Practice Manager Full Time NEW

Job Title: Practice Manager

Employer:                        GP Surgery

Employer Details:          GMS Practice; 16,000 patient list size

Location:                         East Sussex

Working Hours:              Full time ( 37.5 hours per week)

Working Pattern:           In-person

Salary:                              Competitive

We are seeking a dedicated Practice Manager to lead and support the smooth running of one of our client, GP Surgery in East Sussex. The role focuses on ensuring high‑quality patient care, effective operations, and compliance across the Practice.

Job Overview:  

·      To ensure the provision of a high-quality Patient service within a safe, effective, caring, responsive and well- led working environment by providing effective support to the Provider and staff, running the day-to-day operation of the Practice and encouraging the development of the business

·      Lead on the management and delivery of all Directed, National and Local Enhanced Services and services commissioned through the Integrated Care Board, Federation and Public Health Departments

·      To be involved in identifying service changes and developments in line with local requirements, keeping up to date with current affairs and identify potential threats and opportunities

·      Maintaining appropriate records of staff, Patients, financial transactions, and other administrative documents

·      Lead on CQC compliance, ensuring policies and procedures are reviewed on an annual basis and arrange for amendment as necessary

·      Maintain skills at the current level and undertake such training and development as may from time-to-time be required to maintain personal competency

·      Participate in all activities required by CQC registration

·      Areas of responsibility include: strategic management and planning, quality assurance, information governance, compliance with regulators and appropriate legislation, recruitment of clinical and non-clinical staff, finances, organisation, information technology, Practice development, education, premises, confidentiality, health and safety, equality and diversity, personal and professional development, quality, communication, and contribution to the ongoing implementation of services and Practice development

Responsibilities and Duties to the Job

The Practice Manager’s responsibilities include but are not limited to the following:

Human Resources

·      Develop and maintain effective working relationships with all employees

·      Support and uphold an open, positive and honest working culture Identify personnel requirements, select and recruit suitable staff Supervise and support staff; allocate work and assess performance

·      Organise the annual appraisal system, prepare personal development plans and identify training needs

·      Prepare and update Job Descriptions, issue Contracts of Employment, identify and advise leaders and staff of any change in employment legislation

·      Manage any grievance and disciplinary issues

·      Monitor and evaluate the performance of the Practice team against objectives, help to identify and manage change

·      Develop and maintain effective communication in the Practice

Roles Specific Duties:

Recruitment of Clinical and Non-Clinical Staff

·      Support the provider in all processes pertaining to the recruitment of clinical and non-clinical staff

·      Responsible for the recruitment, training, supervision of staff, and supporting the line managers as necessary

·      Ensure that all staff are legally and gainfully employed Monitor skill-mix and deployment of staff

·      Manage staffing levels within target budgets

·      Evaluate, organise and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role

·      Develop and implement effective staff appraisal and monitoring system

·      Support and mentor staff, both as individuals and as team members

·      Implement effective systems for the resolution of disputes and grievances

·      Keep abreast of changes in employment legislation

·      Maintain up-to-date HR documentation, including job descriptions, employment contracts and employment policies

Education and Training

·      The post holder will be responsible for identifying any areas of work where skills need to be developed and will be responsible for identifying and producing a plan to meet any learning needs

·      Ensure training materials are kept up to date and maintained

·      Disseminate relevant information to all parties relating to the training programmes and any student placements within the Practice

·      Ensure invoices for training are coordinated and submitted promptly

Strategic Management and Planning

·      Keep abreast of current affairs and identify potential threats and opportunities

·      Contribute to Practice strategy; formulate objectives and research and develop ideas for future Practice development

·      Monitor and evaluate performance of the Practice Team against objectives; identify and manage change

·      Develop and maintain effective communication both within the Practice and with relevant outside agencies

·      Prepare and annually update the Practice Development Plan; oversee the implementation of the aims and objectives

·      Assess and evaluate accommodation requirements and manage development and expansion plans

Finance

·      Manage Practice budgets and seek to maximise income

·      Negotiate with the relevant authorities and prepare and submit regular development plans to ensure the Practice receives an appropriate and equitable allocation of resources

·      Understand and report on the financial implications of contract and legislation changes

·      Responsible for making wage payments and processing the correct pension and tax arrangements for employed staff

·      Keeping appropriate records of all business transactions

·      Manage Practice accounts; submit year-end figures promptly and liaise with the Practice Accountant

·      Support the Practice Accountant by supplying financial information in a timely way

·      Organise annual financial meetings with the Practice Accountant and leadership team

·      Organise quarterly financial update meetings with the team member responsible for monitoring expenditure

·      Ensure the Practice meets financial targets

·      Monitor the cash flow, prepare ad hoc forecasts and report to the provider when required

·      Manage and reconcile bank accounts; negotiate/liaise with the Practice bank

·      Monitor and reconcile income and expenditure statements and purchase/sales ledger transactions

·      Manage Partners’ drawings and tax returns (as relevant)

·      Manage and monitor PAYE for Practice staff and maintain appropriate records

·      Manage contributions to the Practice Pension Scheme(s) and maintain appropriate records

·      Manage appropriate systems for handling and recording of cash, cheques and petty cash

Premises

·      Co-ordinate quotes and supervise co-ordination of building works as directed by the provider

·      Ensure building security is maintained – have thorough knowledge of Practice shut down procedure and setting of alarms

·      Train reception administration staff in the operation of the out- of-hours procedure

·      Be a key-holder for the alarm

·      Maintain and implement the Practice health & safety policy and systems

·      Maintain adequate stocks of stationery and clinical supplies Develop relationships with other services on the premises and improve integration

·      Monitor the cleaning maintenance of the building and ensure it is kept to appropriate standards

Organisational

·      Organise and attend leadership/partners meetings, circulating the agenda in advance, keeping and circulating minutes, and ensuring action points are done

·      Organise and attend Practice meetings, prepare agendas and ensure distribution of minutes as necessary

·      Co-ordinate and invite external people to scheduled meetings (including MDT, Safeguarding, Palliative Care meetings, etc.)

·      Develop Practice protocols and procedures, review and update as required

·      Ensure that Practice premises are properly maintained and cleaned, and that adequate fire prevention and security systems are in place

·      Manage the procurement, servicing and maintenance of Practice medical and IT equipment, supplies and services within target budgets

·      Develop and review Health & Safety policies and procedures and keep abreast of current legislation

·      Arrange appropriate insurance cover, e.g. employer’s liability

·      Ensure that the Practice has an adequate disaster recovery procedure in place and is regularly reviewed, in order to respond to major incidents and pandemics

Patient Services

·      Always ensure compliance with Patient confidentiality in line with current legislation

·      Maintain an accurate and efficient appointment system

·      Organise surgery timetables, extended hours and access rotas as necessary, as well as holiday cover

Quality Assurance

·      Ensure that the services provided are fit for purpose and meets Patient expectations

·      Monitor and advise on how the quality management systems are performing and produce data and reports regarding Practice performance against set objectives

·      Liaise with other staff to ensure that all systems are functioning properly

·      Advise on changes and their implementation and provide training to enable others to achieve quality services

·      Help develop efficient systems of management to include IT, financial and risk management and to delegate tasks appropriately