Job summary Due to retirement, we are looking for our next experienced and enthusiastic full-time practice manager. Our vision is to provide excellent patient care and the successful candidate will have excellent people skills and the ability to support and lead the team, as well as value and nurture the staff in order to provide outstanding patient-centred care. Main duties of the job We are seeking a proactive and enthusiastic practice manager, to lead the operational management of the practice. The successful candidate will have proven experience in strategic leadership, finance, human resources and operational management. He/she will also provide operational leadership to the whole practice, driving change to improve our patient services and support the GP partners and staff to achieve the aims and goals of the practice. About us Brentford Group Practice is a well-established GMS practice, situated in a purpose-built health centre in Brentford (just opposite Brentford train station) in an up and coming area of West London. The health centre also houses various community services and has the advantage of free car and bicycle parking. Having a patient list of 8,500, we are committed to delivering the highest quality care to our patient population. We have achieved a good CQC rating, are a high QOF-achieving practice and we strive to constantly improve our patient services. The friendly practice team consists of 2 GP partners, 1 part-time assistant practice manager, 4 salaried GP's, 2 ANP's, 1 practice nurse, 2 HCA's and1 pharmacist, all supported by a team of receptionists and administrators. We work closely with other practices within our primary care network (PCN) and utilise a number of PCN allied health professionals, including physiotherapists, paramedics, pharmacists, mental health workers and social prescribers. Date posted 07 October 2024 Pay scheme Other Salary Depending on experience Contract Permanent Working pattern Full-time Reference number A2223-24-0003 Job locations Brentford Health Centre Boston Manor Road Brentford Middlesex TW8 8DS Job description Job responsibilities Job Summary To manage and coordinate all aspects of practice functionality, motivating and managing staff, optimising efficiency, and financial performance and ensuring the practice achieves its long-term strategic objectives in a safe and effective working environment. Through innovative ways of working, lead the team in promoting: equality, diversity and inclusion, quality & continuous improvement, confidentiality, collaborative working, service delivery, learning and development and ensure the practice complies with CQC regulations. Primary Responsibilities The following are the core responsibilities of the practice manager. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels. The practice manager is responsible for all non-clinical aspects of Brentford Group Practice. Practice Finance Manage practice budgets and minimise expenditure, where possible, without impacting on quality. Ensure that sound financial controls are consistently in place and followed. Maintaining an effective liaison with the practice accountant, overseeing practice accounts, ensuring year-end figures are presented and submitted in a timely fashion. Briefing partners on all financial matters, including forecasting and understanding the financial implications of contract and legislation changes Liaising with the ICB and payment agencies regarding queries with payments relating to the GMS contract eg enhances services Managing and processing partners drawings, PAYE and the practice pension scheme(s) for all practice staff.Monitor systems for the handling and recording of cash, cheques and petty cash. Managing the procurement of GP practice equipment, supplies and services within target budgets. Practice Operations Management of the premises, including health and safety aspects such as risk assessments and mandatory training. Market the practice appropriately Support the management of the Patient Participation Group. Support the management of all complaints. Oversee meeting schedules, distribution of minutes and outcomes. Develop practice protocols, policies and procedures, review and update as required. Ensure the practice is compliant with health and safety and keeps abreast with current legislation. Ensure the practice has adequate business continuity plans in place. Have detailed knowledge of the GMS contract, QOF, local contracts and the primary care network. Management of the practice clinical systems and oversee general IT operations within the practice. Primary Care Funding and Contracts Evaluating all changes to the practices regulatory and contractual arrangements and providing summary information and recommendations to the partners. Advising partners on all aspects of the various contractual arrangements that govern Brentford Group Practices revenue. Leading and managing any potential GP practice mergers and collaborative initiates. Managing contracts for services. Promoting Brentford Group Practices clinical and administrative activity that supports achievement of all contractual targets - QOF, IIF and Enhanced services. Ensuring that Brentford Group Practice complies with the CQC regulations. Strategy and Practice Development Developing business plans; leading on business expansion and project management and any other functions deemed necessary by the Partnership to aid business growth. Achieving the long-term strategic objectives in an effective working environment. Developing, implementing, and embedding an efficient business resilience plan. Coordinating the reviewing and updating of all practice policies and procedure Leading change and continuous improvement initiatives; coordinating all projects within the practice Adopting a strategic approach to the management of all patient services matters. Monitoring and evaluating practice performance against targets Human Resources Managing the recruitment and retention of staff; develop, implement, including employment contracts and job descriptions Manage staffing levels within target budgets Oversee and evaluate staff induction and training, ensuring that all staff are adequately trained to fulfil their role. Develop, implement and embed an effective staff appraisal and monitoring process. Support and mentor staff, both as individuals and as team members. Lead on HR issues, implementing effective systems for the resolution of disciplinary and grievance issues. Maintaining an effective overview changes in HR legislation Maintain up to date HR documentation (including job descriptions, employment contracts and employment policies. First point of contact for members of the PCN and other organisations for the delivery of NHS work, including the recruitment and retention of additional roles reimbursement scheme. Monitor and scrutinise contractual and financial requirements for the PCN to protect the practice reputation and income. This requires a detailed knowledge and understanding of the PCN accounts and contractual obligations. Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively. Oversee contracts relating to the practice including partnership, staff, premises etc. Secondary Responsibilities In addition to the primary responsibilities, the practice manager may be requested to: Deputise for the partners at internal and external meetings. Act as the primary point of contact for NHS(E), ICB, community services, suppliers and all other external stakeholders. Job description Job responsibilities Job Summary To manage and coordinate all aspects of practice functionality, motivating and managing staff, optimising efficiency, and financial performance and ensuring the practice achieves its long-term strategic objectives in a safe and effective working environment. Through innovative ways of working, lead the team in promoting: equality, diversity and inclusion, quality & continuous improvement, confidentiality, collaborative working, service delivery, learning and development and ensure the practice complies with CQC regulations. Primary Responsibilities The following are the core responsibilities of the practice manager. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels. The practice manager is responsible for all non-clinical aspects of Brentford Group Practice. Practice Finance Manage practice budgets and minimise expenditure, where possible, without impacting on quality. Ensure that sound financial controls are consistently in place and followed. Maintaining an effective liaison with the practice accountant, overseeing practice accounts, ensuring year-end figures are presented and submitted in a timely fashion. Briefing partners on all financial matters, including forecasting and understanding the financial implications of contract and legislation changes Liaising with the ICB and payment agencies regarding queries with payments relating to the GMS contract eg enhances services Managing and processing partners drawings, PAYE and the practice pension scheme(s) for all practice staff.Monitor systems for the handling and recording of cash, cheques and petty cash. Managing the procurement of GP practice equipment, supplies and services within target budgets. Practice Operations Management of the premises, including health and safety aspects such as risk assessments and mandatory training. Market the practice appropriately Support the management of the Patient Participation Group. Support the management of all complaints. Oversee meeting schedules, distribution of minutes and outcomes. Develop practice protocols, policies and procedures, review and update as required. Ensure the practice is compliant with health and safety and keeps abreast with current legislation. Ensure the practice has adequate business continuity plans in place. Have detailed knowledge of the GMS contract, QOF, local contracts and the primary care network. Management of the practice clinical systems and oversee general IT operations within the practice. Primary Care Funding and Contracts Evaluating all changes to the practices regulatory and contractual arrangements and providing summary information and recommendations to the partners. Advising partners on all aspects of the various contractual arrangements that govern Brentford Group Practices revenue. Leading and managing any potential GP practice mergers and collaborative initiates. Managing contracts for services. Promoting Brentford Group Practices clinical and administrative activity that supports achievement of all contractual targets - QOF, IIF and Enhanced services. Ensuring that Brentford Group Practice complies with the CQC regulations. Strategy and Practice Development Developing business plans; leading on business expansion and project management and any other functions deemed necessary by the Partnership to aid business growth. Achieving the long-term strategic objectives in an effective working environment. Developing, implementing, and embedding an efficient business resilience plan. Coordinating the reviewing and updating of all practice policies and procedure Leading change and continuous improvement initiatives; coordinating all projects within the practice Adopting a strategic approach to the management of all patient services matters. Monitoring and evaluating practice performance against targets Human Resources Managing the recruitment and retention of staff; develop, implement, including employment contracts and job descriptions Manage staffing levels within target budgets Oversee and evaluate staff induction and training, ensuring that all staff are adequately trained to fulfil their role. Develop, implement and embed an effective staff appraisal and monitoring process. Support and mentor staff, both as individuals and as team members. Lead on HR issues, implementing effective systems for the resolution of disciplinary and grievance issues. Maintaining an effective overview changes in HR legislation Maintain up to date HR documentation (including job descriptions, employment contracts and employment policies. First point of contact for members of the PCN and other organisations for the delivery of NHS work, including the recruitment and retention of additional roles reimbursement scheme. Monitor and scrutinise contractual and financial requirements for the PCN to protect the practice reputation and income. This requires a detailed knowledge and understanding of the PCN accounts and contractual obligations. Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively. Oversee contracts relating to the practice including partnership, staff, premises etc. Secondary Responsibilities In addition to the primary responsibilities, the practice manager may be requested to: Deputise for the partners at internal and external meetings. Act as the primary point of contact for NHS(E), ICB, community services, suppliers and all other external stakeholders. Person Specification Qualifications Essential Good standard of education with excellent literacy and numeracy skills Leadership and/or management experience Desirable Educated to degree level in business or finance AMSPAR qualification Experience Essential Experience and success of communicating with and managing people Experience of managing accounting procedures including budget and cash flow forecasting Experience of performance management, including appraisal writing, staff development and disciplinary procedures Experience of workforce planning, forecasting and development Experience of chairing meetings, producing agendas and minutes Desirable Experience of working in a health care setting Experience of successfully developing and implementing projects NHS / Primary Care General Practice experience Relevant health and safety experience SKILLS Essential Effective communication (written and oral) Strong IT skills (generic) Excellent leadership skills 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 Desirable Ability to exploit and negotiate opportunities to enhance service delivery Strategic thinker and negotiator Proficient in the use of SystmOne Competent in the use of XERO accounting software Person Specification Qualifications Essential Good standard of education with excellent literacy and numeracy skills Leadership and/or management experience Desirable Educated to degree level in business or finance AMSPAR qualification Experience Essential Experience and success of communicating with and managing people Experience of managing accounting procedures including budget and cash flow forecasting Experience of performance management, including appraisal writing, staff development and disciplinary procedures Experience of workforce planning, forecasting and development Experience of chairing meetings, producing agendas and minutes Desirable Experience of working in a health care setting Experience of successfully developing and implementing projects NHS / Primary Care General Practice experience Relevant health and safety experience SKILLS Essential Effective communication (written and oral) Strong IT skills (generic) Excellent leadership skills 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 Desirable Ability to exploit and negotiate opportunities to enhance service delivery Strategic thinker and negotiator Proficient in the use of SystmOne Competent in the use of XERO accounting software 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 Brentford Group Practice Address Brentford Health Centre Boston Manor Road Brentford Middlesex TW8 8DS Employer's website https://brentfordgrouppractice.co.uk/ (Opens in a new tab)