Practice Manager

Job summary We are looking for an enthusiastic Practice Manager to leadthe small team at the Orchard Surgery.With excellent communication skills and the ability to behands on in all the administrative areas of General Practice you will helpensure excellent patient care and lead a positive and dedicated team.Responsible for the day to day operations of a highlyregarded dispensing practice, you will need to be flexible, able to prioritiseand versatile.
With the GP Partner you will manage a clinical team whichincludes salaried GPs, an ANP, Practice Nurse and two Healthcare Assistants whoare supported by a well-established part time team including medicalsecretaries, dispensers and receptionist/administrators.The role includes all aspects of practice finance, includingpayroll, pensions and claims, managing QoF and ensuring all statutoryregulations including CQC and Health and Safety as well as ensuring theprovision of high quality, safe patient centred care.Knowledge of EMIS Web is essential as is experience in aleadership role.Start date and salary to be agreed Main duties of the job Overseeing day to day operations of the practiceensuring staff meet their responsibilitiesLeading change and continuous improvementinitiatives Functional management of clinical andadministrative staffManaging recruitmentReviewing and updating Job descriptions andPerson SpecificationsManaging contracts for services eg cleaning,gardeningReviewing and updating practice policies andproceduresImplementing an efficient business resilienceplanManaging practice financesEnsuring QoF targets are metCoordinating practice diary, scheduling meetingsas appropriateLiaising at external meetings as requiredProducing quarterly Practice NewsletterEstablishing and managing a PPGManage complaints effectivelyEnsure compliance with legislation in all areasManagement of the premises, including Health andSafety aspects such as risk assessments and mandatory trainingManagement of the practice IT systemsCompliance with IT security and InformationGovernanceCoordinating all projects in the practiceMaintaining the practice website and socialmedia presenceDeputise for the GP Principle and act as theprimary point of contact for NHS(E) ICB community services, suppliers, andother external stakeholders.
About us The team at The Orchard Surgery in Langley is headed by a single GP Partner, clinically supported by two part-time salaried GPs, a part time ANP, Practice Nurse and 2 Health Care Assistants.
They are supported by an experienced team including medical secretaries, dispensers, and admin/receptionists.
We are a friendly, local surgery where patients are known to the team and we pride ourselves on providing a family doctor service willing to go over and above to support our patients and each other.
Job description Job responsibilities Main Objectives of the PostTo provide a leadership role in the practice to support theGP partner to deliver a comprehensive, quality driven service to the patientpopulationThrough business planning and development in conjunctionwith the partner, develop the strategic direction of the practice, deliveringagreed objectives.To manage and maintain an effective communication strategyinternally and externally.Manage and maintain an effective Human Resources strategy toachieve the most effective and resource efficient staff mix.Develop, manage and maintain management policies andprocedures ensuring the practice premises are maintained to a high standard andadhere to Health and Safety at Work guidelines.Identify the IT needs of the practice and implement policieswhich take account of national and local strategies.Professional Duties andResponsibilitiesOperationalManagementOverseeing the day to day operations of the practiceManagement of clinical and administrative staffDetailed knowledge of the GMS contract, PCN contract, localcontracts and QoFLeading change and continuous improvement, coordinating allprojects in the practiceOverseeing and chairing meetings, responsible for minutesand the dissemination of information to the wider team.Responsibility for CQC compliance ensuring systems andprocesses are up to date as required by the CQC.Maintain compliance with NHS contractual obligations.Financial Managementand PlanningMaintaining and managing the practice accounts (currentlyusing IRIS will be moving to Xero)Payment of invoices Liaising with the accountantsResponsibility for payroll, PAYE and NHS Pension SchemeEnsure all claims for payment (enhanced services etc) aresubmitted in a timely fashionHuman ResourceManagementAwareness of employment lawExperience of recruitment, appraisals,performance management, handling grievances and disciplinary issuesKnowledge of Health and Safety legislation andrisk assessmentExperience in managing change and servicedevelopmentConflict resolution and complaint handlingLead workforce reviews, with reference to skillrequirements, staff development and workloadEnsure staff employment policies and procedures are robustand comply with current legislation.CommunicationsOversee communication channels for all members of the teamto maintain good staff relationshipsEnsure effective communication and working relationships withexternal organisations such as Kent and Medway ICB, The Ridge PCN, NHS England,SCW CSU and Kent LMCPromote good relationships between staff and patients,encourage feedbackPromote and develop the PPGProvide effective communication to patients regardingservices available, including via the Website and social media channels.Attending external meetings when required.Taking minutes at practice meetings and sharing informationwith relevant parties.Management ofPremises and Health and SafetyManage policies and procedures to ensure the premises arewell maintained and that appropriate insurance cover is in placeEnsure the premises, equipment and services are in line withcurrent statutory regulationsComplete and manage risk assessments, policies andprocedures, including COSHH and RIDDOR to adhere to Health and SafetyGuidelines.Quality Assurance andRisk ManagementManage the quality of the Practices service delivery andwith the GP Partner promote clinical effectiveness through clinical audit.
Initiate and develop policies encouraging continuous qualityimprovement in the service provided to patients.Initiate and develop all aspects of risk management inclinical and administrative areas, including Health and Safety, InfectionControl and Significant Events.InformationTechnologyOptimise the use of IT, develop and monitor the use ofinformation management systems in the practice.Ensure the practice IT are managed appropriately and withinstatutory requirements and guidelines including confidentiality and datasharing.Maximise the use of current and future information systems.Work in conjunction with the ICB data quality team for anyfuture developments of the IT systemsAssume responsibility during and following and major event,ensuring that recovery is timely and effective in line with the businesscontinuity policy.Managing Workload andPersonal DevelopmentUse initiative to prioritise and manage your workload,delegating tasks appropriately and referring to the GP Partner in respect ofclinical, managerial and administrative areas when necessary.Maintain personal and professional development by attendingrelevant events and courses as required.Other DutiesThe above list is for guidance only as duties may vary withthe introduction of new guidelines, technology or the progression of the role.
Person Specification Qualifications Essential Honest, trustworth and reliable Educated to a good standard with excellent literacy, numeracy and IT skills Leadership and/or management experience Desirable Leadership and/or management qualification Experience Essential Experience of working with the public Experience of managing accounting procedures Experience of working within a healthcare setting Experience of working with EMIS Web Experience of performance management including appraisals, staff development and disciplinary procedures Experience of successfully developing and implementing projects Relevant Health and Safety experience/knowledge Desirable Primary Care General Practice or NHS experience Experience of working with multi-disciplinary teams Experience of chairing meetings, producing agendas and minutes Knowledge and Skills Essential Strong communication skills, verbal and written Working at management level Knowledge of employment law, health and safety regulations and risk assessment Strong leadership and negotiation skills Excellent problem solving and organisational skills Capable of working autonomously, being resourceful and self-motivated Available to work outside regular office hours if needed Desirable Ability to motivate teams, enhance morale and cultivating a positive work environment Experience in handling payments, record keeping Proficient with IT and able to learn new software Familiarity with GDPR compliance