Practice Manager

Cardiff and Vale University Health Board; Bridgend; On-site; GBP 42,000 - 65,000; Full time

Job summary

Cardiff and Vale University Health Board is seeking an accomplished business manager for a long-established training Practice in Bridgend. The role focuses on organisational leadership, service development, governance, and financial management to deliver high-quality care.

You will oversee GP rota planning, clinical governance processes and HR activities, ensuring compliance with statutory requirements and NHS contracts. This is a demanding, rewarding post within a collaborative team.

Qualifications

• Degree level qualification or evidence of minimum 5 years experience in a Senior management position.
• Experience of NHS or GP practice management preferred.
• Strong governance, information governance and GDPR understanding.

Responsibilities

• Oversee systems to deliver high-quality care to the registered population.
• Schedule and manage GP rota to balance demand and capacity while maintaining a fair workplace.
• Lead organisational development and service improvement.
• Identify opportunities, assess viability and prepare business plans for discussion and implementation.
• Coordinate partnership meetings and ensure actions are implemented.
• Manage governance, risk, information governance and GDPR compliance.

Skills

Leadership

Strategic planning

Financial management

Human resources management

Governance & compliance

Education

Degree level qualification or 5+ years senior management experience

Tools

EMIS

Payroll systems

Spreadsheets

Job description

We have an exciting opportunity for an accomplished, dynamic and highly efficient business manager to join our long established, well-regarded training Practice situated in expanded premises in Bridgend town centre. Close to the coast and with very easy access to the M4 corridor. The area has excellent local schools. We are a forward-thinking 18,953 patient practice and an active member of Bridgend East Network Cluster and of Pen y Bont Health Ltd, the first federated GP Cluster in Wales. We are a friendly and collaborative general practice and encourage new ideas from all members of the team. We take pride in our supportive environment for GP trainees, medical, pharmacists and nursing students, fostering both professional development and a welcoming atmosphere for all staff and patients. Our Practice Team includes 9 GP Partners and 2 Salaried GPs, Pharmacists, a Nurse Manager, Practice Nurses, HCAs and outstanding administrative staff., The successful candidate will take responsibility for organisational leadership, the smooth running of the practice, service improvement and delivery of key targets across all clinical and administrative areas within the practice. They will report to the Practice Partnership., Core Tasks and Functions The following job description is intended to provide a broad outline of the main responsibilities of the post, it is not exhaustive and the postholder will need to be flexible in developing the role. Partnership issues, planning and service development

• Oversee systems to ensure that the practice delivers the highest quality of care to its registered population
• Schedule and manage the GP rota, ensuring patient care demand matches available clinical capacity while maintaining a safe and fair workplace
• Co-ordinate and lead the process of organisational development
• Develop, maintain and review new and existing services
• Identify new opportunities, assess viability and prepare business plans for discussion, approval and implementation
• Support GP Cluster developments and initiatives
• Initiate and implement processes to maximise opportunities provided via contractual services and oversee the monitoring and reporting systems in place for these services
• Undertake periodic review of clinical services; recommend and implement changes or extensions to services as agreed with the Partnership
• Identify significant challenges and threats to the practice and ensure an effective, timely response
• Co-ordinate agenda for Partnership meetings and Practice Team meetings and ensure implementation of actions arising
• Contribute to partnership meetings to advise on policy matters and engage in discussion to ensure robust and well considered decision-making
• Regularly review the effectiveness and purpose of all meetings in the practice.
• Lead on partnership changes including retirement, new appointments, legal, financial and patient related implications
• Ensure the practice is compliant with all statutory and legal requirements including health & safety, employment law and GMS contract
• In liaison with the duly appointed solicitors, draft or review the Partnership Agreement; monitor compliance and recommend remedial action if required

Governance (systems, processes risk and services)

• Maintain a robust clinical governance structure
• Responsible for information governance, including ensuring that good information governance principles are in place and understood throughout the practice and for GDPR, legal compliance of information governance and submission of relevant information (IG Toolkit)
• Co-ordinate the process of clinical audit and submission of relevant information (CGPSAT) under local / national Clinical Governance arrangements.
• Ensure results of clinical audit are disseminated with action taken in response to findings
• Develop and disseminate all relevant policies, procedures, standards and guidance to all GPs and staff; review and update regularly
• Oversee and implement an effective risk management system, ensuring compliance with legal requirements.
• Maintain systems to minimise risk, identify potential problems and operate an incident policy compliant with information governance
• Ensure practice is compliant with GDPR.
• Manage practice significant events reviews.
• Ensure there is a robust Research Governance system in the practice where any research work is undertaken.

PR and Patient involvement

• Ensure the efficient provision of high-quality reception and administrative services to patients
• Produce and update practice information in a timely manner and evaluate the effectiveness and quality of this in both electronic and paper formats
• Develop the public profile of the practice through social media and raise local awareness of the Practice and the services it provides
• Operate an effective complaints management system, compliant with current Welsh Government requirements.

Financial Management

• Oversee effective financial management systems, reporting to the partners as appropriate
• Understand and report on the financial implications of contract and legislation change
• Manage practice budgets effectively and establish and maintain systems to maximise income.
• Identify opportunities to increase income and report areas of underperformance.
• Support the partners in contractually meeting clinical targets from NHS Wales
• Reconcile monthly statement of contractual payments against practice records, analyse information and address all financial inconsistencies
• Monitor and report progress against contractual requirements and ensure maximum profit attained
• Manage Practice accounts; submit year-end figures promptly and liaise with the Practice Accountants
• Manage appropriate systems for handling and recording of cash and cheques and petty cash
• Monitor cashflow, prepare regular forecasts and reports to the partners
• Responsibility for settlement of accounts, with automated payments, online banking, cheques etc.
• Operate payroll and pensions functions and ensure that robust procedures are in place for PAYE and NHS pensions systems in line with HMRC and NHS Pensions agency requirements and that financial and confidentiality controls are in place
• Ensure GP partner monthly drawings are paid in line with the Partnership Agreement in liaison with Practice Accountants
• Monitor insurance policies and ensure payments are kept up to date, review policies meet the needs of the practice regularly
• Prepare a business case for any potential financial developments, identifying need, resources required, value for money and an implementation plan

Human Resources

• Authorise and organise staff recruitment
• Make recommendations on partner recruitment
• Lead the recruitment and selection process when appointing members of the practice team including GPs
• Evaluate, organise and oversee staff induction and training.
• Ensure that all clinical staff working in the practice are registered with the appropriate professional body and that they have the necessary indemnity cover in place
• Undertake detailed workload analysis for all staff, arbitrate on issues of workload; undertake skill-mix review, succession planning and implement necessary changes.
• Identify practice staff training needs through training needs analysis; organise in-house training in line with identified need; identify and facilitate appropriate external training
• Keep up to date with employment legislation and ensure that all practice policies and paperwork (including contracts of employment) comply with statutory requirements; make amendments as necessary; promote good employment practices
• Manage practice discipline and grievance procedures for all staff
• Develop and implement effective staff appraisal and monitoring systems.

Premises and Equipment

• Responsibility for overall day to day management of the premises
• Arrange appropriate insurance cover
• Ensure the practice maximises use of available space
• Ensure availability of adequate stocks of stationery, clinical and other supplies and ensure value for money
• Ensure maintenance schedules are in place for equipment including calibration and PAT testing for electrical equipment
• Ensure that practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place
• Liaise regularly with landlords on appropriate matters
• Degree level qualification or evidence of minimum 5 years experience in a Senior management position, Experience of and success at communicating and managing people
• Experience of managing teams and able to promote teamwork and employee satisfaction
• Financial management experience including understanding of accounting systems, payroll & spread sheets
• Experience as a manager, with knowledge of employment law and business accounts
• Knowledge/Experience of building/estates management, maintenance and compliance, Management experience in the NHS or in practice management
• Experience of strategic business planning
• Experience of working with regulatory bodies and preparing for inspections
• We are a large forward-thinking long established Practice situated in expanded premises in Bridgend town centre. Close to the coast and with very easy access to the M4 corridor.

Our Practice population is 18,953 and we have a mixed patient demographic. We are very proud of our friendly, hardworking team, which includes 9 GP Partners, 2 Salaried GPs, a team of Practice Pharmacists managed by our Senior Pharmacist and a Practice Nurse team led by our Nurse Manager, including Nurse Practitioners, Health Care Assistants and Phlebotomists. Our Clinical teams receive excellent support from our ancillary staff. We are a well-regarded training Practice and have several GP Registrars. We also provide undergraduate teaching to years 1 and 2 medical students and support student nurses and pharmacists. We are members of the Bridgend East Network Cluster and Pen y Bont Health Federation, the first federated GP Cluster in Wales. We use EMIS computer system. We are also proud to be a Park Run Practice.