Practice Manager inWestcliff-on-Sea inWestcliff-on-Sea PUBLISHED 5 DEC 2023

Job Title

Practice Manager

Line Manager

Lead GP (Dr Fahim Khan)

Accountable to

Dr Roohi Aslam (GP Partner)

Hours per week

37.5

Job Summary

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 Equality, Diversity & Inclusion, Safety, Health Environment & Fire, Quality & Continuous Improvement, Confidentiality, Collaborative Working, Service Delivery, Learning and Development and ensure the practice complies with CQC regulations.

Mission Statement

At Carnarvon Medical Centre, we are a team of friendly and dedicated people

striving to deliver the best care possible for all our patients, to help optimise their

health and wellbeing through collaborating with patients, services in

secondary / tertiary care sector and professionals in community services.

Primary 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.

The practice manager is responsible for:

a. Overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities

b. Functional management of all clinical and administrative staff

c. Direct line management of the following staff: Reception and Admin staff, Secretaries, Practice Nurses, Health Care Assistants

d. Managing the recruitment process for the practice

e. Establishing, reviewing and regularly updating Job Descriptions and Person Specifications

f. Managing contracts for services

g. Leading change and continuous improvement initiatives

h. Coordinating the reviewing and updating of all practice policies and procedures

i. Coordinating and lead the compilation of practice reports and the practice development plan (PDP)

j. Developing, implementing and embedding an efficient business resilience plan (BRP)

k. Managing the financial elements of the practice, including budgets, petty cash, etc. in conjunction with the partners and accountants

l. Ensuring the team reach QOF targets (supported by the nursing and administrative leads)

m. Coordinating the practice diary, ensuring meetings are scheduled appropriately

n. Liaising at external meetings as required

o. Marketing the practice appropriately

q. Managing the Patient Participation Group

r. Managing all complaints effectively

s. Ensuring compliance with legislation and deal with disciplinary issues accordingly

t. The management of the premises, including health and safety aspects such as risk assessments and mandatory training

u. Managing the practice IT system, delegating staff to act as administrators.

v. Ensuring compliance with IT security and IG

w. Coordinating of all projects within the practice

x. Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively

y. Maintaining the practice and NHS choices websites

Secondary Responsibilities

In addition to the primary responsibilities, the practice manager may be requested to:

a. Deputise for the partners at internal and external meetings

b. Act as the primary point of contact for NHS(E), ICB, PCN, community services, suppliers and other external stakeholders

c. Partake in audit as requested by the audit lead

We are looking for a highly motivated, productive, and proactive individual with a demonstrable career in primary care.

The successful candidate will be responsible for organisational leadership, service improvement and delivery of key targets across the full range of clinical and administrative areas within the practice. A high degree of personal organisational skill is required as well as a systematic approach to problem solving and planning.

This is an exciting opportunity, for the right candidate, to play a pivotal role in leading the practice within a well-rounded, supportive, and stable team.

You will have the following skills and qualifications:

• A relevant qualification in Business Management or equivalent
• Detailed and up to date knowledge of employment legislation as well as experience in managing a diverse workforce
• Prior experience of leadership and personnel management, ideally within a healthcare setting
• Ability to deliver a vision and a willingness and drive to adapt to NHS targets and business planning, whilst keeping abreast of legislative and contractual changes
• Self motivation and forward thinking approach
• Excellent organisational, management and planning skills, IT skills and communication skills
• Ability to implement and manage change effectively
• Ability to identify training and development needs and experience of appraising staff members

The following are the core responsibilities of the practice manager.

• Overseeing 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 Reception and Admin staff, Secretaries, Practice Nurses, Health Care Assistants
• Manage the recruitment process
• Manage contracts for services
• Leading change and continuous improvement
• Coordinate the review and update all practice policies and procedures
• Coordinate and lead the compilation of practice reports
• Develop, implement and embed an efficient business resilience plan
• Manage the finances of the practice in conjunction with the partners and accountants
• Ensure the team reach QOF targets supported by the nursing and administrative leads
• Coordinate the practice diary and scheduled Practice meetings
• Liaising external meetings as required
• Manage the Patient Participation Group
• Managing all complaints effectively
• Compliance with legislation and deal with disciplinary issues
• Management of the premises, including health and safety, risk assessments and mandatory training
• Managing the IT system, delegating staff to act as administrators
• Ensure compliance with IT security and IG
• Ensure all staff have the right level of training to enable them to carry out their individual roles and responsibilities effectively
• Ensuring all staff have the appropriate level of training for their roles
• Maintaining the practice and NHS choices websites