Practice Manager

Job description

Job responsibilities

Main Duties

Leadership, Management & Governance

• Provide effective day-to-day leadership and oversight of practice operations across all three sites.
• Lead and coordinate Senior Management Team, Partners, Strategy, Quality, MDT, Nursing, Dispensary and Protected Learning meetings, ensuring actions are followed through.
• Attend relevant PCN, LMC and other external meetings and provide appropriate liaison and representation on behalf of the practice.
• Support the Partners with strategic planning, business development and implementation of agreed priorities.
• Maintain effective staff communication and ensure appropriate information is shared across the practice.

People Management & Workforce

• Lead recruitment, selection and onboarding processes, including pre-employment meetings, DBS checks, contracts and associated paperwork.
• Oversee employment contract changes, appraisals, performance management, absence management, return-to-work processes, exit interviews and staff welfare.
• Authorise annual leave and payroll, ensuring appropriate workforce cover and effective staffing arrangements.
• Maintain the Staff Handbook and oversee mandatory staff training and workforce planning.
• Undertake workforce analysis and support the development of the practice workforce plan.
• Promote a positive, supportive and inclusive working environment.

Quality, Compliance & Patient Experience

• Maintain oversight of CQC compliance and ensure appropriate action is taken in response to regulatory and governance requirements.
• Lead the practice complaints process, compliments, significant events and patient feedback, including the annual KO41b submission.
• Oversee the Data Security and Protection Toolkit, GDPR responsibilities, Subject Access Request support and wider data security requirements.
• Maintain oversight of safeguarding updates, accident reporting, zero tolerance arrangements and other practice policies and procedures.
• Coordinate staff surveys and other activities designed to monitor and improve staff and patient experience.
• Ensure appropriate systems are in place to monitor compliance with NHS and General Practice requirements.

Contractual, Financial & Performance Management

• Maintain oversight of the GMS Contract and associated contractual obligations, including contract variations and commissioning requirements.
• Coordinate practice submissions and performance requirements including CQRS, GPES, QOF, Enhanced Services, IIF, NHDF and QPMS.
• Liaise with the ICB, PCN, NHSE and other commissioning bodies as required.
• Oversee practice insurance arrangements, including premises insurance and Partner/GP indemnity insurance.
• Authorise payroll and support effective financial and resource management within the scope of the role.

Premises, Business Continuity & Operations

• Maintain overall oversight of practice premises and liaison with relevant external providers and stakeholders.
• Ensure effective business continuity arrangements are maintained and regularly reviewed.
• Provide oversight of operational issues across all three sites, ensuring appropriate escalation and resolution.
• Work with relevant managers and external partners to support safe, effective and efficient practice operations.

Digital, IT & Service Development

• Lead and coordinate the practice's digital, IT and AI improvement plan, working with relevant colleagues and external providers.
• Support the implementation and embedding of new systems, technology and ways of working.
• Provide leadership for major service developments, including Care Navigation and Total Triage.
• Support the practice's ongoing development and innovation in response to changes in primary care.

Clinical Governance & Service Development

• Support the clinical leadership team in maintaining effective governance arrangements.
• Oversee relevant practice-wide initiatives including PGDs/PSDs, flu vaccination campaigns, research activity and significant events.
• Support the delivery of enhanced services, neighbourhood health initiatives and other commissioned programmes.
• Liaise with Lead Employer and other external organisations where required.

Additional Responsibilities

• Act as a key point of contact for the Friends of Mortimer and other community stakeholders where appropriate.
• Ensure NHS Digital and other statutory information requirements are met.
• Maintain awareness of developments in primary care and ensure the practice responds appropriately to changes in national and local requirements.
• Undertake other duties commensurate with the role and level of responsibility, as required by the GP Partners or Managing Partner.

The Practice Manager will work collaboratively with the wider management team, with responsibility for specific areas delegated appropriately to other managers and leads. The postholder will retain overall operational oversight, ensuring that delegated responsibilities are effectively managed, risks are identified and escalated appropriately, and the practice operates as a coordinated and cohesive organisation.

Place of Work:

We aim for the main location of work to be at Kingsland Surgery, but there will be requirements to travel to both Orleton Surgery and Leominster Surgery as required by the needs of the business.

Notes

This is not intended to be an exhaustive list of responsibilities. This is a role which requires flexibility and adaptability, and it is expected that you will participate in a wide range of activities which are appropriate to your position, level of expertise and employment grade.

We may close this vacancy early if we receive a sufficient number of suitable applications, so early application is encouraged.

Person Specification

Experience

• Significant experience in a management role within primary care or a comparable healthcare environment.
• Experience of financial management within a business
• Experience of managing and supporting staff, including recruitment, performance, absence and wellbeing
• Experience of working with GMS/primary care contractual requirements and NHS regulatory expectations
• Experience of managing competing priorities within a busy organisation.
• Experience of managing multi-disciplinary teams and working collaboratively with clinicians and other professional groups.
• Experience of successfully developing and implementing projects, identifying problems, implementing solutions and driving improvement

• Previous experience as a Practice Manager or Deputy/Assistant Practice Manager with substantial management responsibility
• Experience of managing a multi-site practice or organisation
• Experience of working within a rural or dispensing GP practice
• Experience of CQC preparation and compliance
• Experience of PCN, ICB and wider primary care relationships
• Experience of supporting financial accounting

Qualifications

• Relevant management, business, administration or healthcare qualification, or equivalent experience.
• Evidence of continuing professional development relevant to practice management.

• AMSPAR qualification or equivalent Practice Management qualification
• Relevant leadership or management qualification
• Training or qualification in employment/HR, finance, governance or health and safety

Skills

• Excellent communication and interpersonal skills, with the ability to communicate effectively both verbally and in writing, including presenting information to a range of audiences.
• Strong leadership skills, with the ability to motivate, support and develop teams, enhance morale and maintain a positive working environment
• Strong organisational and time-management skills, with the ability to prioritise competing demands, delegate effectively and meet tight deadlines within a fast-paced environment
• Effective problem-solving, analytical and decision-making skills, with the ability to identify issues, assess risks and develop practical solutions.
• Ability to negotiate and identify opportunities to improve and enhance service delivery.
• Ability to build and maintain effective professional relationships and networks, both within the practice and with external organisations and stakeholders.
• Ability to develop, implement and embed policies, procedures and improvements effectively.
• Strong general IT skills and confidence in using a range of digital systems and technologies.

• Experience and confidence in using EMIS Web.
• Experience using Docman 10.
• Experience of using NHS primary care reporting and performance systems

Qualities and Attributes

• Flexible
• Proven organisational skills
• Ability to perform under pressure
• Ability to work well in a team and also on own initiative
• Punctual and committed to supporting the team effort
• Excellent Interpersonal skills
• Trustworthy, with a high level of integrity
• Understand the importance of patient confidentiality
• Self-motivated and proactive
• Clean Driving Licence to carry out home visits
• Attention to detail

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

Mortimer Medical Practice

Address

Kingsland

Leominster

Herefordshire

HR6 9QL

United Kingdom

Employer's website

https://www.mortimergpsurgery.co.uk/