Due to the pending retirement of our existing Practice Manager, an exciting opportunity has arisen at East Wing Surgery. We are looking to recruit a friendly, enthusiastic, and highly motivated individual to join our team. The successful candidate will play a pivotal role in managing and coordinating 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.
Main duties of the job
The Practice Manager is responsible for:
1. Overseeing the day-to-day operations of the organisation, ensuring staff achieve their primary responsibilities.
2. All aspects of managing, recruitment, and retention of staff.
3. Key liaison with Primary Care Network, the PCN Manager and any ARRS staff who provide a supporting service at the organisation.
4. Managing the financial elements of the organisation, including budgets, bank accounts and accounting system, petty cash, etc., seeking to maximise income and reduce expenditure in conjunction with the partners.
5. Developing, implementing and embedding an efficient business continuity plan.
6. Managing the procurement of organisation equipment, supplies and services.
7. Coordinating the reviewing and updating of all organisation policies and procedures.
8. Ensuring the team reaches QOF targets (supported by the nursing and administrative team).
9. Ensuring the organisation maintains compliance with its NHS contractual obligations.
10. Liaising at external meetings as required.
11. Management of all complaints in line with current legislation and guidance.
12. Co-ordinating the management of the premises.
13. Ensuring compliance with IT security and IG.
14. Act as the primary point of contact for NHS(E), ICB, community services, suppliers and other external stakeholders.
15. Partake in audit as requested by the Partners.
About us
We are a small friendly GP practice (4000+ patients) based within Palmer Community Hospital in Jarrow. We have 3 part-time GP Partners, 1 full-time Practice Nurse, 1 part-time Advanced Nurse Practitioner, and 1 part-time Nursing Associate.
We are a member of the South Tyneside West Primary Care Network.
Job responsibilities
The following are the core responsibilities of this role. There may be, on occasion, a requirement to carry out other tasks. This will depend 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. Management of all clinical and administrative staff.
3. Managing the recruitment and retention of staff.
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.
6. Establishing, reviewing and regularly updating job descriptions and person specifications.
7. Implementing effective systems for the resolution of disciplinary and grievance issues.
8. Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively.
9. Managing the financial elements of the organisation, including budgets, bank accounts and accounting system, petty cash, etc., seeking to maximise income and reduce expenditure in conjunction with the partners.
10. Maintaining an effective liaison with the accountant, overseeing organisation accounts, ensuring year-end figures are presented.
11. Briefing partners on all financial matters.
12. Managing and processing partners' drawings, PAYE, and pensions for practice staff.
13. Ensuring the organisation has appropriate insurance cover.
14. Developing, implementing and embedding an efficient business continuity plan.
15. Managing the procurement of organisation equipment, supplies and services.
16. Coordinating the reviewing and updating of all organisation policies and procedures.
17. Coordinating all projects within the organisation.
18. Coordinating and leading the compilation of organisation reports and the practice development plan (PDP).
19. Ensuring the team reaches QOF targets (supported by the nursing and administrative team).
20. Ensuring the organisation maintains compliance with its NHS contractual obligations.
21. Actively encouraging and promoting the use of patient online services.
22. Co-ordinating the publishing communications for internal and external use such as an organisation newsletter on a quarterly basis.
23. Co-ordinating the maintenance of the organisation and NHS choices websites.
24. Liaising at external meetings as required.
25. Management of the Patient Participation Group.
26. Management of all complaints in line with current legislation and guidance.
27. Coordinating the management of the premises.
28. Delegating staff to act as administrators of the organisation's IT system.
29. Ensuring compliance with IT security and IG.
30. Coordinating the organisation diary, ensuring meetings are scheduled appropriately.
31. Deputise for the Partners at internal and external meetings.
32. Act as the primary point of contact for NHS(E), ICB, community services, suppliers and other external stakeholders.
33. Partake in audit as requested by the Partners.
Person Specification
Experience
* Experience of working with the general public.
* Experience of managing multidisciplinary teams.
* Experience of performance management including appraisal writing, staff development and disciplinary procedures.
* Experience of successfully developing and implementing projects.
* Experience of managing accounting procedures including budget and cash flow forecasting.
* Experience of working in a healthcare setting.
* Experience of workforce planning, forecasting and development.
* NHS/primary care general practice experience.
* Relevant health and safety experience.
Other
* Flexibility to work outside of core office hours.
* Willingness to undertake further training.
* To be discreet and always maintain confidentiality.
* Full UK driving licence.
Qualifications
* Good standard of education with excellent literacy and numeracy skills.
Skills
* Ability to exploit and negotiate opportunities to enhance service delivery.
* Excellent communication skills (written, oral and presenting).
* Excellent leadership skills.
* Strategic thinker and negotiator.
* Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment.
* Effective time management (planning and organising).
* Ability to network and build relationships.
* Proven problem solving and analytical skills.
* Ability to develop, implement and embed policy and procedure.
* Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions.
* Polite and confident.
* Trustworthy and loyal.
* Flexible and cooperative.
* Excellent interpersonal skills.
* Motivated and proactive.
* Ability to use initiative and judgement.
* Forward thinker with a solutions focused approach.
* High levels of integrity and loyalty.
* Sensitive and empathetic in distressing situations.
* Ability to work under pressure.
* Confident, assertive and resilient.
* Ability to drive and deliver change effectively.
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.
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