Millway Medical Practice is committed to maintaining and developing comprehensive, high quality medical care in an efficient, friendly working environment and to provide for varying needs of patients, partners, and staff.
The Practice Manager is responsible for overseeing the success of the practice through knowledge of its finances, operations, its people and its governance. The post holder will be responsible for developing the strategy with the partners and for agreeing annual plans and related action plans for people, finance and partnership working. We believe that the role is pivotal in delivering the services of the future to our community. This post will provide strategic leadership to the overall management team and is responsible for ensuring managerial cohesion in line with the strategy and business plan and for providing guidance to the partners and managers in ensuring all elements of the business meet their aims in relation to quality, statutory obligations, financial stability and excellent patient service. It is appropriate for the post holder to manage external contracts for service delivery.
The post holder will report directly to the Partnership Operations Director.
The post holder will also provide day-to-day support to the Medical Director regarding the management of quality, risk, incidents and complaints, and the needs of the salaried GPs and Allied Healthcare Professionals (e.g. Nurses, Healthcare Assistants, Pharmacists, Physician Associates).
Main duties of the job
* Overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities
* Functional management of all clinical and administrative staff
* Direct line management of staff
* Managing the recruitment process for the practice
* Establishing, reviewing and regularly updating Job Descriptions and Person Specifications
* Managing contracts for services
* Leading change and continuous improvement initiatives
* Coordinating the reviewing and updating practice policies and procedures
* Coordinating and lead the compilation of practice reports and the practice development plan
* Developing, implementing and embedding an efficient business resilience plan
* Managing the financial elements of the practice, including budgets, in conjunction with the partners
* Ensuring the team reach QOF targets
* Coordinating the practice diary, ensuring meetings are scheduled appropriately
* Liaising at external meetings
* Marketing the practice appropriately
* Managing the Patient Participation Group
* Ensuring compliance with legislation and dealing with disciplinary issues
* The management of the premises, including health and safety aspects such as risk assessments and training
* Managing the practice IT system, delegating staff to act as administrators
* Ensuring compliance with IT security and Information Governance
* Coordinating all projects within the practice
* Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities
About us
The practice began in 1972 after the amalgamation of 3 single handed practices. It was situated in a house in the Millway until 1998 when it moved to the current 3 storey modern building on Hartley Avenue. We are a group practice of eight partners covering over 23,000 patients. We are committed to providing comprehensive high quality medical care through an efficient friendly practice team consisting of a wide range of healthcare professionals.
There are 7 GP Partners and 1 Pharmacist Partner. There are 50 staff employed by the Practice.
The Management team would include the Practice Manager, a Deputy / Operations Manager and a Quality Assurance / Governance Manager. There are administrative, finance and reception team leaders, under which the rest of the non-clinical staff work.
Job responsibilities
Main Responsibilities
1. Strategy, planning and business development Support
Collaborate with the Operations Director, Medical Director, and practice partners to develop the practice strategy and business plan.
Translate strategic objectives into actionable plans with clear targets and deliverables.
Monitor and evaluate progress against strategic and business goals, providing regular updates to the Operations Director.
Keep up to date with national and local policy and regulation changes related to general practice and wider primary care developments, identifying potential risks, opportunities and areas for innovation.
Research future practice developments and provide business intelligence to proposals.
Expand and maintain effective communication with relevant external agencies.
Represent the practice at appropriate forums and meetings as required.
2. Leadership and management
Provide leadership to all staff within the Practice, creating a positive and motivating working environment ensuring there is a key focus on supporting development.
Monitor and evaluate performance of the practice team against objectives; identify and manage change.
Ensure that the practice runs safely and efficiently on a day-to-day basis, acting as a key point of contact for resolving operational challenges.
3. Finance management
Provide managerial oversight of all practice income, expenditure, and cash flow.
Ensure robust financial controls, accurate financial reporting, and effective budget management.
Maximise practice income by overseeing the claims process, reconciliations and identifying opportunities for additional funding.
Manage the interface with external financial service providers for services such as accountancy and any other services as required.
Monitor and evaluate financial performance, providing regular updates to the Operations Director and partners.
4. Contracts and estate
Oversee and manage the procurement and maintenance of practice equipment, supplies and services within agreed budgets and ensuring value for money.
Oversee the management of all contracts including annual reviews to ensure the right balance between cost and quality of service.
Assess and evaluate accommodation requirements and manage the effective use and development of the premises.
Ensure the premises are maintained to a high standard, complying with health and safety regulations, fire prevention and general security requirements.
Ensure adherence to the provisions of the Health and Safety at Work Act and to ensure the safety of patients, visitors, and colleagues.
5. Patient services
Oversight of appointments scheduling ensuring systems meet patient demand and support clinical pathways as well as adapting to any changing needs of the practice.
Openly engage with the Millway Practice Supporters Group (MPSG) and patients generally.
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.
Coordinate and deliver an effective complaints management system and embed learning into practice operations.
6. Human Resources
Oversee HR processes, including but not limited to, recruitment, induction and onboarding, staff development.
Ensure the practice is adequately resourced, with effective workforce planning to meet current and future demands.
Oversee the maintenance of staff HR records including but not limited to, employment contracts, job descriptions, appraisals, DBS, immunisations, indemnity, licensing registrations etc.
Ensure the Practice is effectively resourced to meet current and anticipated work requirements.
Promote staff retention, wellbeing and continuous professional development.
Provide advice and support on disciplinary procedures, grievances and other HR matters.
7. Regulatory management and compliance
Ensure the practice meets all regulatory and legal requirements, including but not limited to NHSEngland, Integrated Care Boards (ICB), Care Quality Commission etc.
Support the partnership and the Quality Assurance manager to develop, review and update as required Practice protocols and procedures.
Support the partnership and the Quality Assurance manager to develop and review Health & Safety policies and procedures and keep abreast of current legislation.
Maintain and test robust business continuity plans to ensure resilience in the face of operational disruptions.
Drive the adoption of innovative IT solutions to enhance practice efficiency and service delivery, working with the Operations Director and lead GP partner for IM&T.
Management of Information governance processes and policies, ensuring compliance with data protection and security standards.
Oversee the development of tools within EMIS and associated systems to improve efficiency and support clinical and non-clinical teams. Set targets and monitoring standards for data entry and data collection.
Ensure that the practice has effective IT infrastructure including data security, back-up, maintenance, and disaster recovery plans in place.
Manage the delivery of practice reporting and the submission of required returns.
Manage the ongoing development of systems to underpin the standard operation of the clinical services and supporting business activities.
Liaise with the GPIT or the ICB regarding systems procurement, IT funding and national IT development programmes.
Ensure the maintenance of the Practice's website and all other communication channels.
9. Equality, diversity and inclusion
The post-holder will champion 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.
10. Confidentiality
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.
Recognise the importance of teamwork in a multidisciplinary environment.
Promote effective and open communication within the practice and with external stakeholders or organisations.
Person Specification
Qualifications
* A level standard or equivalent
* Good standard of education with excellent literacy and numeracy skills
* Leadership and / or Management Qualification or equivalent experience
* Qualification in Healthcare Management
* Qualification in HR management
Experience
* Experience of working with the general public
* 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
* Experience of chairing meetings, producing agendas and minutes
* Ability to exploit and negotiate opportunities to enhance service delivery
* Excellent communication skills (written, oral and presenting)
* 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
* Experience of managing accounting procedures including budget and cash flow forecasting
* Experience of working in a health care setting
* Experience of managing large multidisciplinary teams
* NHS / Primary Care General Practice experience
* Relevant health and safety experience
* EMIS Web
Personal Qualities
* Flexible and cooperative
* Excellent interpersonal skills
* Motivated and proactive
* Ability to use initiative and judgement
* Forward thinker with a solution 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
* Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
* Flexibility to work outside of core office hours
* Full UK driving licence
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.
Depending on experience £60,000 to £70,000 depending on experience
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