The ideal candidate will possess exceptional leadership skills, organisational abilities, and a compassionate approach to team management. They will be responsible for developing and implementing practices that promote continuous improvement and compliance while managing communications and IT systems. The role also involves handling public information, addressing patient inquiries and complaints, and maintaining the practice's financial health. As part of the Whitby, Coast, and Moors PCN, the Practice Manager will participate in collaborative relationships within the community and among healthcare stakeholders.
Do you have the vision, skills and energy to lead our friendly supportive team navigating us through the challenging landscape of general practice whilst also sharing our ethos to deliver excellent patient centred care?
We have an exciting opportunity for a Practice Manager to lead our successful established team at Sleights and Sandsend Medical Practice.
We are looking for someone to lead and manage our Practice, helping us to meet our objectives, whilst maintaining our strong values of providing a responsive, safe, and high quality service for our patients, in a supportive and efficient environment. We strive to ensure that our team can work in a trusting and fulfilling environment in which they can develop, learn and thrive.
You must be experienced, dynamic, highly organised and enthusiastic, with outstanding leadership skills, a good head for business and a large heart for people with excellent communication and team skills. You will have vision, be adaptable, and conscientious. The successful candidate will work closely with the Partners, supported by excellent administrative and clinical teams, to ensure the smooth day to day running of the practice, fulfilling all necessary management duties as agreed with the Partnership.
GMS Practice
List size of 5200 patients
Rated Outstanding by CQC
High QoF achievement
Dispensary: provision to 60% patients
We are part of Whitby, Coast and Moors PCN in which the practice managers enjoy a supportive and collaborative working relationship.
To manage and coordinate all aspects of practice functionality, motivating and managing staff, optimising efficiency and financial performance, ensuring the practice achieves its long-term strategic objectives in a safe and effective working environment.
Through innovative ways of working, lead the team in promoting quality and continuous improvement, confidentiality, collaborative working, service delivery, learning and development and ensure the practice complies with CQC regulations.
About us
The following are the core responsibilities. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
Patient Services:
Oversight and co-ordination of patient services, ensuring commitment of quality care to improve health and wellbeing of registered patients.
Ensure that the Practice complies with NHS contractual obligations in relation to patient care.
Collaborative work with the broader NHS and local community.
Ensure reception and administration teams are appropriately trained to manage patient inquiries and appointments through care navigation.
Oversee appointment system and track capacity and demand as needed.
Maintain Registration Policies and monitor patient turnover, marketing the practice appropriately.
Manage any complaints and queries, ensuring they are fully investigated and responded to in line with NHS standards. Ensure all complaints are recorded for reference and reporting. Monitor and report trends or concerns.
Responsible for managing all public information such as patient leaflets, newsletter, Facebook page and website content.
Be champion for all patients.
Oversee delivery of patient services / contracts supported by the nursing and administrative leads (core GMS, QOF, enhanced services, PCN).
Strategic management and planning:Keep abreast of current affairs and identify potential threats and opportunities.Monitor and evaluate performance of the practice team against objectives; identify and manage change.Prepare and annually update the practice business plan and philosophy and oversee the implementation of the aims and objectives.
Ensure the practice maintains standards required by the CQC.
Lead change and overseeing the coordination of continued quality improvement initiatives within the practice, with a strong focus on clinical outcomes including health promotion, prevention of disease and compliance with guidelines.
Finance:
Manage the financial elements of the practice, including budgets, bank accounts and accounting systems, seeking to manage cashflow and expenditure effectively and efficiently in accordance with the wishes of the partners.
Maintain an effective liaison with the accountant, overseeing practice accounts, ensuring year-end figures are presented and dealing proactively with accounting queries as they arise
Brief partners on all financial matters, including forecasting
Manage and overseeing the processing of partners drawings, PAYE and pensions for practice staff
Ensure receipt of enhanced services payments and access to other additional income as and when it becomes available.
Ensure the practice has appropriate insurance cover.
Manage the procurement of practice equipment, supplies and services
Human Resource:
Oversee the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities.
Functional management of all clinical and administrative staff
Direct line management of the following staff: practice administrator reception manager, dispensing manager, secretarial manager, practice nurses, salaried GPs, care coordinators and other associated PCN ARRS staff.
Manage the recruitment and training of new staff, retention of staff; developing, implementing and embedding an effective succession plan.
Establish, review and regularly update job descriptions and person specifications, ensuring all staff are legally and gainfully employed, and that all pre-employment checks, including DBS checks, are carried out robustly and updated as necessary.
Develop, implement and embed an effective staff appraisal process, with a focus on continued personal development and quality improvement.
Implement effective systems for the resolution of disciplinary and grievance issues.
Maintain an effective overview of, and ensure compliance with HR legislation
Ensure all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively.
Coordinate the planning of rotas and effectively dealing with staff absences to ensure business continuity.
Premises and Health & Safety:
Manage the premises including Health and Safety aspects, ensuring compliance with health and safety legislation including risk assessments and compliance with mandatory training
Manage contracted services
Oversee building maintenance and repairs
Handle all maintenance contracts for cleaning, gardening, waste removal etc.
Maintain building security and systems.
Review and organise policies, procedures and risk assessments.
Maintain all required insurance for buildings, staff and third parties
Investigate all accidents and incidents and make necessary reports.
Overall responsibility for infection control policy
Communication and engagement:
Develop, implement and embed an effective communication strategy (internal and external).
Oversee the publishing communications for internal and external use.
Oversee the maintenance of the practice and NHS choices websites
Liaise at external meetings as required
Liaise with the Patient Participation Group
Manage the practice IT system, delegating staff to act as administrators.
Ensure compliance with IT security and information governance.
Manage the telephone system.
In addition to the primary responsibilities, the post holder may be requested to:
Deputise for the partners at internal and external meetings.
Act as the primary point of contact for NHS(E), ICB, community services, and other external stakeholders.Partake in audits as required.
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