About this role
Job summary
We are looking for a Practice Manager to lead our team.
We are a friendly, compassionate, & well-respected practice and the successful applicant must be able to work collaboratively with the team and with our healthcare partners.
The practice manager is responsible for the smooth running of the business and administration within the practice. This covers business strategy, finance, human resources, our premises, information management, and NHS contract delivery. We work closely together with 6 local practices in our Primary Care Network.
Candidates must be strategic thinkers and have excellent organisational skills, with a track record of motivating and leading loyal and dedicated staff.
The post is full time, with a salary in the range £43,000 to £50,000 dependent on skills & experience, plus NHS pension. Previous management experience in general practice or the NHS is desirable but not essential as training will be provided for the right candidate.
Prospective candidates are welcome to arrange an informal visit to meet team members in person and discuss the position.
For more information contact Rebecca on 016974 78181 or [email protected]
The closing date for applications is Sunday 12th July with interviews to be held Monday 27th and Tuesday 28th July.
Main duties of the job
Responsible for the caring, compassionate, efficient and profitable running of the practice, and maintaining a happy and committed team.
Anticipating & responding to healthcare & operating environment changes and aiding the partners to ensure the long-term success and viability of the practice for our community.
About us
Caldbeck Surgery is located on the northern edge of the Lake District National Park, and serves 4,400 patients over 100 square kilometers of rural Cumbria.
We are a team of 30 people including 5 GP partners, with a strong educational ethos- encompassing medical students, trainee nurses and GP registrars.
We are part of the Keswick & Solway Primary Care Network, which covers 43,500 patients from the Solway coast to Keswick & Carlisle.
We are currently rated Outstanding by our regulator, the Care Quality Commission (CQC), and achieve high Quality & Outcomes Framework (QOF) results. Our clinical system is EMIS Web.
Job description Job responsibilities JOB DESCRIPTION
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Practice strategy
Monitor and evaluate performance of the practice against strategic & operational objectives, within the context of the healthcare system Proactively contribute to practice strategy development Identify & develop focus areas and develop discussion papers/ business cases for the partners as necessary Engage with local system partners including the Primary Care Network (PCN) & ICB/ ICS to represent the practice & primary care views, and work collaboratively across the health & care system
Business Management and Planning
Manage the day-to-day operations of the practice, with accountability for:
o Finance
o Staffing
o Facilities
o IT and associated clinical systems
o Information governance
o NHS and other contracts
o Health & Safety
o Practice policies, standards & guidance
Support and/ or lead on practice operational initiatives such as Green Practice
Financial Management
Manage the practice accounts, ensuring that complete records are made of all transactions
Understand & report on the financial implications of contract & legislative changes
Liaise with the practice accountant to resolve queries and ensure a straightforward year-end process
Manage all income & outgoings to ensure healthy cashflow
Monitor cash-flow, prepare forecasts and reports to the partners as required
Manage and reconcile bank accounts; negotiate/liaise with the practice bankers
Monitor loan provision and advise the partners on upcoming checkpoints and options
Manage partners drawings
Run staff payroll
Manage and complete all necessary transactions for pension schemes including NHS and NEST
Make PAYE payments, process claims and maintain appropriate records for HMRC
Process & complete VAT returns
Renew and appoint (with partner decisions as necessary):
o Insurers for buildings/ medical indemnity/ contents/ public liability
o Utility suppliers
Manage cash/ cheque/ card payment receipts and make with bank payments
Be accountable for:
o Ordering & maintaining supplies & equipment
Be accountable for achievement of QoF/ enhanced services targets and payments (execution delegated to Quality lead)
Compliance
Ensure compliance to all relevant regulatory areas including:
o Employment, financial & data legislation
o NHS standards and contract requirements
o Care Quality Commission (CQC) inspection standards
Information governance
Fulfil the role of Data Protection Officer for the practice and ensure compliance with legal requirements
Maintain & develop own knowledge & competence in data management legislation and its application
Advise the partners on data security matters, taking advice as necessary
Implement data sharing and patient opt-out mechanisms
Review and approve data sharing requests from other entities
Handle patient queries regarding use of their data and own the practices Fair Processing and related policies
Ensure staff are trained in information governance and data security
Audit access and use of patient data as necessary
Patient Services
Be a champion for all patients to ensure outstanding care and responsiveness Manage patient queries and complaints according to NHS standards Be accountable for reviewing and updating all practice public information including practice leaflet & website. (execution delegated to admin staff) Lead the practice patient participation group and liaise with system patient groups as necessary Manage patient requests to join the practice list Maintain the patient registration policies & monitor patient turnover
Human Resources
Manage all aspects of practice staffing including:
o Recruitment
o Employment administration
o Training & skills
o Staff appraisal
o Maintaining skill mix in accordance with demand
o Disciplinary/ disputes
o Retention
o Pay & staffing levels within budget
o Sickness
o Retirement/ dismissal
o Maintain accurate, timely & up to date records of all of the above including job descriptions, contracts and employment policies
Accountable for staff induction and training (execution delegated to assistant PM/ practice team)
Support and mentor staff, both as individuals and as team members
Keep up to date with changes in employment legislation
Health & safety
Implement and lead on the full range of promotion and management of all staff health, safety and security as defined in:
o The practice Health & Safety policy
o The practice Health & Safety manual
o The practice Infection Control policy
o Relevant legislation.
Premises
Ensure that practice premises are fit for purpose, including:
o Maintenance
o Cleaning & infection control
o Security
Equality and diversity
Support and champion the equality and diversity rights of patients, carers and staff, to include:
o Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice values, policies and current legislation
o Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
o Being an exemplar of behaviour that welcomes and supports every person, with respect for their circumstances, feelings priorities and rights.
Communication and engagement
Ensure effective communications within the team, across practice sub-teams, and with external agencies such as:
o NHS service commissioners
o Our regulator the Care Quality Commission (CQC)
o Our PCN & local practices
o local NHS trusts
o 3rd sector organisations.
Be an ambassador for the practice when dealing with any outside agencies
Recognise peoples needs for alternative methods of communication and respond accordingly
Personal /
Professional development
Support all staff to develop to achieve their potential in the practice and the NHS
Proactively develop own skills and capabilities in accordance with the requirements of the role
Quality
Contribute to improving quality within all areas of the practice, including:
Help to identify issues of quality and risk Assess own performance and take accountability for own actions Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance Work effectively with individuals in other agencies to meet patients needs Support the Quality improvement lead in their role Contribute to new service development & implementation, reflecting the operational perspective for any clinical initiatives Contribute to/ initiate data analysis actions to assist in service development or quality improvement
Systems
Accountable for practice IT systems including: Centrally-provided systems such as EMIS, ICE, email (responsibility for execution rests with NCIC IT) Attached devices and related software eg ECG/ BP machines Technical data security & response to incidents/ outages Operation of the telephone system and its integration with other systems where relevant Advising the partners on systems matters and investments
Projects
Initiate, lead and report on projects as and when required Prepare & annually update the practice development plan, and oversee the implementation of any necessary changes
Partners
Support the partners individually and jointly in all matters: Finances such as individual tax, pension, drawings, liabilities Ensuring long-term business viability Assistance with partnership meetings and agreements Assisting with change of partners as required Convene meetings, prepare agendas, produce & distribute minutes
Primary Care Network
Support the work of the PCN and the Network Contract by representing the practice for PCN matters including:
o Board attendance
o Support the PCN Clinical Director (CD) and ops lead in their roles
o Working with PCN PMs and ops lead on initiatives
o Support and enable ARRS role development and deployment
Clinical
Manage the annual flu or other mass-vaccination campaigns to include: Stock ordering & management Deliveries Logistics for vaccination delivery Identification & prioritisation of eligible cohorts Patient invitation & communication Assist clinicians in system searches to aid patient care and audit
Person Specification
Qualifications Essential
Educated to degree level or equivalent
Desirable
Masters or postgraduate qualification in management or a related discipline
Experience Essential
Strategic thinker, numerate, good communicator, experience of running a small team, financial management Expert user of office software, able to learn new software packages, resourceful- able to self-educate on new topics
Desirable
Experience of service delivery, information management, employment & health & safety legislation Experience in a health or care setting
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 Caldbeck Surgery
Address Friar Row
Caldbeck
Wigton
Cumbria
CA7 8DS
United Kingdom
Employer's website https://www.caldbecksurgery.co.uk/ (Opens in a new tab)