Practice Manager inBradford inBradford PUBLISHED 5 DEC 2023

JOB DESCRIPTION

REPORTS TO:THE PARTNERS

HOURS:37.5 hours per week/full time

Job summary:

Responsibility for the smooth, efficient and profitable running of the practice, and maintaining a happy and committed team.

Also keeping the partners abreast of forthcoming changes in the NHS and giving them options for responding to change.

Job responsibilities:

Personnel and training

Managing the administrative staff and non-clinical management of nursing staff, including securing funding and taking lead responsibility in staff appraisal and organising recruitment selection and training.

Ensuring contracts of employment are provided to all staff and that all relevant employment legislation is followed. Ensuring the practices employment policies and procedures are comprehensive and up to date.

Finance and profitability

Responsibility for the book-keeping, petty cash and other financial aspects of the practice, including payroll and NHS pension scheme arrangements

Ensuring that all income and expenditure due to or made by the practice is received or recorded in the accounts of the practice, and preparing financial reports for the partners.

Information technology

Responsibility for the computer system, including organising any maintenance and developments to the system. Ensure compliance with Data Protection legislation.

Premises and equipment

Responsibility for security, repairs, insurance and maintenance of premises, services and equipment.

Ensuring that the practice complies with aspects of Health & Safety at Work (HASAW) legislation.

Patient services

Implementing and maintaining systems to receive patient enquiries and suggestions, including oversight of the practice-based complaints procedure in conjunction with the relevant partner.

Reviewing and updating the practices information leaflet/website, practice publicity and health education material.

Preparing a practice business plan, annual report and practice aims and objectives as required by the partners

Keeping abreast of developments within the NHS that might impinge on the practice or individual partners and offering options for consideration by the partners.

External relationships

Ensuring efficient internal and external communication, including being the focal point for contact with the primary care organisation, solicitor, accountant and other bodies

Confidentiality:

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters.They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
• In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers.They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential

• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & safety:

The post-holder will implement and lead on the full range of promotion and management of their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include (but will not be limited to):

• Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
• Maintaining an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines, and ensure implementation of these across the business
• Using personal security systems within the workplace according to practice guidelines
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business
• Making effective use of training to update knowledge and skills, and initiate and manage the training of others
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed
• Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers
• Undertaking periodic infection control training (minimum annually)
• Routine management of own team / team areas, and maintenance of work space standards
• Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality and diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality:

The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision
• 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
• Effectively manage own time, workload and resources

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise peoples needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services:

The post-holder will:

• Apply practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate

Moorside Surgery is a medium sized GP practice in a single-site, purpose-built modern premises residing at the heart of the community we serve.

We are values-driven organisation, and strive to provide the best care we can to all patients and, in particular, those least able to access it.

We are a training practice, and also tutor 4th and 5th Year Medical students on site.

We work closely with the PCN (one of our team is the PCN clinical director) and all of the partners have leadership roles in the NHS separate to the practice. In addition all of the partners have allocated areas of interest / leadership to be able to support and advise the practice manager.

We achieved very high scores in the QoF last year, achieved a Good rating in our last CQC assessment, and have one of the best patient feedback scores in the region.

We use SystmOne, advanced care navigation systems with call board monitoring of demand, "Accurx" and "Patchs" patient communication systems, "Clarity TeamsNet", etc.

We are a lively, friendly, diverse and non-hierarchical team and highly value our receptionists and managers, recognising the challenges that these patient-facing roles must engage with currently (we are proud of our stable and supportive teams with low rates of staff-turnover).

We prioritise our staff wellbeing and have many initiatives, good support networks, and inclusive team meetings to ensure this is monitored and maintained.

Personnel and Training
- Taking the lead in staff appraisal, the administrative lead in the management of non-clinical staff, and ensuring contracts and practice polices are up to date and followed.

Finance and profitability
- taking responsibility for book keeping, including payroll and NHS pension contributions and liaising with the accountants regularly.

Information technology
- responsibility that the systems are up to date, and compliant with legislation

Premises and equipment
- responsible for the security, repairs, insurance and maintenance of premises and equipment.

Patient services
- implementing and maintaining systems to receive patient enquiries with oversight of the complaints system.

Future planning
- helping to prepare a business plan, annual report and practice development plan.

External relationships
- ensuring good relationships are maintained with ancillary staff, external organisations and our local colleagues.

Confidentiality
- exert good leadership around confidentiality.

Health and Safety
- lead on health and safety in the practice and apply and monitor appropriate guidance

Equality and diversity
- ensure we remain champions in this area.

Personal / professional development
- participate in training programmes and maintain a record of development and demonstrating good leadership.

Quality
- Take a lead on non-clinical quality and risk.

Communication
- be an expert in communication

Contribute
to the implementation of services