Job summary We are looking to appoint a committed and highly motivated practice manager to be part of our progressive team. The successful candidate will play a pivotal role in ensuring the efficient and effective management of the practice, driving growth and sustainability in line with NHS policies and developments. This will include working closely within our Primary Care Network. We are looking for proven HR skills along with excellent interpersonal and team skills to ensure the smooth running of the practice. In addition business and organisational skills will be essential to manage practice budgets keeping the practice on a firm financial footing and compliant with CQC regulations. You must be an experienced manager, dynamic, highly organised and enthusiastic, with outstanding leadership skills, a good head for business and excellent communication and team skills. You will have vision, be adaptable, and conscientious We are looking for a PM to work a minimum of 30 hours, up to full time would be considered for the right candidate. Free parking is available. Informal discussions and visits are welcome Please evidence in your application how you fulfil the requirements of the role Main duties of the job The main role of the post is to manage, coordinate and oversee all aspects of practice functionality, optimising efficiency and financial performance and ensuring the practice achieves its long-term objectives in a safe and effective working environment. Through innovative ways of working, you will lead the team in promoting continuous improvement, collaborative working, service delivery, learning and development, and ensure the practice complies with CQC regulations. The Practice Manager will work closely with the Partners in developing and maintaining an efficient and effective GP practice, which requires strong leadership under pressure. Responsibilities include business planning, general management and leadership, staff management and development, financial/payroll systems and HR functions, systems development and overseeing compliance with GMS Contract whilst ensuring quality patient services is delivered at all times. You will also be a board member of Harthill Primary Care Network, looking to work closely with the other 4 member practices. About us Willerby & Swanland Surgery is a long established friendly and supportive practice currently looks after in excess of 10600 patients. The surgery is warm and welcoming with a well-established team consisting of:2 GP partners, 4 salaried GPs, 1 Advanced nurse practitioner, 3 practice nurses, 1 Health care assistant and a supportive reception/administration team. A number of other staff work in collaboration with us including a first contact physiotherapist, paramedics and pharmacists providing consultations and other services to our patients. Date posted 28 January 2025 Pay scheme Other Salary Depending on experience Contract Permanent Working pattern Full-time, Part-time Reference number A0127-25-0004 Job locations Lowfield Road Anlaby Hull HU10 7JR Job description Job responsibilities The Practice Manager will work closely with the Partners in delivering outstanding care to our patients whilst supporting and leading our staff. The Practice manager will oversee the financial, administrative, Care Quality Commission, human resources, facilities management and business functions of the practice, with the support of a senior leadership team who they will directly line manage. General Overall responsibility of the day to day running of the surgery. Functional management of all clinical and administrative staff. Direct line management of staff members as agreed by the partners. Strategic Management and Planning will involve keeping abreast of current affairs and identifying business opportunities. Determine practice strategy; formulate objectives and research and monitor and evaluate performance of the practice management team against objectives; identify and manage change Annually update the Practice Development Plan, oversee the implementation of the aims and objectives as set by the partners Assess and evaluate accommodation requirements and manage development and expansion plans. Manage practice budgets with partners and look to maximise income. Submit year-end figures promptly and liaise with the practice accountant, providing forecasts and reports to the partners. Reconcile bank accounts; negotiate/liaise with the practice bankers. Reconcile income and expenditure statements and purchase/sales ledger transactions Partners drawings. Understand and report on the financial implications of contract and legislation changes Managing staffing levels within agreed budgets. Manage the performance and appraisals of the management team ensuring regular reviews are implemented and development opportunities are recognised and set working protocols to cover all job roles within the practice together with expectations of conduct. Take a pivotal role in convening meetings and all involved with the process. Oversee the development of practice protocols and procedures, with the relevant manager and ensure appropriate insurance cover and that the practice has adequate disaster recovery procedures in place. Carrying overall responsibility for ensuring that the practice complies with NHS contractual obligations in relation to patient care and service development and delivery is in accordance with local and national guidelines whilst liaising with the ICB, PCSE, NHSE, CQC, PCN and other outside agencies Responsible for ensuring CQC compliance across all domains and leading on inspections when required Ensure the practice has effective IT data security, back-up, maintenance and disaster recovery plans in place Manage Employment Law regulatory compliance Ensure the practice has processes in place for effective and efficient communication internally and externally with all bodies. Act as the first point of contact, and negotiator where necessary, for the PCN, ICB, PCSE, NHSE and all other external bodies Support the equality, diversity and rights of patients, carers and colleagues, acting in a way that recognizes the importance of peoples rights, and interpreting them in a way that is consistent with The Equality Act, data protection, GDPR, practice procedures and policies, and current legislation Work with the partners to format the policies, standards and guidelines that will form the vision and workings of the practice. Work collaboratively with PCN colleagues to achieve PCN objectives Review complaint responses as appropriate. Human Resources Interpreting and applying the rights and responsibilities of staff in a way that is consistent with current legislation and practice policies Monitoring the effectiveness of equality, diversity and employment rights, policies and procedures, reviewing how they are implemented and making changes as necessary to ensure compliance Managing the Practice Staff to ensure that teams are led and work effectively, that work is appropriately delegated and results delivered. That processes of recruitment and selection are effective and comply with current legislation and that performance and disciplinary issues are handled with sensitivity and in compliance with current legislation Supporting team members in developing and applying their knowledge and skills in practice, increasing the skill mix where possible Develop and maintain processes in the practice such as audit and quality improvement activities to ensure that learning opportunities are recognised and acted upon by the whole team Patient Services Adopt a strategic approach to the development and management of patient services for delivery by the Patient Services manager and operations lead. Ensure service development and delivery is in accordance with local and national guidelines Ensure that the Practice complies with NHS contractual obligations in relation to patient care Routinely monitor and assess Practice performance against patient access and demand management targets. Support Patient Service Manager with patient groups/PALS as appropriate. Finance Manage and run the monthly payroll/PAYE system for all staff (GP Iris payroll) Understand and report on the financial implications of contract and legislation changes Manage Practice accounts; submit year-end figures promptly and liaise with the Practice accountant Monitor cash-flow, prepare regular forecasts and reports to the partners Manage and reconcile bank accounts; negotiate/liaise with the Practice bankers Pension management. Ensure appropriate systems for compliance with The Pensions Regulator Auto-Enrolment requirements, administration of the NHS Pension scheme and any other practice pension schemes, ensuring appropriate contributions to the Practice pension scheme(s) and maintenance of appropriate records. Quality & Outcome Framework (QOF), reporting of underperformance and remedial actions as appropriate with QOF lead Manage practice budgets and seek to maximise income Maintain responsibility for handling and recording all cash payments, receipts and invoices Manage appropriate systems for handling and recording of cash, cheques and petty cash Manage and monitor DES and LES claims Quality & Risk Management Ensuring that potential risks to the practice and its work, including those concerning health and safety of individuals are identified, addressed and minimised in line with relevant legislation and best practice Monitoring of work areas and practices to ensure they are safe and free from hazards and that they conform to health and safety legislation Ensuring that the practice complies with current governance recommendations Monitoring activities against quality standards, auditing performance and taking effective corrective action to improve performance against standards Operational Management and Planning Implementing and maintaining systems to receive patient enquiries and suggestions, including oversight of the practice based complaints procedure in conjunction with the relevant partner. Ensuring that all methods of communication in the practice operate effectively to the benefit of patients and team members. Ensuring that patients are able to access the services in accordance with agreed standards. Ensuring that the delivery of services in accordance with equality legislation and protects all patients and carers rights. Professional Leadership Modelling high quality leadership and management at all times Coaching and supporting the development of staff, including the leadership and management skills of the team. Reviewing own practice, set targets and take responsibility for own development Liaison Attending GP meetings as required, preparation of agenda and taking minutes Communicating on behalf of the practice with external organisations Developing relationships with other local managers as part of a network Attending Practice Manager/PTL /PCN workshops etc Job description Job responsibilities The Practice Manager will work closely with the Partners in delivering outstanding care to our patients whilst supporting and leading our staff. The Practice manager will oversee the financial, administrative, Care Quality Commission, human resources, facilities management and business functions of the practice, with the support of a senior leadership team who they will directly line manage. General Overall responsibility of the day to day running of the surgery. Functional management of all clinical and administrative staff. Direct line management of staff members as agreed by the partners. Strategic Management and Planning will involve keeping abreast of current affairs and identifying business opportunities. Determine practice strategy; formulate objectives and research and monitor and evaluate performance of the practice management team against objectives; identify and manage change Annually update the Practice Development Plan, oversee the implementation of the aims and objectives as set by the partners Assess and evaluate accommodation requirements and manage development and expansion plans. Manage practice budgets with partners and look to maximise income. Submit year-end figures promptly and liaise with the practice accountant, providing forecasts and reports to the partners. Reconcile bank accounts; negotiate/liaise with the practice bankers. Reconcile income and expenditure statements and purchase/sales ledger transactions Partners drawings. Understand and report on the financial implications of contract and legislation changes Managing staffing levels within agreed budgets. Manage the performance and appraisals of the management team ensuring regular reviews are implemented and development opportunities are recognised and set working protocols to cover all job roles within the practice together with expectations of conduct. Take a pivotal role in convening meetings and all involved with the process. Oversee the development of practice protocols and procedures, with the relevant manager and ensure appropriate insurance cover and that the practice has adequate disaster recovery procedures in place. Carrying overall responsibility for ensuring that the practice complies with NHS contractual obligations in relation to patient care and service development and delivery is in accordance with local and national guidelines whilst liaising with the ICB, PCSE, NHSE, CQC, PCN and other outside agencies Responsible for ensuring CQC compliance across all domains and leading on inspections when required Ensure the practice has effective IT data security, back-up, maintenance and disaster recovery plans in place Manage Employment Law regulatory compliance Ensure the practice has processes in place for effective and efficient communication internally and externally with all bodies. Act as the first point of contact, and negotiator where necessary, for the PCN, ICB, PCSE, NHSE and all other external bodies Support the equality, diversity and rights of patients, carers and colleagues, acting in a way that recognizes the importance of peoples rights, and interpreting them in a way that is consistent with The Equality Act, data protection, GDPR, practice procedures and policies, and current legislation Work with the partners to format the policies, standards and guidelines that will form the vision and workings of the practice. Work collaboratively with PCN colleagues to achieve PCN objectives Review complaint responses as appropriate. Human Resources Interpreting and applying the rights and responsibilities of staff in a way that is consistent with current legislation and practice policies Monitoring the effectiveness of equality, diversity and employment rights, policies and procedures, reviewing how they are implemented and making changes as necessary to ensure compliance Managing the Practice Staff to ensure that teams are led and work effectively, that work is appropriately delegated and results delivered. That processes of recruitment and selection are effective and comply with current legislation and that performance and disciplinary issues are handled with sensitivity and in compliance with current legislation Supporting team members in developing and applying their knowledge and skills in practice, increasing the skill mix where possible Develop and maintain processes in the practice such as audit and quality improvement activities to ensure that learning opportunities are recognised and acted upon by the whole team Patient Services Adopt a strategic approach to the development and management of patient services for delivery by the Patient Services manager and operations lead. Ensure service development and delivery is in accordance with local and national guidelines Ensure that the Practice complies with NHS contractual obligations in relation to patient care Routinely monitor and assess Practice performance against patient access and demand management targets. Support Patient Service Manager with patient groups/PALS as appropriate. Finance Manage and run the monthly payroll/PAYE system for all staff (GP Iris payroll) Understand and report on the financial implications of contract and legislation changes Manage Practice accounts; submit year-end figures promptly and liaise with the Practice accountant Monitor cash-flow, prepare regular forecasts and reports to the partners Manage and reconcile bank accounts; negotiate/liaise with the Practice bankers Pension management. Ensure appropriate systems for compliance with The Pensions Regulator Auto-Enrolment requirements, administration of the NHS Pension scheme and any other practice pension schemes, ensuring appropriate contributions to the Practice pension scheme(s) and maintenance of appropriate records. Quality & Outcome Framework (QOF), reporting of underperformance and remedial actions as appropriate with QOF lead Manage practice budgets and seek to maximise income Maintain responsibility for handling and recording all cash payments, receipts and invoices Manage appropriate systems for handling and recording of cash, cheques and petty cash Manage and monitor DES and LES claims Quality & Risk Management Ensuring that potential risks to the practice and its work, including those concerning health and safety of individuals are identified, addressed and minimised in line with relevant legislation and best practice Monitoring of work areas and practices to ensure they are safe and free from hazards and that they conform to health and safety legislation Ensuring that the practice complies with current governance recommendations Monitoring activities against quality standards, auditing performance and taking effective corrective action to improve performance against standards Operational Management and Planning Implementing and maintaining systems to receive patient enquiries and suggestions, including oversight of the practice based complaints procedure in conjunction with the relevant partner. Ensuring that all methods of communication in the practice operate effectively to the benefit of patients and team members. Ensuring that patients are able to access the services in accordance with agreed standards. Ensuring that the delivery of services in accordance with equality legislation and protects all patients and carers rights. Professional Leadership Modelling high quality leadership and management at all times Coaching and supporting the development of staff, including the leadership and management skills of the team. Reviewing own practice, set targets and take responsibility for own development Liaison Attending GP meetings as required, preparation of agenda and taking minutes Communicating on behalf of the practice with external organisations Developing relationships with other local managers as part of a network Attending Practice Manager/PTL /PCN workshops etc Person Specification Experience Essential Essential Highly motivated with excellent interpersonal and management skills. Possessing strong business acumen, forward looking with the confidence to challenge and innovate. Able to plan well, organised and approachable, with the ability to make decisions and work under tight timelines. Desirable Ability to work autonomously and initiate and self-direct own workload Evidence of the ability to grasp new concepts and work on a self-directed basis. Evidence of team working and as an individual Evidence of organisational skills Experience of and success at motivating people and ability to promote a team spirit Willingness to undertake continuous professional development Experience of using initiative to solve problems Positive attitude and approach Sensitivity and caring attitude to others Adaptable and innovative Experience of handling confidential data and a good understanding of Data Protection Act Innovative and forward thinking Possession of a driving licence would be preferable Person Specification Experience Essential Essential Highly motivated with excellent interpersonal and management skills. Possessing strong business acumen, forward looking with the confidence to challenge and innovate. Able to plan well, organised and approachable, with the ability to make decisions and work under tight timelines. Desirable Ability to work autonomously and initiate and self-direct own workload Evidence of the ability to grasp new concepts and work on a self-directed basis. Evidence of team working and as an individual Evidence of organisational skills Experience of and success at motivating people and ability to promote a team spirit Willingness to undertake continuous professional development Experience of using initiative to solve problems Positive attitude and approach Sensitivity and caring attitude to others Adaptable and innovative Experience of handling confidential data and a good understanding of Data Protection Act Innovative and forward thinking Possession of a driving licence would be preferable 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 Willerby & Swanland Surgery Address Lowfield Road Anlaby Hull HU10 7JR Employer's website https://www.willerbysurgery.com/ (Opens in a new tab)