About this role
Job summary
We are looking to recruit motivated Practice Manager to lead the team at Westwood Clinic.
Westwood Clinic is a small, independently managed GP practice within the wider Dr Laliwala and Partners group of practices. While the successful candidate will have responsibility for the day-to-day management and operation of Westwood Clinic, they will also work collaboratively with the Practice Manager at Nightingale and Ailsworth Medical Centres.
This is an excellent opportunity for someone who enjoys taking ownership of their own practice while also benefiting from the support, shared knowledge and collaborative working of a wider management team.
Main duties of the job
Main duties
The Practice Manager will be responsible for the effective day-to-day management of Westwood Clinic, ensuring the practice operates safely, efficiently and in line with regulatory requirements.
Key responsibilities will include:
Overseeing recruitment, induction, staff development and appraisals.Managing patient complaints and ensuring appropriate investigation, response and learning.Maintaining accurate and up-to-date HR records and ensuring employment processes and policies are followed.Supporting, mentoring and managing practice staff, promoting a positive and effective working environment.Working closely with the administration and clinical teams to ensure the smooth day-to-day running of the practice.Overseeing practice finances, including financial monitoring and budget management.Managing staffing budgets and supporting effective workforce planning.Overseeing payroll processes and ensuring accurate information is submitted within required timescales.Managing practice premises, including health and safety, maintenance and relevant compliance
About us
We are a friendly and supportive team who work closely together to provide high-quality care to our patients. We value teamwork, open communication and a positive working environment where everyone is encouraged to contribute and support one another.
We are committed to helping our staff develop and progress within their roles. We provide the support, guidance and tools needed to build confidence, develop new skills and take on further responsibilities.
We aim to create a welcoming workplace where staff feel valued and supported, while maintaining high professional standards and continually looking for ways to improve the services we provide to our patients.
Job description Job responsibilities
Staff Management
Oversee the recruitment and retention of practice employed staff, including salaried doctors and provide a general personnel management service including staff training and an overview of appraisals.
Ensure that recruitment procedures provide for appropriate checks on the suitability of staff offered employment and that staff personnel files contain records of references, qualifications, (annual) professional registration, and (annual) medical indemnity certification (where appropriate). It should also contain records of staff training including safeguarding and lifesaving skills.
Maintain up-to-date human resources documentation including job descriptions, personnel specifications, employment contracts and personnel policies. The Practice Employs an HR company to support the practice manager.
Support and mentor staff, both as individuals and team members as necessary
Liaise closely with the individual administration and general office managers to ensure delegated human resource duties are maintained within practice policies and provide support as required.
Financial Management
Oversee the function the Financial Management to ensure effective undertaking or delegation of financial duties by contributing to and providing assistance as required delivering an effective and efficient finance system for the practice. Support will be provided by the practice partners.
Manage practice and staff budgets and seek to maximise practice income.
Analyse LES, DES, ICB, and other NHS or Public Health funded initiatives.
Provide regular updates to lead partner - finance regarding practice finances.
Maintain good working relationships with the NHS England and other NHS and public health bodies through the timely preparation and submission of claims and development plans to ensure the practice receives an appropriate and equitable allocation of resources.
Administration and reconciliation of all practice income and expenditure.
Preparation and maintenance of computerised Practice accounts to a standard required by the accountants.
Process Computer Payroll and control of staff salaries, PAYE, NIC, SSP, SMP, SPP and NHS pension scheme administration, and notify Inland Revenue using real time online transmissions on a monthly basis.
Oversee an effective ordering system for medical and other practice supplies. Support is provided by Business Manager
Manage the General/Personal Medical Services contract and budget and any annual review that is required by NHS England.
Ensure submission of Enhanced services claims and receipt of payments to and from NHS England or other body, including Open Exeter.
Ensure that targets are achieved within the Quality Outcomes Framework and submit annual returns and manage NHS England annual review Visits and the submission of evidence as required.
Liaise with practice accountants and bank manager.
Premises Management
Ensure adequate cleaning, maintenance, safety, fire prevention and general security of the premises.
Facilitate repairs, replacement of necessary decoration to maintain good order of premises and fixtures.
Manage the use by third parties of the premises and arrange for the payment of a service charge where appropriate.
Practice Organisation and Patient Services
Oversee CQC related activity ensuring compliance is maintained.
Plan, co-ordinate and monitor staffing levels to ensure that there are adequate resources to efficient and effective services to patients and support to doctors.
Oversee and support the role of the administration and general office managers to enable them to undertake their delegated duties of day to day supervision of reception staff.
Plan and oversee staff rotas to ensure adequate cover for absence for members of the practice team.
Initiate and participate in new policies and procedures to aid and improve practice organisation and provision of services to patients and Clinical Commissioning Group as required. Work includes submitting referral pattern reports monthly and validating patient activity data.
Apply and oversee the implementation of practice policies, standards and guidance.
Produce agendas for practice meetings, produce weekly action point lists during meeting for agreement.
Investigate and respond to complaints in conjunction with other members of the practice team and maintain records for an annual QOF review
Information Management and Technology
Keep abreast of the latest development in primary care it including DOH initiatives [GPSOC] such as national summary records, electronic prescribing and disease coding and update the practice management team. This may involve adopting an alternative web based clinical system such as EMIS Web or Systm One.
Motivate, support and monitor staff in the use of it, organise and oversee it training in conjunction with the local health IT service.
Arrange the issue services of NHS Smart Cards and NHS email accounts.
Liaise with NHS IT regarding systems procurement; its funding and national IT development programmes. Ensure that failed IT equipment is replaced promptly by NHS IT Service and that software support is also promptly provided.
Contribute to the Quality and Outcomes framework in conjunction with all members of the practice team.
Practice Communication
Give regular updates to partners regarding ongoing projects.
Ensure good communication to all relevant staff is maintained using the Practice Intranet.
Health and Safety
Ensure compliance with legislation relating to health and safety.
Implement health and safety policies and procedures.
Ensure that a health and safety hazard inspection is carried out and recorded (annually)
Ensure all accidents or dangerous incidents are investigated, recorded and reported where necessary and any follow up undertaken.
New Business Ventures
Working with the partners seek and analyse new business opportunities, including potential tenders.
Produce business cases as required.
Liaise closely with the partners on new projects.
Person Specification
Qualifications Essential
Management skill practice management experience Working within the NHS Financial experience within a business
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 Dr Laliwala and Partners
Address Westwood Clinic
Wicken Way
Westwood
Peterborough
PE3 7YW
United Kingdom
Employer's website https://www.wellandmedicalpractice.co.uk/ (Opens in a new tab)