Experience of managing multidisciplinary teams
38. Relevant health and safety experience
39. NHS/primary care general practice experience
Qualifications
Essential
40. Good standard of education with excellent literacy and numeracy
41. skills
42. Leadership and/or management qualification
Desirable
43. Educated to degree level in healthcare or business
44. AMSPAR qualification
Knowledge and Skills
Essential
45. Ability to exploit and negotiate opportunities to enhance service delivery
46. Excellent communication skills (written, oral and presenting)
47. Strong IT skills (generic)
48. Excellent leadership skills
49. Effective time management (planning and organising)
50. Ability to network and build relationships
51. Ability to develop, implement and embed policy and procedure
Desirable
52. Strategic thinker and negotiator
53. Clinical system user skills
54. Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions