Practice Manager
Job summary
The Practice Manager is a key member of the team and expected to demonstrate senior management and leadership qualities. The successful candidate will have the ability to identify and implement the practices objectives using a combination of personal involvement, motivation of other staff and delegation when appropriate.
The post is tasked with assessing organisational performance, developing achievable goals and implementing processes that improve organisational effectiveness and efficiency, ensuring statutory and other legal requirements are met.
Main duties of the job
With a hands-on approach, candidates must be conscientious, provide solid leadership and have a sound knowledge of strategic business management, finance, planning and HR.
The successful candidate will have responsibility for organisational leadership, service improvement and delivery of key targets across all clinical and administrative areas within the practice.
Working alongside the partners, you will be supported by an excellent administrative and clinical team and have overall responsibility for the day-to-day smooth running of this patient centric practice.
You will have the vision, willingness and drive to adapt to NHS targets and its developing changes, within a profitable and efficient working environment.
Previous Primary Care management experience, excellent communication, team-working skills, proven senior leadership experience, a high-level IT literacy and analytical skill are essential requirements for this post.
About us
This highly respected 3 partner, GMS (General Medical Services) dispensing, teaching and training practice has a growing list size of c. 12,100.
There is an empathetic management style and strong team ethos within the Practice which is described as supportive, caring and kind, and it is very important to the partners that this is maintained and developed. The Partners have an open approach and will go the extra mile to ensure the practice is a very comfortable place to work, with a warm atmosphere and good team of loyal and friendly staff. There is a focus on staff well-being and trainees often request and are welcome back to the practice once qualified. The Practice also believes in investment for development and training for its staff.
Job description
Job responsibilities
Key responsibilities
1. Operational Management & Strategic Planning
Provide overall day-to-day operational leadership of the practice.
Work with the GP Partners to develop and implement the practices strategic objectives and business plans.
Translate strategic priorities into clear operational plans, measurable objectives and deliverable actions.
Ensure the practice operates efficiently, effectively and in accordance with agreed policies and procedures.
Monitor practice performance against key operational, contractual, clinical and financial targets.
Identify opportunities to improve productivity, capacity, access and service delivery.
Lead service redesign and continuous improvement initiatives in response to changing NHS requirements and patient needs.
Develop business continuity and operational resilience plans.
Ensure effective systems are in place for managing premises, facilities, equipment, IT and practice infrastructure.
2. Clinical & Non-Clinical Workforce Management
Provide effective workforce leadership across the full practice team, including:
GPs and GP Partners.
Salaried and locum GPs.
Advanced Nurse Practitioners (ANPs).
Paramedics and other allied clinical professionals.
Nurses, healthcare assistants and other clinical staff.
Reception, administration, secretarial and care navigation teams.
Management and support staff.
Responsibilities include:
Workforce planning and capacity management.
Effective deployment of staff according to service requirements.
Monitoring staffing levels, skill mix, workload and productivity.
Supporting clinical and operational teams to work collaboratively.
Ensuring appropriate role clarity, accountability and reporting structures.
Identifying future workforce requirements and succession planning needs.
3. HR, Employee Relations & Performance Management
Provide leadership for all HR and people-management processes.
Ensure employment practices comply with current employment legislation and NHS requirements.
Manage recruitment, contracts, probation, appraisals, absence, capability and disciplinary processes.
Handle employee relations matters fairly, consistently and confidentially.
Manage performance concerns and implement appropriate improvement or support plans.
Promote a positive culture of accountability, teamwork, inclusion and professional development.
Monitor sickness absence, staff turnover and workforce trends.
Support managers and clinical leads in dealing with complex people-management issues.
Ensure appropriate employment records and HR documentation are maintained.
4. NHS, Regulatory, Governance & ComplianceEnsure the practice complies with relevant NHS contractual, statutory and regulatory requirements.
Maintain effective governance arrangements across the organisation.
Ensure compliance with relevant CQC requirements and standards.
Maintain appropriate policies, procedures, protocols and standard operating procedures.
Ensure compliance with information governance, confidentiality, data protection and records-management requirements.
Support clinical governance and quality-improvement activity in partnership with clinical leads.
Ensure appropriate safeguarding arrangements are maintained.
Monitor compliance with mandatory training, professional registration and required staff checks.
Maintain an effective audit and reporting framework.
Keep the practice informed of changes to NHS policy, contractual requirements and regulatory expectations.
Risk Management
As SIRO (Senior Information Risk Officer), overall responsibility for all aspects of Information Risk for the practice
- Monitoring relevant legal, statutory, and contractual requirements and their implications for the practice, including the consequences of non-compliance.
- Monitoring of work areas and practices to ensure they are safe and free from hazard and that they conform to health and safety legislation.
Ensure that the practices IT resources are maintained to protect the integrity of patients records and compliance with the Data Protection Act.
Ensure that effective safeguards are in place to prevent any type of fraud.
- Compliance with professional and legal requirements and guidelines.
- Delivery of appropriate education and training in health and safety.
- Ensure the practice complies fully with all GDPR regulations.
5. Budget Management & P&L Oversight
Take overall responsibility for the practices financial and budgetary management.
Work with GP Partners and the practices accountant/financial advisers to maintain financial sustainability.
Prepare and monitor annual budgets and cash-flow requirements.
Monitor income, expenditure, staffing costs and operational costs.
Maintain appropriate oversight of the practice Profit & Loss position.
Identify financial risks, cost pressures and opportunities for efficiency.
Ensure appropriate financial controls and authorisation processes are maintained.
Monitor contractual income and ensure appropriate claims and payments are processed.
Provide regular financial reports and management information to the GP Partners.
Support investment and business-case decisions through financial analysis.
6. Recruitment, Induction & Staff Development
Lead effective recruitment and selection processes across the practice.
Develop accurate job descriptions, person specifications and role expectations.
Ensure appropriate pre-employment checks are completed.
Deliver structured induction programmes for new employees.
Ensure new staff understand practice policies, procedures, governance arrangements and expectations.
Maintain a comprehensive mandatory training programme.
Coordinate annual appraisals and personal development planning.
Identify training and development needs across the workforce.
Encourage career development, leadership development and succession planning.
Support a culture of continuous learning and professional improvement.
7. Multidisciplinary Team Leadership
Promote effective collaboration across the practices multidisciplinary workforce.
Facilitate effective communication between clinical and non-clinical teams.
Work closely with GPs, ANPs, paramedics, nurses, pharmacists, healthcare professionals, reception teams, administrators and other members of the wider primary care workforce.
Ensure teams understand shared objectives, responsibilities and performance expectations.
Support multidisciplinary meetings and effective information sharing.
Resolve operational barriers between different professional groups.
Promote a culture of mutual respect, teamwork and shared accountability.
Work collaboratively with the Primary Care Network and wider community, health and social care partners where appropriate.
8. Supplier Management & Procurement
Manage key supplier and contractor relationships.
Ensure procurement represents value for money and meets practice requirements.
Negotiate contracts, pricing and service-level agreements where appropriate.
Monitor supplier performance and resolve service issues.
Maintain appropriate procurement and purchasing controls.
Ensure equipment, clinical supplies, stationery, IT services and other operational requirements are appropriately sourced.
Review contracts regularly and identify opportunities for savings and improved service quality.
Ensure appropriate due diligence and compliance requirements are considered when appointing suppliers.
Person Specification
Qualifications
- Evidence of a sound education to degree level or equivalent
- Evidence of a commitment to continuing professional development
- Relevant Business, Finance or Leadership/Management qualification
- Member of a relevant professional body
Experience
- 5 years experience of successfully leading and managing teams
- HR, Employment Law, and safe recruitment
- Working in an IT led environment
- Financial management experience of small company accounts
- 5 years experience as a business/senior manager, with knowledge of contract management and small business accounts
- Change management and a driver of change
- Risk assessment and risk management experience
- Management experience in the NHS or in Primary care
- Experience of strategic business planning
- Experience of working with regulatory bodies and preparing for inspections
Skills
- A solutions focused approach to problem solving
- Intelligent with a fast-learning ability
- Effective communication (oral and written) and excellent inter-personal skills
- Approachable with the ability to listen, nurture and empathise
- Delegation and empowerment of staff
- Appropriate IT skills and computer literacy
- Leadership skills, including excellent people management skills
- Strategic management skills to run a well-organised business
- Negotiating and managing conflict
- Able to manage change and cope with pressure
- Networking and facilitation
- Motivational with a growth mindset
- Project management
- Change 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.
Employer details
Employer name
Alvaston Medical Centre
Address
14 Boulton Lane
Alvaston
Derby
Derbyshire
DE24 0GE
United Kingdom
Employer's website
https://www.alvastonmedicalcentre.nhs.uk/