Job summary Salary Available on Application 37.5 hours a week We are seeking an experienced person to replace our outgoing Practice Manager. The role is varied and interesting. The Practice Manager is supported by two Practice Administrators, a Prescribing Clerk and a team of Receptionists. Main duties of the job The main duties included in this role are HR and Staff Training, Finance, IT, Health and Safety, Information Governance, Patient Services, Premises and Equipment, Quality Improvement Projects, attendance at local Collaborative Meetings and working closely with the Practice Partners to ensure the smooth running of the Practice. About us We are a friendly practice team, located beside the Monmouthsire and Brecon Canal in Pontypool. We have a clinical team comprising of 3 GPs, 1 Advanced Nurse Practitioner, together with 2 Practice Nurses and 2 Healthcare Assistants. We work collaboratively as a team to ensure a high standard of patient care and a positive, respectful working environment is promoted at all times. Date posted 18 March 2025 Pay scheme Other Salary Depending on experience Salary Available on Application 37.5 hours a week Contract Permanent Working pattern Full-time, Flexible working Reference number M0044-25-0073 Job locations Panteg Health Centre Kemys Street Griffithstown Pontypool Gwent NP4 5DJ Job description Job responsibilities Responsible for the smooth, efficient and profitable running of the practice and maintaining a happy and committed team. Keeping the partners abreast of forthcoming changes in the NHS and giving them options for responding to change. Job Responsibilities Personnel and Training Managing the administrative staff and non-clinical management of nursing staff, including securing funding and taking lead responsibility in staff appraisal and organising recruitment selection and training. Ensuring contracts of employment are provided to all staff and that all relevant employment legislation is followed. Ensuring the practices employment policies and procedures are comprehensive and up to date. Ensure adequate staffing levels at all times. Manage GP rota and appointment system. Manage training needs of all new staff to agreed standards. Finance and Profitability Responsibility for the book-keeping, petty cash and other financial aspects of the practice, including payroll and NHS pension scheme arrangements Ensuring that all income and expenditure due to or made by the practice is received or recorded in the accounts of the practice and preparing financial reports for the partners. QAIF Responsibility for overseeing Access and QI Projects and support admin and clinical teams where necessary Responsibility for QAIF submissions and reporting to the Health Board Enhanced Services Responsibility for ensuring enhanced services offered by the practice are delivered to a high standard Responsibility for ensuring ES audits are completed in a timely manner ready for reporting to the Health Board Information Technology Responsibility for the computer system, telephone system and remote access equipment including organising any maintenance and developments to the system. Information Governance Ensure compliance with GDPR and current Data Protection legislation Premises and Equipment Responsibility for security, repairs, insurance and maintenance of premises, services and equipment. Ensuring that the practice complies with aspects of Health & Safety at Work ,HASAW legislation. Patient Services Implementing and maintaining systems to receive patient enquiries and suggestions, including oversight of the practice-based complaints procedure in conjunction with the assistant practice manager and relevant partner. Reviewing and updating the practices information leaflet ,website, practice publicity and health education material. Deal with more complex enquiries from patients as necessary. Future Planning Preparing a practice business plan, annual report and practice aims and objectives as required by the partners Keeping abreast of developments within the NHS that might impinge on the practice or individual partners and offering options for consideration by the partners. External Relationships Ensuring efficient internal and external communication, including being the focal point for contact with the primary care organisation, solicitor, accountant and other bodies This list is not exhaustive and can be amended at the discretion of the Partners Confidentiality In the course of seeking treatment, patients entrust us with, or allow us to gather sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data Health & Safety The post holder will implement and lead on the full range of promotion and management of their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Infection Control policy and published procedures. This will include (but will not be limited to): Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management. Maintaining an up to date knowledge of health and safety and infection control statutory and best practice guidelines, and ensure implementation of these across the business Using personal security systems within the workplace according to practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business Making effective use of training to update knowledge and skills, and initiate and manage the training of others Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation, where appropriate, with other sector managers Undertaking periodic infection control training, minimum annually. Routine management of work areas to keep them tidy, safe and free from hazards Demonstrate due regard for safeguarding and promoting the welfare of children. Equality and Diversity The post holder will support the equality, diversity and rights of patients, carers and colleagues, to include Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner that is welcoming to and of the individual, is non judgmental and respects their circumstances, feelings priorities and rights. Personal/Professional Development The post holder will participate in any training programme implemented by the practice as part of this employment, with such training to include Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work Quality The post-holder will strive to maintain quality within the practice, and will Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources Communication The post holder will recognise the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognise peoples needs for alternative methods of communication and respond accordingly Contribution to the implementation of services The post holder will Apply practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate Job description Job responsibilities Responsible for the smooth, efficient and profitable running of the practice and maintaining a happy and committed team. Keeping the partners abreast of forthcoming changes in the NHS and giving them options for responding to change. Job Responsibilities Personnel and Training Managing the administrative staff and non-clinical management of nursing staff, including securing funding and taking lead responsibility in staff appraisal and organising recruitment selection and training. Ensuring contracts of employment are provided to all staff and that all relevant employment legislation is followed. Ensuring the practices employment policies and procedures are comprehensive and up to date. Ensure adequate staffing levels at all times. Manage GP rota and appointment system. Manage training needs of all new staff to agreed standards. Finance and Profitability Responsibility for the book-keeping, petty cash and other financial aspects of the practice, including payroll and NHS pension scheme arrangements Ensuring that all income and expenditure due to or made by the practice is received or recorded in the accounts of the practice and preparing financial reports for the partners. QAIF Responsibility for overseeing Access and QI Projects and support admin and clinical teams where necessary Responsibility for QAIF submissions and reporting to the Health Board Enhanced Services Responsibility for ensuring enhanced services offered by the practice are delivered to a high standard Responsibility for ensuring ES audits are completed in a timely manner ready for reporting to the Health Board Information Technology Responsibility for the computer system, telephone system and remote access equipment including organising any maintenance and developments to the system. Information Governance Ensure compliance with GDPR and current Data Protection legislation Premises and Equipment Responsibility for security, repairs, insurance and maintenance of premises, services and equipment. Ensuring that the practice complies with aspects of Health & Safety at Work ,HASAW legislation. Patient Services Implementing and maintaining systems to receive patient enquiries and suggestions, including oversight of the practice-based complaints procedure in conjunction with the assistant practice manager and relevant partner. Reviewing and updating the practices information leaflet ,website, practice publicity and health education material. Deal with more complex enquiries from patients as necessary. Future Planning Preparing a practice business plan, annual report and practice aims and objectives as required by the partners Keeping abreast of developments within the NHS that might impinge on the practice or individual partners and offering options for consideration by the partners. External Relationships Ensuring efficient internal and external communication, including being the focal point for contact with the primary care organisation, solicitor, accountant and other bodies This list is not exhaustive and can be amended at the discretion of the Partners Confidentiality In the course of seeking treatment, patients entrust us with, or allow us to gather sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data Health & Safety The post holder will implement and lead on the full range of promotion and management of their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Infection Control policy and published procedures. This will include (but will not be limited to): Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management. Maintaining an up to date knowledge of health and safety and infection control statutory and best practice guidelines, and ensure implementation of these across the business Using personal security systems within the workplace according to practice guidelines Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business Making effective use of training to update knowledge and skills, and initiate and manage the training of others Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation, where appropriate, with other sector managers Undertaking periodic infection control training, minimum annually. Routine management of work areas to keep them tidy, safe and free from hazards Demonstrate due regard for safeguarding and promoting the welfare of children. Equality and Diversity The post holder will support the equality, diversity and rights of patients, carers and colleagues, to include Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner that is welcoming to and of the individual, is non judgmental and respects their circumstances, feelings priorities and rights. Personal/Professional Development The post holder will participate in any training programme implemented by the practice as part of this employment, with such training to include Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work Quality The post-holder will strive to maintain quality within the practice, and will Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources Communication The post holder will recognise the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognise peoples needs for alternative methods of communication and respond accordingly Contribution to the implementation of services The post holder will Apply practice policies, standards and guidance Discuss with other members of the team how the policies, standards and guidelines will affect own work Participate in audit where appropriate Person Specification Experience Essential Experience of working with the general public Experience of managing accounting procedures including budget and cash flow forecasting Experience of working in a health care setting Experience of HR/managing staff Experience of performance management, including appraisal writing, staff development and disciplinary procedures Experience of successfully developing and implementing projects Experience of workforce planning, forecasting and development Desirable NHS / Primary Care General Practice experience Relevant health and safety experience Experience of chairing meetings, producing agendas and minutes ADDITIONAL CRITERIA Essential Ability to exploit and negotiate opportunities to enhance service delivery Excellent communication skills ,written, oral and presenting Strong IT skills ,generic 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 & Organising) Ability to network and build relationships Proven problem solving & analytical skills Ability to develop, implement and embed policy and procedure Ability to motivate and train staff Polite and confident Personal Qualities 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 Desirable n/a Qualifications Essential Proven management skills with a focus on financial management and human resources. Supervisory experience in a team oriented environment. Relevant General Practice experience is highly desirable. Strong leadership abilities to effectively guide staff and enhance operational efficiency. Excellent communication and interpersonal skills to foster a positive workplace culture. Desirable Practice Management Qualification e.g. Amspar Leadership and / or Management Qualification Person Specification Experience Essential Experience of working with the general public Experience of managing accounting procedures including budget and cash flow forecasting Experience of working in a health care setting Experience of HR/managing staff Experience of performance management, including appraisal writing, staff development and disciplinary procedures Experience of successfully developing and implementing projects Experience of workforce planning, forecasting and development Desirable NHS / Primary Care General Practice experience Relevant health and safety experience Experience of chairing meetings, producing agendas and minutes ADDITIONAL CRITERIA Essential Ability to exploit and negotiate opportunities to enhance service delivery Excellent communication skills ,written, oral and presenting Strong IT skills ,generic 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 & Organising) Ability to network and build relationships Proven problem solving & analytical skills Ability to develop, implement and embed policy and procedure Ability to motivate and train staff Polite and confident Personal Qualities 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 Desirable n/a Qualifications Essential Proven management skills with a focus on financial management and human resources. Supervisory experience in a team oriented environment. Relevant General Practice experience is highly desirable. Strong leadership abilities to effectively guide staff and enhance operational efficiency. Excellent communication and interpersonal skills to foster a positive workplace culture. Desirable Practice Management Qualification e.g. Amspar Leadership and / or Management Qualification 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name GP Practice in Wales Address Panteg Health Centre Kemys Street Griffithstown Pontypool Gwent NP4 5DJ Employer's website https://gpwales.co.uk (Opens in a new tab)