Job summary
An excellent opportunity has arisen for a Practice Manager to support the continued growth of our busy practice team.
Newbold Surgery is a 5 Partner, SystmOne, training practice with a practice population of 11900 patients.
The candidate will be an experienced Manager preferably in Primary Care or similar, with enthusiasm and a willingness to work in a forward-thinking supportive team. We are seeking a friendly, highly motivated individual who is committed to providing safe, high quality, patient centred care.
We are keen to recruit someone with proven experience in business development and management, who can demonstrate robust leadership qualities and help the practice achieve targets through a combination of personal involvement and delegation.
This is a varied and complex role and requires the successful candidate to be adaptable and calm in stressful situations. Time management and adaptability are key to the role. The candidate should possess an enthusiasm for personal and practice development with a willingness to undertake further training as appropriate.
Main duties of the job
The successful candidate will be responsible for the leadership and management of the practice maintaining a happy, highly motivated, and productive team. They must be proactive, well organised, and financially astute. The Practice Manager plays an important role in ensuring the wellbeing of staff and helping our practice to thrive.
Along with the Partners, the post holder will provide leadership and management skills to ensure the smooth day to day running of the Practice along with business compliance and financial stability.
We are keen to recruit someone with proven experience in business development and management, preferably in an NHS or Healthcare setting. The successful candidate will play a key role in developing the practice to reach its potential, ensuring the partners are kept updated with current affairs, potential workstream opportunities and financial threats.
The post holder will take responsibility for all business aspects of the practice and must have the ability to provide strategic guidance and planning. The successful candidate must keep abreast of contractual and compliance changes and update the Partners allowing them to make informed decisions and implement improvements and legislative change.
You will work closely with the Patient Participation Group to gather views and feedback on patient services and potential improvements.
Please see job description for further details.
About us
Newbold Surgery is a single site practice with11,900 patients based in the market town of Chesterfield. We are a well-established training practicewith an excellent reputation for training both GP Registrars and MedicalStudents.
We are a member of the Chesterfield and DronfieldPrimary Care Network (PCN) working collaboratively as one of the 10 memberpractices.
We are a forward thinking 5 partner practicesupported by 5 Salaried GP's and wider Practice Nurse, Health Care Assistantand Administrative teams.
We encourage joint breaks, meeting daily for coffeeand lunch to ensure staff feel part of a friendly and supportive team.
We are a responsive and caring practice with acan-do attitude. We are passionate aboutpatient care and our staff always go that extra mile. We are always looking for ways to improvewith patient focused, and efficient decision making. We have consistently high QOF achievement andaspire to attain the highest percentile for all practice targets.
We are"paper light" saving documents electronically. We are committed to being a "GreenerPractice" and reducing our carbon footprint. We have a small community garden for the useof staff and patients to relax in and enjoy working in.
Job description
Job responsibilities
KEY DUTIES AND RESPONSIBILITIES
Patient Care
Develop and record improvement consistent with theoutcome of patient feedback
Involve patients, families and carers in theidentification of patient-centred concerns and priorities
Dealing with Patient complaints in line withpractice policy liaising with PALS or outside agencies when necessary
Recording of significant events, shared learning andreporting to governing bodies where necessary
Demonstrate empathy and compassion whencommunicating with patients, carers and relatives
Evaluate the effectiveness of protocols and modifyplans accordingly
Encourage staff to adopt an integrated care approachmeeting an individual patients needs
Provide guidance to the administration and clinicalteams
Provide verbal and written advice to promoteunderstanding and ensure a consistent approach to patient care
Demonstrate analytical thinking, decision making,professionalism and leadership to ensure a high quality patient experience
Maintain compliance with CQC regulations ensuringthe practice meets the essential standards keeping accurate and legible evidencefor inspection purposes
Review correspondence and update protocols andpolicies if necessary
Ensure service development is in line with local andnational guidelines and complies with NHS contractual obligations in relationto patient care
Monitor registrations and capitation reports
Oversee and develop patient services with members ofthe management team including: repeat prescribing systems, appointment access,surgery timetables, staff rotas, performance targets and online access
Strategy and Service Development
Share and contribute expertise
Communicate, motivate, and inspire others to deliverexcellent standards of care
Challenge restrictive cultures and champion new waysof working to deliver enhanced patient focused care and improved productivity
Support the development of a learning organisationby identifying, challenging, and reporting poor performance which may affectpatient safety
Contribute to appropriate service developments andquality improvements project managing when required
Make recommendations for change and lead on serviceimprovement and delivery of key targets
Shape services in accordance with local and nationalpolicies and drivers
Monitor and challenge risk in relation to thepractice
Ensure practice has a robust and up to date BusinessContinuity Plan which includes iT security, backup maintenance and recoveryplans
Act as a professional champion and advocate for the practice
Financial Resources/Management
OverseePractice accounts working with PA to reconcile statements income andexpenditure
Prepareaccounting information at year end and liaise with accountant
Monitormonthly cashflow forecasts and report to the Partners and Accountantappropriately
Ensurefinancial claims are made within the relevant timeframes and maximise Practiceincome
Understandand report on financial implications of contract changes
Assess profitability of both Direct and LocalEnhanced Services
Support the Partners and iT staff to achieve maximumclinical targets for QOF
Assistthe Partners with value for money purchasing and contribute to profit byincreasing income and reducing costs
PayPartners drawings and prepare PAYE salary information for employed staff
PayTax and National Insurance and Pension contributions
Updateand record accurate pension information for both Partners, employed staff andGP locums
Liaisewith ICB or other providers regarding funding procurement
Liaisewith NHSE regarding Notional Rent Reviews
Information Resources/Information Systems
Responsibility to ensure all protocols and policies are reviewed and updated in line with recommended guidelines
Help to identify and agree the minimum data set to be collected by self and others within the team and
implement agreed methods of data collection. Supporting team members to analyse the information obtained and reporting findings
Ensure data is kept in line with the practice records retention policy
Update of appropriate Information Governance systems completing the practice annual DSP toolkit declaration and compliance for GDPR
Convene meetings, preparing agenda's and minutes and chair as necessary
Oversee the implementation of new iT and telephony systems and arrange necessary training
Oversee the maintenance and content of the practice website and patient leaflets
Autonomy/Scope within Role
Work competently and autonomously without some supervision in accordance with practice policies and procedures
Acknowledge limitations in own competence and only undertake activities for which competence can be assured
Exercise professional judgment and expertise to create precedents and deal with problems.
Apply best practice policy guidelines where appropriate
Collaborate with relevant professionals to develop practice protocols
Monitor and lead improvements to standards of patient care and patient access requirements
Health and Safety
Develop health and safety policies and procedures in line with current legislation and update changes promptly
Assess and evaluate site to ensure building is properly maintained, safe, effective, fit for purpose and compliant in line with health and safety regulations
Ensure practice has adequate and appropriate Insurance cover
Ensure practice is compliant for cleanliness and infection control
Arrange Legionella risk assessments
Organise Fire Safety Inspections for Building and Fire Safety Equipment
Ensure adequate security systems are in place and maintained for insurance and safety purposes
Ensure calibration and repairs of practice equipment
Complete practice disability access audit
Record accidents in practice accident book and act on any concerns highlighted
Complete health and safety risk assessments
HR
Recruitment and Retention
Responsible for the recruitment and retention of all staff ensuring staff are legally and gainfully employed
Manage staffing levels within practice budgets
Responsibility for updating contractual information, staff handbook, job descriptions and well maintained personnel files
Ensure staff are inducted in line with practice induction policies and adequately trained in order to fulfil their role
Review salary pay scales annually inline with contractual uplifts and national living wage increases and implement increments at the correct employment anniversary.
Arrange disclosure and barring checks
Employment/Employment Law
Deal with sickness and record in line with practice policy
Resolve disputes and grievances adopting a no blame culture
Deal with disciplinary matters in line with contract policies and gain legal advice for the Partners if necessary
Oversee annual leave and Bank Holiday allocation in line with Patient Services and Practice Nurse Managers
Record staff risk assessments where necessary
Keep up to date with changes regarding employment legislation and update staff as necessary
Training, Education and Staff Development
Support colleagues to advance skills and develop
Take responsibility for own continued professional development and contribute to the continuing professional development and appraisals of team members
Make effective use of learning opportunities
Undertake annual mandatory training updates in line with practice policies
Engage in the appraisal process implementing effective monitoring systems
Facilitate and promote a learning culture that encourages others to develop their full potential
Encourage healthcare professionals to disseminate good practice
Person Specification
Qualifications
Essential
1. Minimum of GCSE Grade A-C in Maths and English
2. Computer Literate
3. Proficient in Microsoft Office and clinical data systems
Desirable
4. Evidence of A level standard or equivalent degree
5. Qualification and experience in Practice Management
6. Financial/Accounting Qualification
7. Training in or Knowledge of employment Law
8. Caldicott Training
Experience
Essential
9. Experience of a Leadership or Management role
10. Practical understanding of primary care and community services
11. Implementation of best practice
12. Solution focused approach to problem solving
13. Commitment to continuing professional development
14. Experience of managing staff, good teamwork, and employee satisfaction
Desirable
15. Previous Experience in a Senior Management role in Primary Care
16. Experience of Strategic Business Planning
17. Experience of CQC Inspections and Regulations
18. Knowledge of Xero accounts package
19. Experience of SystmOne
20. Experience of AccuRx
Skills, Abilities and Personal Qualities
Essential
21. Ability to manage and empower staff
22. Delegate effectively
23. Excellent networking, communication, and interpersonal skills
24. Autonomous working
25. Ability to undertake risk assessments
26. Excellent Time Management
27. Managing Conflict, Complaints, and dispute resolution
28. Articulate, confident, decisive
29. Motivated, ambitious, uses initiative
30. Dedicated, hardworking and flexible
31. Able to cope with competitive demands in stressful situations
32. Self-aware
33. Intelligent and adaptable
34. Integrity and respect
35. Care, Compassion and Empathy
36. Approachable and diplomatic
Desirable
37. Manages change effectively