We are excited to offer this opportunity to appoint an experienced Practice Manager to lead our GP Practice in Evesham, Worcestershire following recent organisational restructure.
We have a long standing and hard working team and the successful candidate will be instrumental in maintaining a strong ethic of team spirit and collaboration engaging staff and patients to further grow the Practice; developing services and maintaining a safe and well led Practice ensuring continued CQC compliance.
Key skills and attributes needed will be as follows; staff management and leadership including all aspects of HR, finance oversight including continuous review of process to increase revenue and growth potential, delivery of NHS strategic plans and contractual changes, awareness of policy and procedures required to deliver safe effective care to our patients, verbal and written communication skills, IT and digital expertise.
The successful candidate will present a professional approach at all times and have excellent organisational skills with the ability to successfully lead, manage and oversee aspects of Primary Care.
You will be joining an amazing team who work together every day to drive quality improvements ensuring a safe, responsive and profitable GP Practice.
As our Practice Manager, you will be at the heart of decision making, lead our dedicated team and oversee the Practice's daily operations and functions. Your role will be pivotal in driving positive change and service redesign.
Main duties of the job
Key Responsibilities:
Leadership: Act as a role model, develop, motivate and support our team of clinicians and administrative staff.
Finance: Oversee finance functions, map future growth opportunities and present forecasts and risks to the Partnership.
Operational Management: Oversee day to day operations, including policy, staffing/human resources, complaints, patient feedback, dispensary process and delivery; ensuring efficient and safe workstreams.
Patient Care: Uphold our values and commitment to delivering an exceptional patient experience and safe care ensuring complaints are dealt with efficiently and with transparency, with learning at the heart of feedback provided.
Compliance: Ensure Health & Safety Regulations and CQC compliance are upheld; continuous monitoring of policy and procedures to ensure we are always CQC prepared.
Continuous Improvement: Monitor performance, implement initiatives, and help us continue to meet NHS targets and KPIs.
Strategic Leadership: Work closely with Partners and external stakeholders to influence and shape our services to meet patient demand.
Governance: Ensure robust process for meetings and infrastructure including facilitation of Partners meetings and maintaining the Business Risk Register.
Supportive Environment: Be part of a caring, dedicated team that values the well-being of both patients and staff promoting a healthy work life balance for all.
Applicants will be required to demonstrate their right to work in the UK at interview.
About us
Abbey Medical Practice is a caring, friendly and high performing Dispensing Practice situated in the pretty market town of Evesham, Worcestershire located equidistant between Worcester City, Stratford Upon Avon and Gloucestershire.
As a modern, forward thinking partnership of 3 GPs, we place a key focus on collaborative team working, innovation and continuous quality improvement. We have an experienced team of clinical and non-clinical staff delivering high quality care to our population of approximately 10,000 patients. Our multi disciplinary team consists of Salaried GPs, Clinical Pharmacist, Physician Associate, Advanced Nurse Practitioners, Practice Nurses, Healthcare Assistants and Dispensing staff; all supported by an experienced management and administration team including Deputy Practice Manager and Operational Office Manager.
We have built effective relationships and collaboration with our Primary Care Network; part of South Worcesters Vale of Evesham Health PCN.
Our Values:
Caring & Respect: We care about people and work together to support both our patients and our teams. Everything we do is guided by putting patients first and treating everyone with respect and compassion.
Teamwork & Quality: We collaborate, share learning, and value input from our patients, stakeholders, and each other. By working together and continually improving, we make informed decisions that help us deliver the highest-quality service.
CQC rated Good; 2024.
Job responsibilities
Job summary:
Provide leadership and management skills to enable the practice to meet its agreed aims and objectives within a profitable, efficient, safe and effective working environment.
Job responsibilities
Strategic management and planning
The post holder will:
Keep abreast of current affairs and identify potential threats and opportunities.
Contribute to practice strategy; formulate objectives and research and develop ideas for future practice development.
Monitor and evaluate performance of the practice team against objectives; identify and manage change to include succession planning.
Develop and maintain effective communication both within the practice and with relevant outside stakeholders.
Prepare and update the practice development plan, and oversee the implementation of the aims and objectives.
Assess and evaluate premises requirements and manage development plans.
Manage practice budgets and seek to maximise income.
Through negotiation and collaboration with external parties, preparation and submission of development plans, ensuring the practice receives an appropriate and equitable allocation of resources.
Understand and report on the financial implications of contract and legislation changes.
Manage and oversee practice accounts; submit year-end figures promptly and liaise with the practice accountant.
Monitor cash‑flow, prepare regular forecasts and reports to the Partners.
Monitor and reconcile income and expenditure statements and purchase/sales ledger transaction.
Ensure payroll process is accurate and timely for practice staff and maintain appropriate records.
Manage contributions to the practice pension scheme(s) and maintain appropriate records.
Human resources
Oversee the recruitment, appointment and retention of staff and provide a general personnel management service.
Ensure that all staff are legally and gainfully employed. Monitor skill‑mix and deployment of staff ensuring annual appraisals and development plans.
Manage staffing levels within target budgets.
Evaluate, organise and oversee staff induction and training, and ensure that all staff are adequately trained to fulfil their roles.
Support and mentor staff, both as individuals and as team members.
Implement effective systems for the resolution of disputes and grievances.
Keep abreast of changes in employment legislation.
Maintain up‑to‑date HR documentation (including job descriptions, employment contracts and employment policies)
Organisational
Ensure meetings, agendas and actions logs are prepared, monitored and maintained ensuring distribution of minutes as necessary.
Develop Practice protocols, policy and procedures, review and update annually.
Ensure that Practice premises are adequately maintained and cleaned, and that adequate fire prevention and security systems are in place.
Manage the procurement of practice equipment, supplies and services within target budgets.
Develop and review Health & Safety policies and procedures and keep abreast of current legislation.
Arrange appropriate insurance cover and ensure timely renewal.
Ensure that the practice has adequate business continuity plans and disaster recovery procedures in place.
Ensure appropriate maintenance for practice equipment and premises.
Patient services
Adopt a strategic approach to the development and management of patient services ensuring contractual requirements are adhered to.
Ensure service development and delivery is in accordance with local and national guidelines.
Maintain registration policies and monitor patient turnover and capitation.
Maintain capacity and demand data and auditing to identify access needs and risks.
Oversee and/or develop repeat prescribing systems.
Oversee and/or develop and manage an effective appointment system.
Routinely monitor and assess practice performance against patient access and demand management targets.
Develop and implement an effective complaints management system which is delivered in line with practice policy.
Liaise with patient groups/PALS.
Incidents and Significant Events
Act as lead for incidents and learning events to ensure staff awareness, logging, investigation and transparency to ensure learning outcomes are identified and shared.
Evaluate and plan practice IT implementation and modernisation.
Keep abreast of the latest development in primary care IT and regularly update the practice management team.
Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training.
Set targets and monitoring standards for data entry and data collection such as CQRS systems.
Ensure that the practice has effective IT data security, back‑up, maintenance and disaster recovery plans in place.
Maintain the practice's website.
Confidentiality
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
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.
Health & safety
The post-holder will implement and lead on the full range of promotion and management their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include (but will not be limited to):
* Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
* Maintaining an up‑to‑date knowledge of health and safety and infection control statutory and best practice guidelines and ensuring implementation across the business.
* Using personal security systems within the workplace according to Practice guidelines.
* Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business.
* Making effective use of training to update knowledge and skills, and initiate and manage the training of others.
* Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial/ corrective action where needed.
* Actively identifying, reporting, and correcting health and safety hazards and infection hazards immediately when recognised.
* Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers.
* Undertaking periodic infection control training (minimum annually) Routine management of own team / team areas, and maintenance of workspace standards.
* Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognises the importance of people's 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.
The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Quality
The post-holder will strive to maintain quality within the practice, and will:
Alert other team members to issues of quality and risk.
Assess own performance and take accountability for own actions, either directly or under supervision.
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance.
Work effectively with individuals in other agencies to meet patients' needs.
Effectively manage own time, workload and resources.
Communication
The post-holder should recognise the importance of effective communication within the team and will strive to:
Communicate effectively with other team members.
Communicate effectively with patients and carers.
Recognise people's needs for alternative methods of communication and respond accordingly.
Contribution to the implementation of services
The post-holder will:
Apply practice policies, standards and guidance.
Discuss with other members of the team how the policies, standards and guidelines will affect own work.
Participate in audit where appropriate.
Person Specification
Experience
* Honest, trustworthy and consistent.
* Leads by example and does not shy away from operational challenges.
* Hard‑working, organised and dependable.
* Collaborative, supportive and team‑focused.
* Patient‑centred in decision‑making.
* Resilient, adaptable and solution‑focused.
* Proven experience working in NHS General Practice.
* Strong working knowledge of EMIS, Docman, Accurx and primary care IT systems.
* Demonstrable HR experience including people management and employment processes.
* Experience managing practice finances, budgets and NHS claims.
* Clear understanding of CQC standards, governance and risk management.
* Excellent communication, leadership and organisational skills.
* Ability to remain calm, fair and decisive under pressure.
* Proven Management Experience within a healthcare setting.
* Significant and demonstrable experience in a staff management position.
* Experience of working within NHS or similar fast paced environment.
* Experience of managing confidential information and data.
* Proven experience of managing governance systems and processes.
* Working knowledge of UK & European Employment Law.
* Evidence of successful projects including setting up new systems and managing change.
* Educated to a Degree level or Equivalent Experience.
* Finance, Business or Management Qualification.
* 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.
* Experience of working as a GP practice manager.
* Working knowledge of the NHS and general practice.
* Experience using our clinical database Emis.
* Diploma in Primary Care Management.
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.
Full‑time, Part‑time, Flexible working, Compressed hours
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