Greenhills Health Centre G75 8TT
Job description
Job Overview
The role of Site Manager requires a self-motivated, disciplined individual to take ownership and be responsible and accountable for the operational management and day to day running of the site, to ensure an efficient and effective service to the local population.
The post-holder will provide effective leadership with strong organisational and people management skills to continue to drive the business forward by identifying, and acting on, new opportunities to support the improvement of services or the introduction of additional services. Providing management support to the clinical and non-clinical team on site with direct responsibility for the line management of the reception and admin team.
You will be the main point of contact on site, for patients, staff and stakeholders.
This is a full time position 37.5 hrs per week.
Salary: Dependent on Experience.
Job Responsibilities:
Patient Services
1. Adopt a strategic approach to the development and management of patient services
2. Ensure service development and delivery is in accordance with local and national guidelines
3. Ensure that the Practice complies with NHS contractual obligations in relation to patient care
4. Maintain registration policies and monitor patient turnover and capitation
5. Oversee and/or develop repeat prescribing systems
6. Oversee and/or develop and manage an effective appointments system
7. Oversee and/or organise surgery timetables, duty rotas and holiday cover
8. Routinely monitor and assess Practice performance against patient access and demand management targets
9. Develop and/or implement an effective complaints management system in line with national guidance
10. Liaise with patient groups/PALS
Staffing and People Management
11. Organise and oversee the reception and admin team annual appraisal process ensuring that all staff are adequately trained to fulfil their role
12. Support Senior Manager in planning and co-ordinating the recruitment, induction and training of new administrative staff.
13. Plan/assist in planning and recruitment of Locum cover.
14. Prepare/assist in the preparation of weekly/monthly shift planning for Non-Clinical Practice Staff, arranging cover (including locum cover) when necessary.
15. Identify any training and development needs for admin and reception team as they arise, ensuring any performance improvement needs are supported, managed and escalated as appropriately.
16. Ensure that all staff are legally and gainfully employed. Monitor skill-mix and deployment of staff
17. Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies)
18. To monitor staff annual leave, sickness and absence and mitigate any impact to practice staffing rotas.
19. Ensure all staff are aware of the need for confidentiality, both of patient and Practice information.
Monitoring Practice Performance and Targets
20. To read and be aware of all the Primary Care KPIs and relevant targets and contractual obligations, ensuring processes are in place to reach these, including;
21. Enhanced Services
22. Locally Commissioned Services
23. GP Contract Obligations
24. Medicines Management
25. Any other additional services.
26. To be updated with specifications on an annual and ad hoc basis of all requirements.
27. Monitor and evaluate performance of the clinical team against objectives; identify and manage change, escalating as necessary
28. To plan and implement processes to achieve targets with Senior Management and Clinical Team
29. Support and work with clinical and non-clinical team to achieve targets.
30. Assess and evaluate accommodation requirements and manage development and expansion plans
Organisational
31. Convene meetings, prepare agendas, write minutes and ensure distribution of minutes as necessary
32. Develop local protocols and procedures, review and update as required, in line with Group
33. Ensure that site premises are properly maintained and cleaned, and that adequate fire prevention and security systems are in place
34. Ensure the procurement of equipment, supplies and services within target budgets
Financial Management
35. Understand and report on the financial implications of contract and legislation changes
36. Collate financial information required by the Group Accountant to submit year-end figures promptly
37. Collate and manage payroll information required by the Senior Manager to submit monthly payroll calculations promptly
38. Manage appropriate systems for handling income and expenditure statements and purchase/sales ledger transactions,
39. Management and maintenance of appropriate records for your local team
40. Manage appropriate systems for handling and recording of income, involving cash, cheques and petty cash including pre-filled electronic debit card
Strategic Management and Planning
41. Keep abreast of current affairs and identify potential threats and opportunities
42. Contribute to the Group strategy; formulate objectives and research and develop ideas for future development
43. Work with Senior Team in planning and setting strategic targets
44. To undertake required tasks to meet the agreed aims and be wholly responsible for them
45. Develop and maintain effective communication both on site and with relevant outside agencies
Information Management and Technology
The post-holder will support the Senior Manager in the provision of IMT on site, which will include;
46. Evaluate and plan any IT implementation and modernisation
47. Keep abreast of the latest development in primary care IT including DoH initiatives such EPRs and disease coding, and regularly update the Practice management team
48. Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training
49. Set targets and monitoring standards for data entry and data collection
50. Ensure that there is effective IT data security, back-up, maintenance and disaster recovery plans in place
51. Liaise with the Boards e-Health leads and colleagues regarding systems procurement, IT funding and national IT development programmes.
52. Ensure any changes locally relating to the site are communicated appropriately to the Senior Manager to ensure the Group website is updated.
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues and in line with the Groups Staff Governance Standards to include:
53. 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
54. Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
55. Behaving in a manner which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings priorities and rights.
Confidentiality:
56. 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
57. 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, staff and other healthcare workers. They may also have access to information relating to the site or the Group as a business organisation. All such information from any source is to be regarded as strictly confidential
58. Information relating to patients, carers, colleagues, other healthcare workers or the business of the Group may only be divulged to authorised persons in accordance with the Group policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & Safety:
The post-holder will support the Senior Manager in the promotion and maintenance of their own and others health, safety and security as defined in the Group Health & Safety Policy, to include:
59. Using personal security systems within the workplace according to guidelines
60. Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks, including reporting of identified risks
61. Making effective use of training to update knowledge and skills
62. Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
63. Undertake preparatory work for annual health and safety site inspection by liaising with relevant stakeholders to ensure required information is held and updated as and when required
64. Facilitate annual health and safety site inspection with subsequent reporting and proposed prioritised action plan for area of improvement identified
65. Develop/Review Health & Safety policies and procedures and keep abreast of current legislation
66. Arrange appropriate insurance cover
67. Ensure that the site has adequate disaster recovery procedures in place
68. Arrange appropriate maintenance for equipment on site
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the Group as part of this employment, such training to include:
69. Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
70. 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, and will:
71. Alert other team members to issues of quality and risk
72. Assess own performance and take accountability for own actions, either directly or under supervision
73. Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
74. Work effectively with individuals in other agencies to meet patients needs
75. 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:
76. Communicate effectively with other team members
77. Communicate effectively with patients and carers
78. Recognise peoples needs for alternative methods of communication and respond accordingly
Contribution to the Implementation of Services:
79. Apply Group policies, standards and guidance
80. Discuss with other members of the team how the policies, standards and guidelines will affect own work
81. Participate in audit where appropriate
This job description is not exhaustive and is indicative of the roles of The Site Manager.
Job Type: Full time
Expected hours: 37 hours per week
Schedule:
82. Monday to Friday
Licence/Certification:
83. Driving Licence (preferred)
Work Location: In person
- Urban Practice