Job summary
Do you have the vision, skills andenergy to lead our friendly supportive team navigating us through the challenginglandscape of general practice whilst also sharing our ethos to deliverexcellent patient centred care?
We have an excitingopportunity for a Practice Manager to lead our successful established team at Sleightsand Sandsend Medical Practice.
We are looking forsomeone to lead and manage our Practice, helping us to meet our objectives,whilst maintaining our strong values of providing a responsive, safe, and highquality service for our patients, in a supportive and efficient environment. We strive to ensure that our team can work ina trusting and fulfilling environment in which they can develop, learn andthrive.
You must beexperienced, dynamic, highly organised and enthusiastic, with outstandingleadership skills, a good head for business and a large heart for people withexcellent communication and team skills.You will have vision, be adaptable, and conscientious. The successful candidate will work closelywith the Partners, supported by excellent administrative and clinical teams, toensure the smooth day to day running of the practice, fulfilling all necessary managementduties as agreed with the Partnership.
GMS Practice
List size of 5200 patients
Rated Outstanding by CQC
High QoF achievement
Dispensary: provision to 60% patients
We are part of Whitby,Coast and Moors PCN in which the practice managers enjoy a supportive andcollaborative working relationship.
Main duties of the job
Tomanage and coordinate all aspects of practice functionality, motivating andmanaging staff, optimising efficiency and financial performance, ensuring thepractice achieves its long-term strategic objectives in a safe and effectiveworking environment.
Through innovative ways ofworking, lead the team in promoting quality and continuous improvement,confidentiality, collaborative working, service delivery, learning anddevelopment and ensure the practice complies with CQC regulations.
About us
Sleights and Sandsend Medical Practiceis a well-established practice offering patient services from its 2purpose-built surgeries. The main surgery is situated in Sleights village, nearWhitby in the North York Moors National Park and its beachside branch surgeryat Sandsend. We offer services to thoseliving in Sleights, Whitby and the surrounding villages. We have a stable patient list size ofapproximately 5200 and we dispense medication to nearly 60% of our patientlist. There is an excellent range ofhousing and schools nearby with many local activities and the Yorkshire Moorson our doorstep.
We are a stable 4 partner GMS practicewith an enthusiasm to develop our practice further. We are rated outstanding by CQC and have astrong patient focus, with our ethos and values being rooted in delivering carefor our community that we and our families would be happy to receive. We consider ourselves a forward-thinkingpractice and enjoy good links with other organisations. We work in collaboration with the Whitby,Coast and Moors Primary Care Network which consists of ourselves andneighbouring practices: Whitby Group Practice, Esk Valley Medical Practice andStaithes Surgery to ensure we deliver high quality healthcare services in asafe environment which is welcoming, caring and accessible to all. We are a training practice, currently hosting3 GP registrars and partner with Hull York Medical School (HYMS) to delivermedical student teaching.
Job description
Job responsibilities
Thefollowing are the core responsibilities. There may be, on occasion, arequirement to carry out other tasks; this will be dependent upon factors suchas workload and staffing levels:
PatientServices:
Oversightand co-ordination of patient services, ensuring commitment of quality care toimprove health and wellbeing of registered patients.
Ensurethat the Practice complies with NHS contractual obligations in relation to patient care.
Collaborativework with the broader NHS and local community.
Ensurereception and administration teams are appropriately trained to manage patientinquiries and appointments through care navigation.
Overseeappointment system and track capacity and demand as needed.
MaintainRegistration Policies and monitor patient turnover, marketing the practiceappropriately.
Manageany complaints and queries, ensuring they are fully investigated and respondedto in line with NHS standards. Ensure all complaints are recorded for referenceand reporting. Monitor and report trends or concerns.
Responsiblefor managing all public information such as patient leaflets, newsletter,Facebook page and website content.
Bechampion for all patients.
Overseedelivery of patient services / contracts supported by the nursing and administrative leads (core GMS, QOF,enhanced services, PCN).
Strategic management and planning:Keep abreast of current affairs and identify potential threats and opportunities.Monitor and evaluate performance of the practice team against objectives; identify and manage change.Prepare and annually update the practice business plan and philosophy and oversee the implementation of the aims and objectives.
Ensure the practice maintains standardsrequired by the CQC.
Lead change and overseeing the coordinationof continued quality improvement initiatives within the practice, with a strongfocus on clinical outcomes including health promotion, prevention of diseaseand compliance with guidelines.
Finance:
Manage the financial elements of thepractice, including budgets, bank accounts and accounting systems, seeking to managecashflow and expenditure effectively and efficiently in accordance with thewishes of the partners.
Maintain an effective liaison with theaccountant, overseeing practice accounts, ensuring year-end figures are presentedand dealing proactively with accounting queries as they arise
Brief partners on all financial matters,including forecasting
Manage and overseeing the processing ofpartners drawings, PAYE and pensions for practice staff
Ensure receipt of enhanced services paymentsand access to other additional income as and when it becomes available.
Ensure the practice has appropriate insurancecover.
Manage the procurement of practice equipment,supplies and services
HumanResource:
Oversee the day-to-day operations of thepractice, ensuring staff achieve their primary responsibilities.
Functional management of all clinical andadministrative staff
Direct line management of the followingstaff: practice administrator reception manager, dispensing manager,secretarial manager, practice nurses, salaried GPs, care coordinators and otherassociated PCN ARRS staff.
Manage the recruitment and training of newstaff, retention of staff; developing, implementing and embedding an effectivesuccession plan.
Establish, review and regularly update jobdescriptions and person specifications, ensuring all staff are legally andgainfully employed, and that all pre-employment checks, including DBS checks,are carried out robustly and updated as necessary.
Develop, implement and embed an effectivestaff appraisal process, with a focus on continued personal development andquality improvement.
Implement effective systems for theresolution of disciplinary and grievance issues.
Maintainan effective overview of, and ensure compliance with HR legislation
Ensureall staff have the appropriate level of training to enable them to carry outtheir individual roles and responsibilities effectively.
Coordinate the planning of rotas andeffectively dealing with staff absences to ensure business continuity.
Premises and Health & Safety:
Managethe premises including Health and Safety aspects, ensuring compliance withhealth and safety legislation including risk assessments and compliance withmandatory training
Managecontracted services
Overseebuilding maintenance and repairs
Handleall maintenance contracts for cleaning, gardening, waste removal etc.
Maintainbuilding security and systems.
Reviewand organise policies, procedures and risk assessments.
Maintainall required insurance for buildings, staff and third parties
Investigateall accidents and incidents and make necessary reports.
Overallresponsibility for infection control policy
Communication and engagement:
Develop,implement and embed an effective communication strategy (internal and external).
Overseethe publishing communications for internal and external use.
Overseethe maintenance of the practice and NHS choices websites
Liaiseat external meetings as required
Liaisewith the Patient Participation Group
Managethe practice IT system, delegating staff to act as administrators.
Ensurecompliance with IT security and information governance.
Managethe telephone system.
Inaddition to the primary responsibilities, the post holder may be requested to:
Deputisefor the partners at internal and external meetings.
Actas the primary point of contact for NHS(E), ICB, community services, and otherexternal stakeholders.Partake in audits as required.
Person Specification
Personal qualities
Essential
1. Polite and confident
2. Flexible and cooperative
3. Excellent interpersonal skills
4. Motivated and proactive
5. Ability to use initiative and judgement
6. Forward thinker with a solutions focused approach
7. High levels of integrity and loyalty
8. Sensitive and empathetic in distressing situations
9. Ability to work under pressure
10. Confident, assertive and resilient
11. Ability to drive and deliver change effectively
Experience
Essential
12. Experience of working with the general public
13. Experience of managing accounting procedures including budget and cash flow forecasting
14. Experience of performance management including appraisal writing, staff development and disciplinary procedures
15. Experience of successfully developing and implementing projects
16. Experience of workforce planning, forecasting and development
Desirable
17. Experience of working in a healthcare setting
18. Experience of managing large multidisciplinary teams
19. NHS/primary care general practice experience
20. Relevant health and safety experience
Qualifications
Essential
21. Good standard of education with excellent literacy and numeracy skills
Desirable
22. Educated to degree level in healthcare or business
23. Leadership and/or management qualification
24. AMSPAR qualification
Skills
Essential
25. Excellent communication skills (written, oral and presenting)
26. Strong IT skills (generic)
27. Excellent leadership skills
28. Strategic thinker and negotiator
29. Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
30. Effective time management (planning and organising)
31. Proven problem solving and analytical skills
32. Ability to develop, implement and embed policy and procedure
33. Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
Desirable
34. SystmOne clinical system user skills