ThePractice Manager is responsible for the operational aspects of thepractice and will implement systems and processes, provide advice and guidance to the team and ensure that the practice meets its contractual obligations.They will also work alongside the partners on the strategic, business and finance aspects of the practice and identify efficiencies and maximise profit, whilst maintaining patient care.
Operational responsibility includes leadership of the non-clinical team, regulatory compliance, HR functions, complaints management, premises management, as well as finance and claims, ensuring targets and deadlines are met.
Protected time for weekly partners meetings. There is an Office Lead and a Data and Operations Analyst to help support the role.
Our successful candidate will be highly organised, flexible, proactive, adaptable and able to use their own initiative. They will have a positive and approachable manner.
They will have a strong interest in financial management, running a business and be passionate about delivering a high standard of care.
The partners are open to change, and the Practice Manager will work with them to develop and improve services and implement new strategies as identified.
They will work collaboratively with external colleagues, including the PCN, Federation, ICB, PPG and other stakeholders.
Excellent leadership skills and the ability to prioritise are a prerequisite for this key role.
Main duties of the job
The Practice Manager oversees the day-to-day running of the practice, ensuring staff fulfil their roles effectively. This includes managing HR processes such as recruitment, compliance checks, contracts, appraisals, and performance, while ensuring adherence to employment law. They lead workforce planning to maintain an appropriate skill mix and support staff development.
The role involves liaising with the Primary Care Network, Federation, and commissioners, attending meetings, and promoting collaboration. The Practice Manager supports and advises partners, keeping them informed of key developments in primary care.
Financial management includes overseeing budgets, forecasting, payroll (outsourced), and identifying opportunities to maximise income and control costs. They ensure achievement of QOF and commissioned service targets.
They manage complaints and significant events in line with regulations, oversee contracts, maintenance, and the review of policies and procedures. The role also includes leading projects, managing IT systems and DSPT compliance, and coordinating business continuity and development plans.
The Practice Manager supports business case preparation, ensures CQC and NHSE compliance, promotes teamworking, oversees communications, maintains digital platforms, facilitates meetings, supports the Patient Participation Group, and manages estates, health and safety, and risk.
About us
Sheldon is an area of East Birmingham, England, approximately 5 miles from the city centre & borders the borough of Solihull.
Our two sites are approximately 1.5 miles from each other & operate as one Surgery.
We have 2 GP partners and a committed team of 35 clinical and non-clinical staff.
Our patient list size is approximately 11,500 and our CQC rating is Good.
We work closely with our Federation who also support with HR, finance, payroll, CQC, etc.
The practice is part of Shard End and Kitts Green PCN which is made up of 7 practices working cohesively together with the aim of improving healthcare for the community and reducing health inequalities for its patients.
You will have the optional benefits of NHS pension, an employee benefits scheme, a salary sacrifice car scheme, peer support from other managers, and a supportive working environment.
Job responsibilities
Jobsummary:
The GP Practice Manager is an important senior leadership role, responsible for overseeing the administrative and operational aspects of a general medical practice.
Job Responsibilities
Strategic Management and Planning:
Strategically lead and manage the practice
Develop, update, and maintain the practice business strategy; formulate objectives and research and develop ideas for future practice development
Monitor and evaluate performance of the practise team against strategic and financial objectives; identify and manage change
Develop and maintain effective communication both within the practice, across the PCN and with relevant outside agencies (ICB, NHSE, Hospital Trusts etc.)
Monthly management representation on the board of the Primary Care Network; being integral to the strategic development of the PCN for patient care
Assess and evaluate accommodation requirements, managing the development and expansion plans of staffing and services for the surgery's population and PCN services
Develop and manage the practice budget, including revenue and expenses.
Develop cash forecasts to present to partners to help manage cash flow.
Complete finance submissions on a regular basis and ensure bank reconciliations are undertaken monthly and submitted to accountants.
Ensuring staff salaries, pension payments and end of year finance submissions are submitted in a timely manner.
Manage income and expenditure contracts, ensuring all invoicing and payments to suppliers are made on time.
Payroll
Book-keeping
Banking
Invoice reconciliation
Oversight of purchase orders within practice budgets
Human Resources:
Develop a staff retention strategy and deliver a general personnel management approach
Oversee and at times lead the recruitment of clinical and administrative staff to ensure the demands of patients service delivery is met; monitoring skill‑mix and deployment of staff
Ensure that all staff are compliant with employment laws
Evaluate, organise, and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role
Arrange locums when needed ensuring full compliance with legislative employment legislation taking up references and keeping a full audit trail
Develop and implement annual staff appraisal keeping appropriate records and monitoring system
Support and mentor staff, both as individuals and as team members
Overseeing rotas and cover for annual leave/absences
Implement effective systems for the resolution of disputes and grievances, including undertaking disciplinary procedures as required
Keep abreast of changes in employment legislation
Manage sickness policy and ensure appropriate clinician cover is in place as and when required.
Arrange and attend staff meetings
Ensure all staff keep up to date with mandatory training requirements
Organisational:
Lead on CQC compliance with named registered practitioner
Lead on all aspects of health and safety across the organisation including building maintenance, estates management and the security of the practice; reviewing and maintaining health & safety policies and procedures, carry out risk assessments as necessary and keep abreast of current legislation
Ensure that the practice has adequate disaster recovery procedures in place
Develop practice protocols and procedures, review and update as required
Manage the high standards of practice cleanliness adhering to infection control standards
Manage the procurement of practice equipment, supplies and maintenance services within target budgets
Oversee all complaints liaising with the Complaints GP Partner as appropriate
Investigate incidents/accidents and organise significant events when appropriate
Ensure GDPR compliance and manage information security risks.
Ensure appropriate insurance cover is in place
Arrange appropriate maintenance for practice equipment
Adopt a strategic approach to the development and management of patient services
Ensure service development and delivery is in accordance with local and national guidelines
Ensure that the practice complies with NHS contractual obligations in relation to patient care
Maintain registration policies and monitor patient turnover and capitation
Oversee and/or develop the practices medicines management systems
Oversee and/or develop and manage an effective appointment system
Oversee and/or organise practice timetables, duty rotas and holiday/absence cover
Routinely monitor and assess practice performance against patient access and demand management targets
Develop and implement an effective complaints management system
Deliver a quarterly patient participation group and when required liaise with PALS
Information Management and Technology:
Ensure compliance of Information Governance regulations rules by updating policies, training staff, and signing the practice off annually on the NHS Information Governance Tool kit website reporting to the Information Governance GP Partner as appropriate
Evaluate and plan practice IT implementation and modernisation
Keep abreast and embrace the Digital Age of health care and the latest development in primary care IT including NHS Digital initiatives, systems, and software
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
Ensure that the practice has effective IT data security, backup, maintenance, and disaster recovery plans in place
Liaise with the ICB regarding systems procurement, IT funding and national IT development programmes.
Maintain the practice's website
Confidentiality:
While seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to patients 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 of 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):
On occasions, be on-call for any out of hours issues with the building / estates
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 injury management training (minimum annual)
Routine management of own team / team areas, and maintenance of workspace standards
Demonstrate due regard for safeguarding and promoting the welfare of vulnerable adults and children
This job description is an outline only and is not definitive or restrictive in any way. It will be regularly reviewed and may be amended in the light of changing circumstances following consultation with the post holder.
Person Specification
Experience
* Experience of managing multidisciplinary teams
* Experience of performance management including appraisals, staff development and disciplinary procedures
* Experience of successfully developing and implementing projects
* Experience of HR processes, workforce planning and development
* Experience of accounting procedures, budgets and forecasting
* Experience of working in a healthcare setting
* NHS/primary care general practice experience
* Relevant health and safety experience
Personal Qualities
* Trustworthy and loyal
* High level of integrity
* Level-headed
* Excellent interpersonal skills
* Motivated and proactive
* Ability to use initiative and judgement
* Forward thinker with a solutions focused approach
* Sensitive and empathetic in distressing situations
* Ability to work under pressure
* Ability to drive and deliver change effectively
Qualifications
* Literacy and numeracy skills sufficient to manage a small to medium sized business
* Educated to degree level in healthcare or business
Skills
* Ability to negotiate opportunities to enhance service delivery
* Excellent communication skills (written, oral and presenting)
* Excellent leadership skills
* Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
* Effective time management (planning and organising)
* Ability to network and build relationships
* Effective problem‑solving and analytical skills
* Ability to develop, implement and embed policy and procedure
* Ability to motivate teams, enhance morale and maintain a positive working environment
Other
* Flexibility to work outside core office hours
* Disclosure and Barring Service (DBS) check
* Maintain confidentiality at all times
* 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.
£45,000 to £60,000 a yearDepending on experience
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