Practice Manager

Job summary We are seeking an experienced and proactive Practice Manager to lead our team.
The ideal candidate will bring expertise in strategic leadership, financial management, human resources, and operational oversight, ideally with a background in General Practice.Our practice is committed to delivering high-quality, evidence-based care in a professional yet welcoming environment.
As a forward-thinking and highly respected practice, we consistently strive for excellence in all aspects of patient care.
We are a dispensing practice and benefit from a robust and collaborative Primary Care Network, which includes access to a wide range of additional roles and enhanced services.We are proud to be consistently ranked among the top 10 practices in Leicester, Leicestershire, and Rutland in the national GP Patient Survey.
Our CQC rating is "Good," and we regularly meet high targets within the Quality and Outcomes Framework.The practice serves a patient population of approximately 5,000, with a dedicated and skilled team of clinicians and administrative staff.
We are looking for a Practice Manager who is an effective leader, with a collaborative approach and a positive attitude.
The successful candidate will thrive in a dynamic, close-knit team and will contribute to maintaining and building upon our high standards of care.
A sense of humour and an ability to foster a positive working environment are key attributes for success in this role.
Main duties of the job To manage and coordinate all aspects of practice including motivating and managing staff, optimising efficiency, and financial performance, ensuring the practice achieves its long-term strategic objectives in a safe and effective workplace.Through innovative ways of working, lead the team in promoting quality and continuous improvement, confidentiality, and collaborative working to provide safe patient services through learning and development and ensuring practice complies with NHS Contractual obligations and CQC regulations.
About us Thank you for considering our practice on the search for your next role.
We are a small, friendly surgery, with lots to offer.Our clinical team of 3 partners, 1 salaried GP, 2 nurses and 1 HCA are supported by our knowledgeable Reception and Dispensary teams.
We also provide areas for patients to be seen by mental health facilitators, midwives and specialist nurses.
We also have staff which are supported by North West Leicestershire Primary Care Network.In the latest National Patient Survey, the practice was rated 2nd in Leicestershire, our patients are very appreciative of the hard work staff undertake and the comforting, safe environment we have.
We have a can-do work ethic, and try to approach projects and everyday items in a positive manner.We strive to provide development opportunities for staff, to enable you to pursue areas of interest and to offer our patients a high quality service.We are situated in a rural part of North West Leicestershire, with good links to A42/M42 and M1.
Whilst here we have ample parking with some on-site and other spaces a short walk away.We have food and drink making facilities for those who prefer to stay on-site, or there is a local shop a few minutes away.The village is beautiful for a lunchtime stroll and as an 'Active Practice' we encourage all staff to make the most of time away from the desk.We are open for any candidates to come and view the surgery before interview with a booking.
Job description Job responsibilities Primary ResponsibilitiesThese core responsibilities may include additional tasks depending on workload and staffing levels.Patient Services:Oversee patient services, ensuring commitment of quality care to improve health and wellbeing of registered patients.Ensure practice complies with NHS contractual obligations.Collaborative working with PCN, NHS agencies and community care.Ensure all members of the team are appropriately trained to manage patient services.Oversee appointment system and track capacity and demand.Maintain registration policies and monitor patient list size.Manage complaints and queries, ensuring a full investigation and response in line with NHS Standards.Monitor and feedback to partners and NHS England in line with contractual obligations.Manage all public information such as patient leaflets, website content and Facebook content.Oversee delivery of patient services/contracts in conjunction with clinical and administrative leads (GMS, QOF, Enhanced Services, IIF).Oversee dispensary services in conjunction with Dispensary Lead and ensure DSQS requirements are met and safe, effective and efficient dispensing service.Work with Lead Nurse to ensure Infection Prevention Controls are in place and monitored.Oversee GDPR regulations and submission of annual DSP Toolkit.Work alongside Research Lead to maintain register and income streams.Delegate, train and develop the team to reach their full potential.Strategic Management and Planning:Stay updated on current issues, identifying threats and opportunities.Prepare the Practice Business Plan and monitor performance against objectives.Ensure CQC standards are being maintained.Lead change and oversee quality improvement initiatives.Finance:Manage practice finances including production of monthly accounts, VAT returns and payroll and partners drawings.Manage NHS Pension Contributions and returns.Monitor petty cash.Reconcile dispensary income and expenditure.Maintain an effective liaison with the accountant including responding to queries, overseeing practice accounts and the production of year end accounts.Monitor receipt of income and expenditure from PCN, ICB, NHSE and other agencies.Ensure adequate practice insurance is in place.Manage practice equipment supplies and services.Human Resources:Ensure sufficient staffing and monitor absences to ensure business continuity.Manage recruitment, training, appraisals, and pre-employment checks.Manage staff policies, training, and performance.Direct line management of all staff including ARRS staff.Work alongside HR Consultants to ensure staff policies and handbook are kept in line with current regulations.Monitor staff training matrix.Premises and Health & Safety:Manage premises ensuring compliance with health and safety regulations including risk assessments and compliance with mandatory training.Manage contracted services.Maintain and oversee building maintenance, repairs, security and utility contracts.Maintain insurance for premises, stock and public liability.Work alongside other team members to maintain infection prevention control.Communication and engagement:Develop, implement, and embed an effective communication strategy (internal and external).Oversee communications via all methods of social media, website content, SMS messages.Organise regular reception, dispensary, nursing and partners meetings.Organise regular MDT meetings with external agencies.Attendance and liaison with local PCN and ICB meetings.Manage practice IT system, delegating staff to act as administrators.Ensure compliance with IT security and information governance.Manage clinical and telephone system.Manage and liaise with Patient Participation Group.Develop and implement a Protected Learning Plan for team.Secondary ResponsibilitiesIn addition to the primary responsibilities the post holder may be requested to:Deputise for the partners at internal and external meetings.Act as primary point of contact for PCN, LLR ICB, NHSE, Community Services and other external agencies.Participation in audit as required.Generic ResponsibilitiesAll staff have a duty to conform to the following:Equality, Diversity and InclusionA good attitude and positive action towards ED&I create an environment where all individuals can achieve their full potential.
Creating such an environment is important for three reasons:It improves operational effectivenessIt is morally the right thing to doIt is required by law.Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care.
They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Patients have a responsibility to treat other patients and our staff with dignity and respect.Staff have the right to be treated fairly in recruitment and career progression.
Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted.
Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Staff have a responsibility to treat other staff and our patients with dignity and respect.Safety, Health, Environment and Fire (SHEF)The practice is committed to supporting and promoting opportunities for staff to maintain their health, well-being and safety.You have a duty of care to take reasonable care of health and safety at work for you, your team and others and to cooperate with employers to ensure compliance with health and safety requirements.All employees should comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (Workplace) Regulations 1999 and other statutory legislation.ConfidentialityThe Practice is committed to maintaining an outstanding confidential service.
Patients expect us to collect and retain sensitive information relating to their health and other associated details.
Patients have a right to expect all staff to respect their privacy and always maintain confidentiality.It is essential that all staff protect patient information and provide a confidential service.SafeguardingSafeguarding is everyone's responsibility.The practice aims to protect peoples health, wellbeing, and human rights, and enable them to live free from harm, abuse, neglect and staff are expected to act appropriately in response to any concern around adult or child abuse or neglect.Safeguarding training is completed at induction and staff must comply by the safeguarding policies and procedures.Quality & Continuous Improvement (CI)To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it.
By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work.
The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision.
We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.Induction TrainingYou will be required to complete the induction programme.Learning and DevelopmentThe effective use of training and development is fundamental in ensuring all staff are equipped with appropriate skills, knowledge, attitude and competencies to perform their role.
All staff will be required to participate and complete mandatory training, as well as in-house training.
Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.Collaborative WorkingTeamwork is essential when working within a multidisciplinary team and all staff should recognise the significance of working collaboratively and understand their role and scope sits within the wider practice team.Staff should prioritise their own workload and ensure effective time management strategies are embedded within the culture of the practice.The post holder is to work with the team to support others to explore and develop new ways of working and work effectively to provide patient care.Effective communication is essential, and all staff must ensure they communicate in a manner that enables accurate and appropriate sharing of information.All staff should delegate clearly and appropriate with clear lines of accountability, adopting principles of safe practice and assessment of competence.SecurityThe security of the organisation is the responsibility of all personnel.
The post holder must ensure they always remain vigilant and act upon suspicious activity immediately.Premises keys are provided for the exclusive use of the keyholder and must not be passed to a 3rd party without consent or duplicated.
Under no circumstances should staff share keys or codes for door locks.
Likewise, password controls are to be maintained and not to be shared.Professional ConductStaff are required to dress appropriately for their role in line with practice policy.Annual LeaveAll team members are entitled to take their annual leave allocation in line with practice policy and after approval.
Public holidays will be calculated on a pro-rata basis dependent upon the number of hours worked.
Person Specification Skills Essential Ability to explore and negotiate opportunities to enhance patient services Excellent communication skills (written, oral and presenting) Strong IT skills Excellent leadership skills Strategic thinker and negotiator Ability to prioritise, delegate and work to tight deadlines in fast-face environment Desirable SystmOne user Personal Qualities Essential Polite and professional Flexible and cooperative Excellent interpersonal skills Motivated and proactive Ability to use initiative and judgement Forward thinker with a solution focussed approach High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure Confident, assertive and resilient Ability to drive and deliver change effectively Qualifications Essential Good standard of education with excellent literacy and numeracy skills Desirable Educated to degree level in healthcare or business Leadership and/or management qualification AMSPAR qualification IGPM membership Experience Essential Experience of working with general public Experience of managing accounting procedures including budget and cash flow forecasting Experience of working in a healthcare setting Experience of managing multidisciplinary teams Experience of performance management including appraisals, staff development and training, absence monitoring and disciplinary procedures Experience of successfully developing and implementing projects Experience of workforce planning, forecasting and development Experience of recruitment and induction Desirable NHS/Primary Care general practice experience Relevant health and safety experience Other Essential Flexibility to work outside of core office hours Disclosure Barring Service (DBS) check Maintaining confidentiality at all times Full driving license Provision of two references (one from most recent employer)