Practice Manager
Job summary
We are seeking an experienced, proactive, and highly organised Practice Manager to lead the day-to-day operations of our busy GP surgery. This is an exciting opportunity for a motivated leader who is passionate about delivering high-quality primary care services and supporting both patients and staff.
Working closely with the GP Partners and the wider practice team, you will play a pivotal role in ensuring the practice operates efficiently, remains financially sustainable, and meets all NHS contractual and regulatory requirements. You will provide strategic and operational leadership across all areas of the business, fostering a positive working environment while driving continuous improvement and excellent patient care.
If you are an experienced manager with strong leadership, organisational, and financial management skills, and are looking for an opportunity to make a real difference within a patient-focused healthcare setting, we would love to hear from you.
Main duties of the job
Main Duties
Operational Management
- Overseeing the daily running of the practice
Staff Management (HR)
- Recruiting, inducting, and retaining staff.
Financial Management
- Preparing and managing the practice budget
Governance and Compliance
- Ensuring compliance with NHS regulations and contractual requirements.
Patient Services
- Ensuring high standards of customer service
Strategic Leadership
- Developing long-term business plans
Digital Services
- Managing clinical and administrative IT systems
About us
Villette Surgery is a friendly, forward thinking GP training practice based in Hendon, Sunderland. Caring for just under 6,000 patients within a modern purpose built surgery. Serving a diverse and often deprived population, the practice is committed to delivering high quality, patient centred care while fostering a supportive and collaborative working environment for all staff.
Our multidisciplinary team includes experienced GP's, a comprehensive nursing team consisting of an Advanced Nurse Practitioner, Practice Nurse, Nurse Associate and HCA along with a highly skilled administrative team.
As a long established training practice, we host GP registrars and fifth year medical students, creating a positive learning culture.
We pride ourselves on having a welcoming atmosphere, low staff turnover and a strong commitment to staff wellbeing and career progression.
Job description
Job responsibilities
Primary Duties & Areas of Responsibility:
GMS:
C o-ordinate the implementation of the General Medical Services
Contract to ensure all aims and objectives are achieved to agreed high standards.
Be aware of national, local and practice quality standards for chronic disease management and enhanced services.
Participate in Primary Healthcare team meetings; implement actions.
Co-lead in establishing and maintaining standards of practice in line with the local clinical governance plan.
Organisation - Clinical Staff:
Ensure GP rotas maximise use of available clinical time and plan clinical availability over long term; evaluate GP availability against national service delivery targets.
Ensure full involvement of locums/salaried /Career Start GPs working in the practice; co-ordinate good employment practice; identify need for locum staff organise employment and induction.
Identify and use appropriate schemes to bring GPs into practice.
Ensure all staff are kept informed on all policy changes
Human Resources:
Take responsibility for the management of administrative staff and non clinical management of nursing and clinical staff.
Ensure high standard of inter-staff relations through positive team building and effective communication.
Manage the recruitment process and the retention of staff.
Devise job specification/description, contracts of employment, terms and conditions and all human resource issues induction programmes and staff appraisal schemes.
Interpret and implement current employment legislation and ensure that all practice policies and paperwork including contracts - comply with statutory requirements; make amendments as necessary; promote good employment practice.
Undertake detailed workload analysis for all staff, arbitrate on issues of workload, undertake skill mix review, and implement necessary change.
Manage poor performance effectively.
Manage practice discipline and grievance procedures for all staff; including salaried GPs/locums.
Investigate grievances/complaints fairly and effectively, undertaking disciplinary procedures as required.
Arrange adequate cover for doctors and staff sickness, holiday and training.
Organisation of staff training in line with staff appraisals, Personal Development Plans and prioritised practice needs. Identify and facilitate appropriate internal and external training to ensure continuing staff development suitable to their grade, evaluate effectiveness of such training.
Review effectiveness of staff meetings; chair and co-ordinate the agendas ensure implementation of action points; encourage multidisciplinary team meetings.
Finance:
Ensure systems are in place to maximise targets.
Manage the claims process for work undertaken as part of enhanced national or local services.
Maximising practice profit by ensuring all income is received.
Maintain accurate record keeping of petty cash.
Manage purchase of supplies
Manage vaccine contracts and supervise purchaser
Negotiate annual flu order
Ensure value for money for all practice expenditure
Information Management & Technology:
Establish systems for the flow of information around the practice
Establish requirements for computer searches and reports
Review the consistency of all data entry e.g. READ codes etc.
Oversee all systems for data security and protection; ensure compliance with current legislation NHSnet guidelines.
Lead process of project management for new system or extension of existing; undertake feasibility study and make recommendations; plan and execute implementation.
Lead on IT crisis prevention; assess effectiveness of the system and the safety and security of data by having a disaster recovery plan in place to ensure system and data recovery with minimal loss of service.
Premises & Equipment:
Responsible for the overall management of the premises
Manage the use of accommodation to optimise services.
Organise maintenance schedules, plan long-term replacement of major items of equipment, undertake feasibility studies; recommend purchase or lease.
Plan and monitor premises maintenance and cleaning services, liaising with contractors as necessary.
Arrange adequate security throughout building ensuring staff and patient Safety.
Liaise with Alarm Company to maintain valid cover.
Ensure adequate insurance cover for building, contents and public liability annually.
Devise and maintain systems for ensuring adequate stocks of stationary, clinical and other supplies, review on a regular basis.
Initiate and/or manage equipment and/or premises development projects; undertake feasibility studies; plan finances and timing and implement introduction into the practice.
Co lead for the practice on overseeing project management of extensions and rebuilding to include liaising with Architects, building contractors. Liaise with the Health Authority, ICB, and District Valuers when appropriate.
Health and Safety:
Lead on all aspects of Health and safety.
Ensure practice complies with Health and Safety legislation through responsibility for the practice policy; disseminate policy to all users of the premises.
Risk Management:
Lead on risk assessment. Identify potential problems/hazards and implement risk management assessment process. Monitor and review effectiveness of changes as implemented.
Responsible for instigating and managing critical event activity and review, advising on the risk management process and facilitate appropriate staff training.
Patient & Community Services:
Monitor practice information; monitor effectiveness and quality of practice information and image, market practice services.
Review and update the Practice Information leaflet / web-site, Practice publicity and health education material.
Maintain registration policies and monitor patient turnover and capitation.
Undertake health needs analysis, plan review and implement clinics in response to identified local needs.
Keep up to date with local service provision; represent the practice at external meetings; establish effective relationships with local healthcare consumer organisations.
Manage the practice based complaints procedure. Undertake preliminary investigation record and report to Partners. Comply with Complaints Procedure Legislation accordingly.
Establish and maintain procedures to minimise complaints, treat as a quality issue monitor levels of patient satisfaction, rather than a reaction to complaints.
Develop and maintain Care Quality Commissioning Plan
General:
Facilitate the development and implementation of Procedures and Protocols to improve practice organisation and quality of service including the implementation of local and national health strategies, National Service Frameworks and clinical systems.
Prepare a Practice Business Plan, Annual Report and practice aims and objectives as required by the Partners.
Develop and complete Personal Development Plan to ensure relevant skills are maintained and updated.
Attend meetings and any educational events as appropriate and represent the practice in developing partnership relations.
Establish effective working relationships with local Practice Managers.
Person Specification
Experience
- Experience of working in Primary Care in the NHS
- HR understanding and experience
- Good communication/interpersonal skills (verbal, non-verbal and written)
- Excellent IT skills
- Good organisation and time management skills
- Problem solving skills
- Interpersonal skills
- Leadership skills
- Planning and organising
- Ability to work under pressure and meet deadlines
- Adaptability to change
- Team working
- Self motivated
- Flexibility
- Confidentiality
- Substantial relevant management experience.
- Knowledge and experience of a full range of general practice administrative procedures within a GP practice environment.
- Knowledge of how to manage financial transactions to ensure maximum return.
- Experience of managing staff day-to-day, conducting appraisals, recruitment and all other HR functions.
- Experience of on going professional development
Qualifications
- A good standard of education with excellent literacy and numeracy skills
- Educated to degree level or equivalent
- Leadership and/or management qualification
- NHS or General Practice experience
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
Villette Surgery
Address
Villette Surgery
Suffolk Street
Sunderland
SR2 8AX
United Kingdom
Employer's website
http://www.villettesurgery.nhs.uk