Practice Manager

Belgrave Medical Centre; City Of London; On-site; GBP 45,000 - 60,000; Full time

Job summary

A reputable NHS GP practice in London is seeking a skilled Practice Manager. The role involves overseeing daily operations, managing compliance, recruiting staff, and implementing change initiatives. The ideal candidate has experience in a healthcare setting, excellent people management skills, and a degree in healthcare or business. This position offers the opportunity to lead in a collaborative environment that aims for continuous improvement in patient care.

Benefits

Collaborative working environment

Opportunities for professional development

Qualifications

• Educated to degree level in healthcare or business.
• Excellent literacy and numeracy skills.
• Experience managing large multidisciplinary teams.

Responsibilities

• Oversee day-to-day operations of the practice.
• Manage the recruitment and retention of staff.
• Ensure compliance with NHS contractual obligations.
• Lead change initiatives within the practice.
• Manage financial aspects of the practice.

Skills

Leadership

People management

Financial acumen

Performance management

Communication

Education

Degree in healthcare or business

Job description

We are looking for a highly skilled and experienced Practice Manager to be a vital part of our team. The role requires an individual who is passionate about leadership and has proficient people management skills. Working alongside our GPs, healthcare assistants, and wider primary care colleagues, you will play a key role in delivering high-quality care to our diverse patient population. This is an exciting opportunity to join a practice that is going through a period of change and work in a collaborative environment to shape a long term view for the practice.

We are looking for applicants who are dedicated and experienced with the appetite for change, the individual will have the opportunity to put their own stamp on the practice and implement new systems and processes to provide an excellent standard of healthcare.

Main duties of the job

The Practice Manager will be responsible for day to day operations, compliance with regulatory bodies, management of all clinical and administrative staff and engaging with local practices within the PCN. The role requires leadership and promotion of organisational values to meet the practices aims and objectives.

The role also requires training and supervision of admin staff to upskill and promote efficiency in processes. We are keen to move forward with the NHS plan for digital transformation and increase accessibility to all patients. We aim to continuously improve the quality of the service and make changes in response to patients needs. The role will be working in partnership with the practices single handed partner and the MDT team of nurses, HCAs , pharmacists.

About us

Belgrave Medical Centre is a well-established NHS GP GMS Practice with a list size of 11,500 patients. In this Practice we believe that it is our responsibility to help maintain people in good health rather than simply to treat them when they are ill.

For these reasons we work as a team of doctors, nurses, health visitors and counsellors. We link to the local community-based psychiatric teams, other support teams, drug dependency groups, alcohol support services and social services.

The Practice values are Compassion, Aspiration, Respect and Equality CARE.

In addition to treating minor ailments, we also provide specialist management of long-term conditions including dedicated clinics such as health checks, baby clinics and diabetes management clinics. We also provide an online service so that you can book an appointment or request a prescription at anytime and anywhere.

Job responsibilities

The Practice Manager is responsible for:

• Overseeing the day-to-day operations of the practice but supporting the operations manager, ensuring that all staff achieve their primary responsibilities
• Functional management of all clinical and administrative staff
• Ensure the practice maintains compliance with its NHS contractual obligations

Human Resources

• Managing the recruitment and retention of staff; develop, implement and embed an effective succession plan
• Establish, review and regularly update Job Descriptions and Person Specifications, ensuring all staff are legally and gainfully employed
• Develop, implement and embed an effective staff appraisal process
• Implement effective systems for the resolution of disciplinary and grievance issues
• Maintain an effective overview of HR legislation

Business Development

• Develop, implement and embed an efficient business resilience plan (BRP)
• Coordinate, review and update all practice policies and procedures annually
• Lead change and continuous improvement initiatives; coordinating all projects within the practice
• Coordinate and lead on practice reports and the practice development plan (PDP)
• Actively encourage and promote the use of patient online services.
• Review and continued development of the practice website
• Market the practice appropriately
• Develop and implement an effective communication strategy (internal and external)
• Adopt a strategic approach to the management of all patient services

Finance

• Managing the financial elements of the practice
• Seek to maximise income and reduce expenditure
• Ensure all bills associated with the running of the practice are paid in a timely manner
• Ensure all income due to the practice is received in a timely manner
• Ensure that all reimbursements that are available under the NHS contract are submitted and paid
• Raise invoices when required for services associated with NHS services and PCN contract.

Payroll and Pensions

• Prepare and calculate the monthly payroll and liaising with HMRC on all PAYE matters
• Payment of PAYE Monthly to HMRC.
• Reconcile and submit Year end submissions to HMRC
• Calculate monthly pension contributions and submission to NHS Pensions via NHS Pensions Online
• Submit annual submissions for pensions to NHS Pensions or other providers
• Comply with Statutory requirements under Auto enrolment

Accounts

• Prepare the monthly accounts
• Reconcile the practice bank accounts to the accounts monthly on Xero.
• Maintain an effective liaison with the accountant,
• Oversee the practice accounts, ensuring year-end figures are presented
• Brief the lead financial partner and partners on all financial matters,

Enhanced Services

• Ensure the team reach QOF and NWL contract targets (supported by the nursing and administrative staff)
• Co-ordinate and submit the required audits required under the NWL Contract and Qof programmes as per the timetable sets under each programme.
• Ensure all requests for data and information requested by the PCN or the ICB is provided in a timely manner within the time frames requested.

Clinical System

• Manage the appointment system via System 1 for all clinical staff
• Manage both the GP and nursing team rota ensuring that there is a minimum level of staff on duty while the practice is open
• Identify gaps in clinical staffing levels due to annual leave and sick leave and ensure that the practice has sufficient clinical staff on duty to maintain and effective service.
• Liaise with locum providers to ensure locums are engaged at the best possible price to cover gaps
• Manage the appointments schedule/templates on System1

IT

• Manage the hardware requirements of the practice
• Manage the clinical system System1, ensuring IT security and IG compliance at all times.
• Ensure compliance with Data Protection legislation and GDPR
• Ensure the effective use of System 1, ERS, EPS and other IT programmes
• Provide an induction for new staff (non Clinical) on the use of the clinical system, S1.
• Organise SMART Cards for all staff and maintain them. Vary staff permissions as required
• Arrange both NHS mail accounts and windows log in for all staff
• Respond to and resolve all local IT issues in a timely manner where appropriate
• Liaise with the ICB IT help desk to resolve any IT issues that cannot be resolved internally
• Have a clear understanding of telephone system both daytime and out of hours
• Support the IG-GP lead in any work streams that may be required on an adhoc basis
• Be up to date with the current Health & Safety legislation and conduct annual risk assessments.
• Conduct periodic risk assessments due to changes in legislation and make recommendations to the partners on changes that might be required
• Ensure that Practice premises are properly maintained and cleaned,
• Enter into service contracts to cover the repair and maintenance of equipment and that they are maintained annually.
• Ensuring the practice has appropriate insurance cover

Compliance

• Ensure and monitor compliance with health and safety legislation.
• Ensure that there is adequate fire prevention in place and arrange annual certification to adhere to current fire legislation
• Be responsible for security systems with-in the practice to protect both staff and patients and make sure that are maintained and that written protocols are available and updated as required.
• Ensure service development and delivery is in accordance with local and national guidelines

Complaints

• Deal with all complaints received by the practice in relation to services provided
• Acknowledge all complaints with in the required time frame as specified within the complaints procedure
• Liaise with clinicians to ensure all complaints are investigated and a response is made with in the required time frame
• Deal with all other non-clinical complaints
• Ensure all responses to all complaints are sent with-in the required time frame as per the complaints procedure

PPG

• Act as Admin lead to ensure that the practice engages with the PPG.
• Be proactive with the PPG to encourage engagement.
• Provide support to the PPG as required

Training

• Ensure all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively
• Ensure that all staff complete their mandatory training
• Implement a training plan to cover all mandatory elements required and adhoc training.
• Maintain an up-to-date register on completed training and follow up with those staff who have not completed the required training with-in the required time frame.
• Utilise the NWL Training HUB as a resource as and when required

Secondary Responsibilities

• Undertake other duties as directed or requested
• Deputise for the partners at internal and external meetings
• Act as the primary point of contact for NHS(E), ICB, PCN, community services, suppliers and other external stakeholders
• Liaise with the Primary Care Network (PCN) and locality commissioners, attend meetings and promote collaborative working

Person Specification

Qualifications

• Educated to degree level in healthcare or business
• Good standard of education with excelled literacy and numeracy skills

Experience

• Experience of working with the general public
• Experience of working in a healthcare setting
• Experience of managing large multidisciplinary teams
• Experience of performance management, including appraisal writing, staff development and disciplinary procedures.
• A high level of financial acumen
• Experience of successfully developing and implementing projects
• Experience of workforce planning, forecasting and development
• Experience of chair meetings, producing agendas and minutes
• NHS/Primary Care General Practice Experience
• Relevant health and safety experience
• Experience with working within PCNs

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.