About this role
Job summary
May Lane Surgery is seeking a highly motivated, exceptional Practice Manager to join our semi-rural practice.
We are seeking someone with excellent organisational, financial and communication skills to maintain the existing high quality care offered to our 9,500 patients and to further develop our organisation as general practice evolves over the coming years.
The practice has a forward thinking mind-set and you will be working with supportive partners and first-rate administrative and clinical teams. Your will work closely with our strong management team a Deputy and an Operations Manager. We are a training practice with modern facilities and promote a fun, friendly working environment.
This varied role will involve management responsibility for operations, quality, information governance, HR, training, IT and CQC. There is a forward thinking mind-set in the Practice and you would be working with supportive partners and an excellent administrative and clinical team including an assistant Practice Manager. Like all Primary Care leaders, you will be resilient with the ability to perform well under pressure.
Please send your application to [email protected]. Informal enquiries are welcome if you prefer.
Main duties of the job
The post-holder is a Practice Manager.
To manage and coordinate the practice in all aspects of functionality. Motivating and managing staff, optimising efficiency and overall performance, ensuring the practice achieves its long-term strategic objectives in a safe and effective working environment. Responsible for patient services, premises and health and safety management.
Lead the team in promoting quality and continuous improvement, confidentiality, collaborative working, service delivery learning and development, and ensuring the practice complies with CQC regulations.
To manage and coordinate all aspects of practice finances, optimising efficiency and financial performance, ensuring the organisation achieves its long-term strategic objectives. Provide support and oversee the maximisation of both enhanced services and QOF achievements.
Liaise with the PCN and other local practices, contributing to and developing local services and future developments.
As this role will have access to a higher level of confidential data in the course of their employment, there is an expectation that the post holder will always maintain the highest level of confidentiality and integrity. Sensitive information could be from either internal sources, or from external partner organisations.
About us
Our dedicated team are here to treat those minor ailments that occur as well as providing specialist management of long-term conditions and clinics covering a wide range of healthcare issues. Our website and other developing technologies are streamlining patient access, reducing administrative burdens through automation, and enabling remote care.
We are a training practice, which means that some of the contact you have may be from a trainee GP, trainee nurse or other health professional this is one of the exciting way that we continue to offer good access for patients as well as contributing to the future of general practice. Amongst other characteristics, here at May Lane we like to focus not only on medicine as a science, but also on lifestyle and other social factors as ways that we can approach helping our patients.
Job description Job responsibilities
The following are the core responsibilities of the Practice Manager in delivering health services. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:
Finance
Present financial forecasts to partners as required and ensure that they are of a high standard
Ensure all services are claimed and maximise activity
Manage all staff pension administration
Maintain standards of financial probity
Understand / report on financial implications of contract or legislative changes
Manage the practice accounts, ensuring that complete records are made of all transactions
Manage the practice bank accounts and practice loan Liaise with practice accountant to resolve queries and ensure a smooth end of year process
Manage all income / expenditure to ensure healthy cashflow
Monitor cashflow and prepare reports / forecasts for partners as requested
Renew / appoint (with partner input) o Insurers for buildings / medical indemnity / public liability etc o Utility suppliers
Manage cash / cheque / card payments
Be accountable for ordering and maintaining all supplies / equipment
Be accountable for achievement of QOF / PCN / enhanced services targets and payments
HR
Ensure personnel records are maintained for all staff, including DBS checks, absences and training records
Ensure mandatory and personal development training is completed
Responsible for the Recruitment, Induction and training of new staff
Guide, coordinate and plan staff training to meet development needs
Oversee in house education sessions for clinicians and staff
Oversee annual performance and appraisal process
Maintain all personnel records i.e. Sickness training contracts etc.
Keep up to date on changes to employment legislation Maintain effective communication with all departments and all staff
Manage any disciplinary / disputes / dismissal's
Oversee and plan annual staff meetings and social activities
Manage surgery advertising and recruitment activity
Maintain current employment policies
Ensure all required indemnity insurance in place and up to date
Oversee booking of locums for clinical sessions
Annual leave calculations and oversight
Premises / Health & Safety
Management of the premises including Health and Safety aspects, ensuring compliance with health and safety legislation including risk assessments and compliance with mandatory training
Management of contracted services
Overall responsibility for infection control policy
Responsible for the procurement of practice equipment supplies and services ensuring best value Oversee building maintenance and repairs
Handle all maintenance contracts for cleaning, gardening, waste removal etc.
Ordering of consumables equipment as appropriate
Maintain building security and systems
Ensure safe access for patients in all weather conditions
Review and organise policies, procedures, risk assessments
Maintain all required insurance for buildings, staff and third parties
Investigate all accidents and incidents and make necessary reports
Communication and Engagement:
The post-holder should recognise the importance of effective communication within the team and with external organisations and be able to:
Communicate effectively with other team members
Communicate effectively with patients and carers
Communicate effectively with external organisations such as NHS commissioners, CQC, local trusts, 3rd sector organisations and our PCN and local practices
Recognise peoples needs for alternative methods of communication and respond accordingly
Be an ambassador for the practice when dealing with any outside agencies
Information Technology
Implementation and maintenance of all associated requirements, upgrades, security and services supporting the practices IT systems. This includes (but not limited to): Systmone, Anima, ICE, email, attached devices / software such as ECG/BP machines
Audit and maintain confidentiality of information Oversee IT to ensure currently effective and up to date
Management of the telephone system
Ensure business continuity and disaster recovery plan current and in place
Maintain practice website and social media accounts
Information Governance
Fulfil the role of data protection officer / caldicott guardian for the practice and ensure compliance with all legal requirements
Ensure GDPR compliance and DSPT toolkit is completed annually
Advise partners on data security matters, taking advice as necessary
Implement data sharing and patient opt out mechanisms as needed
Review and approve data sharing requests from other organisations
Handle patient queries regarding use of their data
Ensure staff are appropriately trained in IG and data security
Audit access and use of patient data as needed
Strategy & Business Development
Lead change and continuous improvement
Anticipate and plan for changes to contracts & staffing by identifying new business opportunities and succession planning
Market and promote the practice appropriately
Proactively contribute to practice strategy and evaluate performance against strategic and operational objectives
Engage with local system partners including the PCN and ICB+ICS to represent practice and primary care views.
Patient Services
Ensure that the Practice complies with NHS contractual obligations in relation to patient care
Ensure reception and administration teams are appropriately trained to manage patient inquiries and appointments
Oversee appointment system and track capacity and demand as needed
Run and oversee all aspects of the Patient Participation Group
Maintain Registration Policies and monitor patient turnover
Manage the interface with the PPG members organising a regular programme of meetings
Manage any complaints and queries, ensuring they are fully investigated and responded to in line with NHS standards. Ensure all complaints are recorded for reference and reporting. Monitor and report trends or concerns
Responsible for managing all public information such as patient leaflets / website content. Be champion for all patients
Oversee delivery of patient services / contracts (core GMS, QOF, enhanced services, PCN)
Person Specification
Experience Desirable
Previous NHS experience would be an advantage, but is not essential.
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 May Lane Surgery
Address May Lane
Dursley
Gloucestershire
GL11 4JN
United Kingdom
Employer's website https://maylanesurgery.co.uk/ (Opens in a new tab)