Practice Manager

Cardiff and Vale University Health Board; City Of London; On-site; GBP 65,000 - 85,000; Full time

Job summary

The Coastal Partnership is seeking an experienced Practice Manager to lead two city-based surgeries, Beechcroft and Old Palace. You will oversee service delivery, HR, operations and significant event investigations, with support from a Reception Manager, Senior Clinical Lead, and Head Office team.

You will manage a diverse team including Patient Services, Nurses, ACPs and GPs across two sites, lead workforce planning, and ensure effective communication and professional leadership across the

Qualifications

• Degree level qualification or equivalent management experience.
• Evidence of continuing professional development, Leadership or Management qualification (ILM Level 5 or equivalent).
• Significant experience working within General Practice, Primary Care or healthcare management.

Responsibilities

• Lead the practice and supervise all staff including Reception, administrative, and clinical staff across two sites.
• Oversee service delivery, HR management, and operations; support investigations of significant events and maintain governance.
• Represent the practice with PCN and wider system while aligning with Partnership objectives.
• Manage workforce planning, recruitment, onboarding, and staff development; lead performance management and appraisals.
• Ensure compliance with governance, information governance, data protection, and safeguarding requirements.
• Monitor performance against contractual and organisational objectives and drive service improvement initiatives.

Job description

The Coastal Partnership have restructured and are looking for an experienced Practice Manager to lead their City - Beechcroft and Old Palace Surgeries. This is an exciting position with the chance to really make the role your own, with the support of a Reception Manager, a Senior Clinical Lead, and a wider Head Office team., Your role will be to lead the practice, overseeing all aspects from service delivery, HR management, operational and strategic elements, through to the finer elements of significant events investigations, representing the practice with the PCN and wider system. You have a wider team of approximately 20, including Patient Services, Nurses, ACPs and GPs to lead across 2 sites (Beechcroft and Old Palace). This role, along with the Coastal Villages Practice PM role, have been created to lead the individual practices, to provide the local agility and autonomy required in this ever-changing health system. You will have experience within General Practice and understand the intricacies of team, patient and service management. The Partnership is dynamic, forward thinking and constantly striving to improve patient services. The Head Office team, led by an experienced Executive Manager, has a wealth of specialist knowledge and will support you to succeed.

Responsible For

• Reception Manager
• All Clinical Staff (non-clinical line management)
• Administrative Staff
• Secretarial Staff
• Care Co-ordinators
• Allied Health Professionals (where applicable)
• Practice Workforce Planning and Development, Leadership and Practice Management
• Provide visible leadership across both practice sites.
• Lead the operational delivery of practice services.
• Promote a positive, collaborative and high-performing culture.
• Support implementation of Partnership objectives and strategic priorities.
• Act as a role model for professionalism and leadership.
• Ensure effective communication throughout the practice.

Workforce Management

• Maintain overall responsibility for workforce management across the practice.
• Line manage clinical and non-clinical staff, excluding the reception team.
• Conduct appraisals and performance reviews for direct reports.
• Support managers with workforce development activities.
• Manage sickness absence and Return to Work processes.
• Consider and manage flexible working requests.
• Support recruitment, onboarding and retention activities.
• Lead workforce planning and succession planning.
• Promote staff wellbeing and engagement initiatives.
• Ensure mandatory training compliance is maintained.
• Co-ordinate GP trainees and Foundation Year doctors across Coastal sites, working with HR support.

Clinical Workforce Support

• Work closely with the Clinical Lead to support effective workforce deployment.
• Maintain oversight of clinical staffing levels and workforce resilience.
• Support rota planning and workforce capacity management.
• Ensure appropriate support structures are in place for clinical teams.
• Escalate workforce risks appropriately.

Performance and Service Delivery

• Monitor practice performance against contractual and organisational objectives.
• Analyse performance data and identify areas for improvement.
• Support delivery of local and national initiatives.
• Ensure operational performance targets are achieved.
• Monitor service capacity and demand.
• Support service redesign and improvement initiatives.

Complaints and Incident Management

• Lead complaints management processes.
• Ensure complaints are investigated appropriately and resolved effectively.
• Maintain oversight of Significant Incident and RADAR investigations.
• Monitor themes, trends and organisational learning.
• Ensure action plans are implemented and reviewed.

Governance and Compliance

• Maintain oversight of governance systems and processes.
• Support compliance with CQC requirements and standards.
• Develop and maintain local policies and procedures.
• Maintain oversight of information governance and data protection compliance.
• Ensure organisational risks are identified and managed appropriately.
• Support safeguarding processes and compliance requirements.
• Monitor quality assurance and audit programmes.
• Support EDEC submissions and associated reporting.

Health & Safety and Premises

• Maintain overall responsibility for Health and Safety compliance.
• Work with Infrastructure and Head Office teams to ensure premises compliance.
• Monitor fire safety, legionella and associated compliance requirements.
• Ensure risks are escalated and addressed appropriately.
• Maintain oversight of site security and operational resilience.

Financial and Resource Management

• Support management of staffing budgets and workforce expenditure.
• Monitor establishment levels and staffing costs.
• Ensure resources are utilised effectively.
• Identify opportunities for efficiency and value improvement.
• Support delivery of financial objectives.

Transformation and Continuous Improvement

• Lead local service improvement initiatives.
• Support transformation and redesign programmes.
• Promote innovation and continuous quality improvement.
• Support implementation of Partnership-wide projects.
• Encourage a culture of learning and improvement.

Business Continuity and Emergency Preparedness

• Maintain oversight of business continuity arrangements.
• Support emergency preparedness planning.
• Ensure organisational resilience plans remain effective.
• Coordinate responses to operational disruptions where required.

External Relationships

• Develop and maintain effective relationships with stakeholders.
• Represent the practice at meetings and forums.
• Work collaboratively with PCN, ICB and external organisations.
• Support local healthcare initiatives and collaborative working.
• Promote positive relationships with partner organisations.

General Responsibilities

• Attend management and Partnership meetings.
• Participate in training and development activities.
• Maintain professional standards and confidentiality.
• Support organisational resilience and service delivery.
• Undertake any other duties appropriate to the role. Degree level qualification or equivalent management experience.
• Evidence of continuing professional development, Leadership or Management qualification.
• ILM Level 5 or equivalent.
• NHS Leadership qualification.
• CIPD qualification or equivalent.
• Professional and approachable.
• Positive and collaborative leadership style.
• Resilient and adaptable.
• Calm under pressure.
• Strong integrity and confidentiality.
• Commitment to continuous improvement.
• Patient-focused approach.
• Ability to inspire confidence and trust.
• Strong organisational awareness.
• Commitment to equality, diversity and inclusion.
• Innovative and forward-thinking.
• Enthusiastic about improving services.
• Passionate about developing people and teams.
• Confident leading organisational change.
• Strong leadership and management skills.
• Excellent communication and interpersonal skills.
• Ability to lead multidisciplinary teams.
• Strong organisational and planning skills.
• Ability to motivate and support staff.
• Strong analytical and decision-making abilities.
• Effective problem-solving skills.
• Ability to manage competing priorities.
• Strong report writing and presentation skills.
• Competent IT skills including Microsoft Office and clinical systems.
• Ability to build effective working relationships.
• Data analysis and performance reporting experience.
• Project management skills.
• Experience leading transformation initiatives.
• Significant experience working within General Practice, Primary Care or healthcare management.
• Experience managing both clinical and non-clinical staff.
• Experience conducting appraisals and performance management processes.
• Experience managing workforce issues including absence, wellbeing and development.
• Experience managing complaints and incident investigations.
• Experience analysing operational performance.
• Experience leading teams through change and service improvement.
• Experience working with senior stakeholders.
• Previous Practice Manager, Deputy Practice Manager or Operations Manager experience.
• Experience of CQC inspections and compliance activities.
• Experience of workforce planning and succession planning.
• Experience of budget monitoring and resource management.
• Experience of multi-site working.
• Strong understanding of General Practice and Primary Care operations.
• Understanding of workforce management principles.
• Knowledge of employment practices and people management.
• Understanding of governance and compliance requirements.
• Knowledge of information governance and confidentiality requirements.
• Understanding of complaints and incident management processes.
• Understanding of patient-centred care principles.
• Knowledge of equality, diversity and inclusion requirements.
• Understanding of Health and Safety responsibilities.
• Understanding of NHS contracts and commissioning arrangements.
• Awareness of PCN and wider NHS structures.
• Knowledge of CQC regulatory requirements.
• Understanding of quality improvement methodologies.
• Awareness of business continuity planning.

We aim to support you to be the best you can be - confident in your care and proud of the outcomes you achieve for your patients.

At The Coastal Partnership, we work hard to ensure that all our staff are motivated and engaged in the running of our organisation; our vision is to be the practice where patients wish to register and staff want to work, and although we are rated as CQC Good we are still on a transformation programme to continually improve ourselves. The Coastal Partnership is well-regarded for GP, Student, and nurse training. We like to grow our own and support personal development and mutual learning. We are looking for someone who believes in our vision for high quality, locally relevant primary care, at scale, and who wants to actively engage in our delivery of that. Our Partnership is led by 3 partners and a comprehensive management team; delivery is over a 7-site footprint, spanning 3 PCNs, 3 Places and offers Village, Town and City demographics.

Key Roles

• GP Partners
• Clinical Lead
• Reception Manager
• Shared Services Manager
• Infrastructure Manager
• Pharmacy Services Manager
• Primary Care Network
• Integrated Care Board
• Community and Secondary Care Providers