Practice Manager

Job Purpose

Your role will involve the overall management and co-ordination of the practice, managing

staff to ensure the efficient running of the practice. You will also be expected to support with

the practice finances, ensuring contracts and policies are up to date as well as ensuring

that the practice achieves long-term strategic objectives in an effective and safe working

environment compliant with CQC Regulations.

Through innovative ways of working, you will lead the team in promoting quality and

continuous improvement, proactively seeking opportunities and technological solutions to

improve the efficiency and stability of the business.

Main Duties and Responsibilities

The following are the core responsibilities of the Practice Manager. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels.

• Overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities and appraisals

• Responsible for and maintaining compliance with all relevant CQC guidelines, identifying issues and improving process wherever possible

• Assessing practice performance strategically, managing quality improvement projects as required

• Act as the primary point of contact for NHSE, ICB, suppliers and other external stakeholders

• Leading change and continuous improvement initiatives within remit; coordinating projects within the practice

• Ensuring the practice maintains compliance with its NHS contractual obligations

• Ensuring compliance with IT security, Cyber security, Data security and IG

• Overseeing contract negotiations; with suppliers, landlords, third parties and between the partnership

• Responsible for managing feedback and complaints, supported by the Management team and Partners

• Monthly management representation on the board of the Primary Care Network- being integral to the strategic development of the PCN for patient care.

• Writing, developing and implementing an efficient business resilience plan

• The management of the premises including Health & Safety, Risk Assessments and Fire Safety

• Responsible for reviewing and updating relevant policies and procedures to ensure CQC compliance

• Maintain registration policies and monitor patient turnover and capitation.

• Manage an effective appointments system.

• Routinely monitor and assess practice performance against patient access and demand management targets.

• Proactively working collaboratively with the ICB and local practices, to maximise opportunities for the practice and our patients

• Work collaboratively with the Finance and Business Manager to oversee the financial management of the practice, supporting strategic budgeting and income streams. Workforce planning will be based on budgets and forecasted expenditure

• Direct line management of the individual line managers - Reception, Operations, Nursing, Secretaries and ARRS staff. In addition, join line management of the University of Warwick branch site staff and Site Lead.

HR lead for the practice, including (but not limited to):

• Managing the recruitment and retention of staff

• Complete a full induction with new members of staff, ensuring new starter check lists are completed and all team members have the appropriate level of documentation, training to enable them to carry out their individual roles and responsibilities safely and effectively.

• Undertake exit interviews and feedback to Managers and Partners where appropriate, ensuring leaver check lists are completed

• Maintaining an overview of and ensuring compliance with HR legislation

• Creating, reviewing and regularly updating job descriptions and person specifications, ensuring all staff are legally and gainfully employed

• Ensuring all team members are up to date with all Mandatory training

• Maintaining effective systems for the resolution of disciplinary and grievance issues

• Oversee the appraisal process for staff

• Coordinating internal training events and ensuring teams and individuals are supported with ongoing development, with a focus on upskilling and retaining staff

• Oversee patient engagement and support the Patient Participation Group, Practice Website, Social Media and the appropriate marketing of the practice. Promoting the use of patient online services

• Chairing partnership meetings, regular management team meetings, and other internal and external meetings as required.

• Deputise for the Partners as required, including at internal and external meetings

Person Specification

Essential:

• At least 5 years of experience within a HR related role dealing with people matters.
• Educated to at least a level 5 qualification.
• Excellent IT skills and experience implementing new systems and processes.
• Expertise in team leadership, with a track record of success.
• Experience of driving and delivering change effectively.
• Experience with project management.
• Experience of performance management including conducting appraisal, staff development and disciplinary procedures.
• Knowledge of employment law, health and safety legislation, risk assessment.
• Full UK driving licence.

Desirable:

• Previous experience working as a Practice Manager and or in the NHS/primary care.
• Educated to a level 7 qualification.
• Experience of working with regulatory bodies such as CQC.
• Knowledge of financial planning, budgeting, and reporting.

Benefits

• AFC band progression
• NHS pension
• Generous holiday entitlement that increases with service.
• Cycle to work scheme.
• Enhanced maternity pay with qualifying length of service.
• Generous sickness pay with qualifying length of service.
• Annual Christmas party.
• Annual appraisal.
• Eye tests/flu jabs.
• Continuous professional development including access to training courses.