Practice Manager

NHS; Leicester; On-site; GBP 30,000 - 45,000; Part time

Job summary

A healthcare organization in Leicester is looking for a motivated Practice Manager to oversee day-to-day operations and lead the administrative team. Candidates should have solid experience in practice management or healthcare management and possess strong organisational, communication, and leadership skills. The role is part-time and encourages proactive individuals to apply.

Qualifications

• Required excellent literacy and numeracy skills.
• Experience in practice management or healthcare settings.
• Management of large multidisciplinary teams.

Responsibilities

• Oversee daily operations of the surgery.
• Manage recruitment and retention of staff.
• Ensure compliance with HR legislation.

Skills

Organisational skills

Leadership skills

Communication skills

Education

Degree in healthcare or business

Job description

Due to the forthcoming relocation of our current Practice Manager, we are looking for an experienced and motivated individual to join us on a part-time basis, providing operational oversight and leadership. To ensure a smooth transition, the current Practice Manager will continue to work every Friday for a couple of months, offering a thorough handover and ongoing support to the new postholder.

We welcome applications from candidates with solid experience in practice management or healthcare management, whether as a manager or as an assistant manager ready to take the next step into a more challenging role.

About the role

The Practice Manager will play a key role in ensuring the smooth day-to-day running of the surgery, supporting the GP Partners, and leading our administrative team. The role requires excellent organisational, communication, and leadership skills, ideally with an understanding of working in primary care. We are particularly interested in candidates with proven experience in practice management.

If you are an organised, proactive individual with previous management experience (ideally within primary care), we would love to hear from you.

We strongly encourage applicants to arrange an informal chat beforehand. To do so, please contact the current postholder, Weiwei Mao, at [e-mail].

Main duties of the job

• Overseeing the day-to-day operations of the organisation, ensuring staff achieve their primary responsibilities
• Direct line management of the following staff: Receptionists, General Practice Assistants, Care Coordinators, Nurses and Associated GPs
• Managing the recruitment and retention of staff; develop, implement and embed an effective succession plan
• Key liaison with Primary Care Network, the PCN Manager and any ARRS staff who provide a supporting service at the organisation
• Establishing, reviewing and regularly updating job descriptions and person specifications, ensuring all staff are legally and gainfully employed
• Developing, implementing and embedding an effective staff appraisal process
• Implementing effective systems for the resolution of disciplinary and grievance issues
• Maintaining an effective overview of and ensuring compliance with HR legislation
• Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively
• Managing the financial elements of the organisation, including budgets, etc. seeking to maximise income and reduce expenditure in conjunction with the partners
• Managing and processing PAYE and pensions for practice staff
• Ensuring the organisation has appropriate insurance cover
• Developing, implementing and embedding a BRP (business resilience plan)
• Managing contracts for services (e.g., cleaning, gardening, window cleaning, etc.)
• Managing the procurement of organisation equipment, supplies and services
• Coordinating the reviewing and updating of all organisation policies and procedures
• Leading change and continuous improvement initiatives; coordinating all projects within the organisation
• Coordinating and leading the compilation of organisation reports and the practice development plan (PDP)
• Ensuring the team reaches QOF targets (supported by the nursing and administrative leads)
• Adopting a strategic approach to the management of all patient services matters
• Developing, implementing and embedding an effective communication strategy (internal and external)
• Ensuring the organisation maintains compliance with its NHS contractual obligations
• Actively encouraging and promoting the use of patient online services
• Publishing communications for internal and external use such as an organisation newsletter on a quarterly basis
• Maintaining the organisation and NHS Choices websites
• Liaising at external meetings as required
• Marketing the practice appropriately
• Managing/supporting the management of the Patient Participation Group
• Effectively managing/supporting the management of all complaints in line with current legislation and guidance
• The management of the premises, including leading on health and safety aspects such as risk assessments and mandatory training
• Managing the organisation IT system, delegating staff to act as administrators
• Ensuring compliance with IT security and information governance (IG)
• Coordinating the organisation diary, ensuring meetings are scheduled appropriately

About us

We are a small, friendly GP surgery led by two GP Partners and supported by a dedicated team of medical receptionists and administrators. We work in an agile way, with a strong emphasis on autonomy and team collaboration.

Job responsibilities

• Overseeing the day-to-day operations of the organisation, ensuring staff achieve their primary responsibilities
• Functional management of all clinical and administrative staff
• Direct line management of the following staff: Receptionists, General Practice Assistants, Care Coordinators, Nurses and Associated GPs
• Managing the recruitment and retention of staff; develop, implement and embed an effective succession plan
• Key liaison with Primary Care Network, the PCN Manager and any ARRS staff who provide a supporting service at the organisation
• Ensuring that all staff undertake a robust induction process, including staff employed via the PCN
• Establishing, reviewing and regularly updating job descriptions and person specifications, ensuring all staff are legally and gainfully employed
• Developing, implementing and embedding an effective staff appraisal process
• Implementing effective systems for the resolution of disciplinary and grievance issues
• Maintaining an effective overview of and ensuring compliance with HR legislation
• Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively
• Managing the financial elements of the organisation, including budgets, etc. seeking to maximise income and reduce expenditure in conjunction with the partners
• Briefing partners on all financial matters, including forecasting
• Managing and processing PAYE and pensions for practice staff
• Ensuring the organisation has appropriate insurance cover
• Developing, implementing and embedding an efficient business resilience plan (BRP)
• Managing contracts for services, i.e., cleaning, gardening, window cleaning, etc.
• Managing the procurement of organisation equipment, supplies and services
• Coordinating the reviewing and updating of all organisation policies and procedures
• Leading change and continuous improvement initiatives; coordinating all projects within the organisation
• Coordinating and leading the compilation of organisation reports and the practice development plan (PDP)
• Ensuring the team reaches QOF targets (supported by the nursing and administrative leads)
• Adopting a strategic approach to the management of all patient services matters
• Developing, implementing and embedding an effective communication strategy (internal and external)
• Ensuring the organisation maintains compliance with its NHS contractual obligations
• Actively encouraging and promoting the use of patient online services
• Publishing communications for internal and external use such as an organisation newsletter on a quarterly basis
• Maintaining the organisation and NHS Choices websites
• Liaising at external meetings as required
• Marketing the practice appropriately
• Managing/supporting the management of the Patient Participation Group
• Effectively managing/supporting the management of all complaints in line with current legislation and guidance
• The management of the premises, including leading on health and safety aspects such as risk assessments and mandatory training
• Managing the organisation IT system, delegating staff to act as administrators
• Ensuring compliance with IT security and IG
• Coordinating the organisation diary, ensuring meetings are scheduled appropriately

Person Specification

Qualifications

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

Experience

• Experience of working with the general public
• Experience of managing accounting procedures including budget and cash flow forecasting
• 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
• Experience of successfully developing and implementing projects
• Experience of workforce planning, forecasting and development
• NHS/primary care general practice experience
• Relevant health and safety experience

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.