About this role
Job summary
The Key Medical Practice is entering an exciting new chapter. Our building has been renovated, our patient list is set to grow significantly, and we are looking for a Practice Operations Manager to lead the practice through it.
This is the most senior non-clinical role in the practice and the equivalent of a Practice Manager, with a broader remit and stronger support. You will hold full accountability for how the practice runs day to day and for how it grows. You will work as a true partner to the clinical lead, shaping the practices direction together and making sure the operation behind the clinical care is safe, efficient and patient-focused.
As part of Principal Medical Limited (PML), a not-for-profit, GP-led organisation, you will have the authority and autonomy of a senior practice leader and the backing of a larger organisation.
Main duties of the job
We are looking for an experienced primary care leader who is motivated, self-directed and ambitious for the practice. You will:
- Lead the practice day to day, with overall accountability for operational performance, patient access and patient experience
- Work in close partnership with the clinical lead to set priorities, shape the practices strategy and make joint decisions on workforce, services and quality
- Plan and lead the operational response to significant list growth, including capacity, appointment models, workforce, and the use of our renovated premises
- Line manage and develop the practice management team, including workforce planning, performance and succession, supported by PMLs HR function
- Own the practices compliance with CQC requirements, NHS contractual obligations and PML governance standards, and keep the practice inspection-ready
- Manage the practice budget and local expenditure, and report on financial and operational performance to PML
- Drive quality improvement, patient experience and safety initiatives with the clinical team
- Build a positive, supportive culture in which clinical and non-clinical colleagues work well together
- Represent the practice on the Primary Care Network Board and with community, system and neighbouring practice partners
- Contribute to PMLs wider development and share learning across the federation
About us
PML is a successful, not-for-profit, GP-led organisation providing NHS community and primary care services across Oxfordshire and Northamptonshire. We have been an NHS healthcare provider since 2004 and have grown significantly in recent years, now employing around 300 staff with a turnover of around £16 million. PML holds GMS contracts and operates as a GP federation representing approximately 50 GP practices and around 650,000 patients.
The Key Medical Practice is one of our practices in Kidlington. With a newly renovated building and a growing patient list, it offers a rare chance to shape a modern, well-resourced practice at an important moment in its development.
We welcome applicants from a diverse range of backgrounds and circumstances, including people with protected characteristics under the Equality Act 2010.
Job description
Job responsibilities
Practice leadership and operations
- Hold overall responsibility for the safe, efficient and effective running of the practice
- Lead operational delivery across reception, administration, access, prescribing and medicines support, patient services and premises
- Work with the clinical lead to design and review appointment systems, clinical rotas, skill mix and capacity so that care is accessible and sustainable
- Use performance data, patient feedback and workforce information to identify problems early and act on them
Growth and change
- Plan and deliver the operational aspects of patient list growth, including onboarding, staffing, capacity and patient communication
- Make the best use of the renovated premises, including room utilisation, flow, equipment and facilities
- Lead practice projects and change programmes, drawing on PMLs Transformation Directorate where helpful
People and culture
- Line manage the practice management team and provide visible, approachable leadership to all non-clinical staff
- Lead recruitment, induction, appraisal, development and performance management, in partnership with PML HR
- Promote staff wellbeing, team working and a culture of learning
Quality, governance and compliance
- Ensure continuous compliance with CQC standards, GMS contractual requirements and information governance obligations
- Support clinical governance alongside the clinical lead, including significant events, complaints, audit and safeguarding processes
- Maintain policies, risk registers and business continuity arrangements
Finance and resources
- Monitor the practice budget, control local expenditure and report variances to PML finance
- Oversee income opportunities, contract delivery, QOF and enhanced services performance
- Work with PML central teams for payroll, procurement and HR, so that practice needs are met
Partnerships and system working
- Sit on the Primary Care Network Board and represent the practices interests and contribution
- Build strong relationships with the Integrated Care Board, local providers, community services and the Patient Participation Group
- Contribute to federation-wide development and share learning with colleagues at other PML sites
Person Specification
Skills and Abilities
Essential
- Ability to lead, motivate and develop teams in a complex and pressured environment
- Strong analytical and problem-solving skills, with the ability to interpret performance data
- Excellent written and verbal communication, including reporting to senior leaders and boards
- Ability to manage competing priorities, work at pace and deliver to deadlines
- Confidence in leading difficult conversations and managing conflict constructively
- Ability to plan and deliver projects with clear outcomes
- Proficiency in Microsoft Office and the digital tools used in general practice
Experience
Essential
- Senior management experience in general practice, primary care or the wider NHS, ideally as a Practice Manager or equivalent
- Experience leading and developing multidisciplinary teams, including performance and HR processes
- Experience managing budgets and financial performance in a healthcare or public sector setting
- Experience of working with clinical leaders to shape services
- Experience of working across organisational boundaries with multiple stakeholders
Desirable
- Experience of managing a practice through growth, premises change or service redesign
- Experience in a GP federation or at-scale primary care organisation
- Experience leading transformation or improvement programmes
Knowledge
Essential
- Strong working knowledge of GP operations, including workforce, appointments, access and compliance
- Familiarity with CQC standards and the inspection and registration framework
- Understanding of NHS primary care contractual frameworks, including GMS, PMS or APMS
- Understanding of information governance, data protection and Caldicott principles
Desirable
- Knowledge of QOF, enhanced services and primary care performance metrics
- Familiarity with clinical and operational systems such as EMIS, SystmOne or Accurx
Personal Attributes
Essential
- A credible, approachable leader who builds trust with clinical and non-clinical colleagues alike
- Resilient, adaptable and comfortable in rapidly changing environments
- Proactive and self-directed, able to spot problems and act without being prompted
- Committed to high standards of patient care and staff wellbeing
- Alignment with PMLs values of quality, sustainability and community-focused care
Qualifications
Essential
- Educated to degree level or equivalent experience
- Evidence of continued professional development in a relevant field
Desirable
- Management or leadership qualification at postgraduate level or equivalent
- Project management qualification such as PRINCE2 or equivalent
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
The Key Medical Practice
Address
Kidlington Health Centre
Exeter Close
Kidlington
Oxfordshire
OX5 1AP
United Kingdom
Employer's website
https://keymedicalpractice.co.uk/ (Opens in a new tab)