Job summary An opportunity to apply for the role the Practice Manager has arisen due to a career change with the current Practice Manager. The role of Practice Manager is varied. It includes the general management of all functions within the Medical Practice and branch surgery, including finance, human resources, operations, business development, premises maintenance and risk.The Practice holds weekly Practice meetings with input and support from the Partners. Main duties of the job The main duties include Operational management and planning Contribute to the Practice's strategic and operational planning priorities and monitor progress Ensure compliance with NHS contractual obligations Ensure compliance with all relevant legislative requirements Lean and co-ordinate the premises maintenance programme Human Resource Management Lead the workforce planning, recruitment, selection, appraisal and retention of staff Maintain and develop effective staff appraisal and monitoring Ensure full compliance with legislation and Practice policies Financial management Maximise Practice income from GMS/Non GMS sources, monitoring financial performance against forecast outcomes Provide financial and budgetary control Ensure accurate and compliant financial record keeping and production of relevant financial reports Information Management Ensure that all the data is stored and processed accurately and securely and is compliant with local and national legislation Manage and accept accountability for risk management and disaster recovery systems and processes Management of risk Manage and assess risk within the Practice, ensuring adequate measures are in place to protect staff, patients and the Practice Communication Maintain effective communication within the Practice environment and with external stakeholders Represent the Partnership in relations with professional, legal and financial advisors. Create networking opportunities and like with appropriate external agencies. About us North Road Medical Practice and its branch surgery Cathedral View Surgery is a well-established, traditional and friendly General Practitioners. The main surgery is situated at the northern end of the city the along a main road. Our branch surgery is close by on the Gabalfa housing estate. Six GP Partners and two nurses look after just over 10,000 patients. We have a small team of excellent GP support including a prescribing clerk. We have a high student population being opposite some of the main halls of residence for Cardiff University. We are a member of the South East Cluster. Date posted 04 November 2024 Pay scheme Other Salary Depending on experience Contract Permanent Working pattern Full-time Reference number A3426-24-0000 Job locations 182 North Road Gabalfa Cardiff CF14 3XQ Job description Job responsibilities KEY WORKING RELATIONSHIPS Partnership Clinical Governance Lead Multidisciplinary team KEY RESPONSIBILITIES To provide effective & strategic general management in the following areas: Leadership Strategic direction Operations Communication Business development Financial management Human resource management Service delivery Clinical governance Performance Risk management Premises management Main duties and responsibilities Operational management & planning Contribute to the Practices strategic and operational planning priorities and monitor progress Monitor and develop all aspects of service delivery and ensure concordance with local & national guidelines Ensure compliance with NHS contractual obligations Maintain & manage an effective complaints system and monitor patient response to health care provision and the effectiveness of care Contribute to the planning, development, implementation and evaluation of Practice policies and procedures Ensure compliance with all relevant legislative requirements, including Health & Safety, employment law, GDPR and premises maintenance. Prioritise, organise and manage workload in a manner that maintains and promotes quality Lead and co-ordinate the premises maintenance programme Contribute to the maintenance of quality governance systems and processes across the Practice Human Resource management Lead the workforce planning, recruitment, selection, appraisal and retention of staff Maintain and develop effective staff appraisal and performance monitoring processes, dealing sensitively with disciplinary issues Ensure compliance with all aspects of employment legislation and Practice policies To maintain, review and develop all HR documentation Ensure professional, effective leadership and development of the Practice team Provide pastoral support, coaching and mentorship to ensure all staff are equipped to deliver services to the highest possible standard Actively promote the workplace as a learning environment, encouraging participation in internal shared learning and external good practice Financial management Maximise Practice income from GMS/non GMS sources, monitoring financial performance against forecast outcomes Provide financial management and budgetary control Ensure all claims and financial submissions are submitted in a timely manner. Ensure effective & efficient use of all Practice resources Plan and monitor cashflow position Ensure accurate & compliant financial record keeping & production of relevant financial reports Liaison with Practice Accountants Manage the procurement of Practice equipment, supplies and services Maintain & develop financial policies and procedures Information management Ensure that the all data is stored & processed accurately and securely and is complaint with local and national legislation & guidance. Manage & accept accountability for risk management & disaster recovery systems & processes Plan, monitor and evaluate the use of IT & communication systems to ensure optimal standards of service delivery to patients Management of risk Manage and assess risk within the Practice, ensuring adequate measures are in place to protect staff, patients & the Practice Organise training & act as a role model to support members of the Practice team to undertake mandatory and statutory training requirements Ensure appropriate infection-control measures are in place in line with local and national guidance Assist with the planning, implementation and management of change and continuous improvement Communication Maintain effective communication within the Practice environment and with external stakeholders Represent the Partnership in relations with professional, legal and financial advisors Represent the Practice at Cluster, Health Board and external meetings Create networking opportunities and links with appropriate external agencies and explore opportunities for collaborative working To instigate & develop community liaison Co-ordinate the organisation and administration of the Patient Participation Group This job description is a basic guide to the scope of the role and the responsibilities of the Practice Manager. It is not exhaustive and may be amended following consultation with the post-holder. In the performance of the duties outlined in this job description, the post-holder will have access to confidential information relating to patients, staff and the business of the Practice. All such information from any source is regarded as strictly confidential. Job description Job responsibilities KEY WORKING RELATIONSHIPS Partnership Clinical Governance Lead Multidisciplinary team KEY RESPONSIBILITIES To provide effective & strategic general management in the following areas: Leadership Strategic direction Operations Communication Business development Financial management Human resource management Service delivery Clinical governance Performance Risk management Premises management Main duties and responsibilities Operational management & planning Contribute to the Practices strategic and operational planning priorities and monitor progress Monitor and develop all aspects of service delivery and ensure concordance with local & national guidelines Ensure compliance with NHS contractual obligations Maintain & manage an effective complaints system and monitor patient response to health care provision and the effectiveness of care Contribute to the planning, development, implementation and evaluation of Practice policies and procedures Ensure compliance with all relevant legislative requirements, including Health & Safety, employment law, GDPR and premises maintenance. Prioritise, organise and manage workload in a manner that maintains and promotes quality Lead and co-ordinate the premises maintenance programme Contribute to the maintenance of quality governance systems and processes across the Practice Human Resource management Lead the workforce planning, recruitment, selection, appraisal and retention of staff Maintain and develop effective staff appraisal and performance monitoring processes, dealing sensitively with disciplinary issues Ensure compliance with all aspects of employment legislation and Practice policies To maintain, review and develop all HR documentation Ensure professional, effective leadership and development of the Practice team Provide pastoral support, coaching and mentorship to ensure all staff are equipped to deliver services to the highest possible standard Actively promote the workplace as a learning environment, encouraging participation in internal shared learning and external good practice Financial management Maximise Practice income from GMS/non GMS sources, monitoring financial performance against forecast outcomes Provide financial management and budgetary control Ensure all claims and financial submissions are submitted in a timely manner. Ensure effective & efficient use of all Practice resources Plan and monitor cashflow position Ensure accurate & compliant financial record keeping & production of relevant financial reports Liaison with Practice Accountants Manage the procurement of Practice equipment, supplies and services Maintain & develop financial policies and procedures Information management Ensure that the all data is stored & processed accurately and securely and is complaint with local and national legislation & guidance. Manage & accept accountability for risk management & disaster recovery systems & processes Plan, monitor and evaluate the use of IT & communication systems to ensure optimal standards of service delivery to patients Management of risk Manage and assess risk within the Practice, ensuring adequate measures are in place to protect staff, patients & the Practice Organise training & act as a role model to support members of the Practice team to undertake mandatory and statutory training requirements Ensure appropriate infection-control measures are in place in line with local and national guidance Assist with the planning, implementation and management of change and continuous improvement Communication Maintain effective communication within the Practice environment and with external stakeholders Represent the Partnership in relations with professional, legal and financial advisors Represent the Practice at Cluster, Health Board and external meetings Create networking opportunities and links with appropriate external agencies and explore opportunities for collaborative working To instigate & develop community liaison Co-ordinate the organisation and administration of the Patient Participation Group This job description is a basic guide to the scope of the role and the responsibilities of the Practice Manager. It is not exhaustive and may be amended following consultation with the post-holder. In the performance of the duties outlined in this job description, the post-holder will have access to confidential information relating to patients, staff and the business of the Practice. All such information from any source is regarded as strictly confidential. Person Specification Qualifications Essential Excellent interpersonal skills Proven leadership skills Evidence of ongoing personal development Excellent verbal & written communication skills including the ability to lead discussion in group settings and write comprehensive reports Ability to work under pressure and deal with challenging situations Confident, motivated & forward thinking approach Ability to create & maintain a positive working environment A high degree of emotional intelligence and integrity Ability to prioritise, delegate, plan and organise workload Excellent generic IT skills A flexible and adaptable management style Desirable Experience in management or evidence of equivalent professional development Experience in HR/finance/IT or other relevant experience Demonstrable experience in general management within a healthcare setting or comparable organisation Leadership skills and experience within multidisciplinary organisations Financial management & accounting skills including budgetary control, cash flow management, payroll and book keeping Excellent presentation skills Experience and awareness of team management of HR and employment law Person Specification Qualifications Essential Excellent interpersonal skills Proven leadership skills Evidence of ongoing personal development Excellent verbal & written communication skills including the ability to lead discussion in group settings and write comprehensive reports Ability to work under pressure and deal with challenging situations Confident, motivated & forward thinking approach Ability to create & maintain a positive working environment A high degree of emotional intelligence and integrity Ability to prioritise, delegate, plan and organise workload Excellent generic IT skills A flexible and adaptable management style Desirable Experience in management or evidence of equivalent professional development Experience in HR/finance/IT or other relevant experience Demonstrable experience in general management within a healthcare setting or comparable organisation Leadership skills and experience within multidisciplinary organisations Financial management & accounting skills including budgetary control, cash flow management, payroll and book keeping Excellent presentation skills Experience and awareness of team management of HR and employment law 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 North Road Medical Practice Address 182 North Road Gabalfa Cardiff CF14 3XQ Employer's website https://northroadmedicalpracticecardiff.nhs.wales/ (Opens in a new tab)