Practice Manager

Due to retirement, an exciting opportunity has arisen for anaccomplished, enthusiastic and highly efficient manager to join this longestablished and forward-thinking 16,500 patient practice, which covers thewhole Pontypridd are. This is a well-respected training practice, which playsan important role in Taff Ely Cluster.

The successful candidate will have a hands-on approach and takeresponsibility for organisational leadership, service improvement and deliveryof key targets across all clinical and administrative areas within thepractice.

The post holder will have overall responsibility for the smooth runningof the practice and as such the ideal candidate will have experience inbusiness management or a similar role

Candidates must be conscientious and have a sound knowledge ofstrategic business management, finance, HR and planning.

Previous management experience, leadership skills, competency in officeIT and exceptional communication skills at all levels is essential.

Main duties of the job

The successful candidate will need todemonstrate robust leadership and communication skills, be well organised,highly motivated and financially astute.There is a requirement to manage and take responsibility for allbusiness aspects of the practice. In addition, the candidate must have theability to provide strategic guidance and planning to the partners.

The practice manager is a key member of theteam and will be expected to demonstrate leadership qualities, achieving goalsand targets using a combination of personal involvement, motivation of otherstaff and delegation when appropriate.

The post is tasked with assessingorganisational performance, developing achievable goals and implementingprocesses that improve organisational effectiveness and efficiency, ensuringstatutory and other legal requirements are met.

Candidates are expected to bring stronginterpersonal skills and be experienced and confident in the areas of peoplemanagement, financial control, strategic management and information technology.

About us

Thisis a 7 partner and 7 associate GP practice, serving a practice population ofapproximately 16,500 patients. The practice is well respected in the area withan enviable 4.9* in Google reviews and 5* on Facebook; amongst its otheractivities, is involved in teaching and the training of future generalpractitioners.

There is a strong team ethos within thepractice and it is very important to the partners that this is maintained anddeveloped. The practice is a very comfortable, appealing place to work, with agood team of friendly staff. There is arelaxed atmosphere at the surgery and the environment particularly in the mainsite is unique owing to the historic nature of the building. The practice believes in investing indevelopment and training as evidenced by several of the GPs named in thisdocument having completed their training at this practice. The doctors arehappy to embrace change and consider the practice to be forward thinking.

Job responsibilities

Key responsibilities

Practice Development and Clinical Governance:

Chairand co-ordinate agenda and attendance at weekly meetings, and implementactions.

Co-ordinateproduction of practice development plans and reports, review contribution tonational and local contracts / areas of work.

Reviewclinical services regularly, recommend and implement changes as agreed with GPs

Co-ordinatethe process of practice strategy formulation and review.

Co-ordinatethe process of organisational audit under the direction of partners; review anddisseminate the results.

Co-ordinatethe process of clinical audit and submission of relevant info (CGPSAT) underlocal / national Clinical Governance arrangements.

Developpractice health and safety policy, ensuring compliance with legal requirements,ensure systems are in place to minimise risk and identify potential problems.

Evaluatedevelopment and training requirements of administrative staff.

Ensurepractice is compliant with GDPR.

GP / Partnership Issues:

Drawup GP rotas to maximise use of available clinical time, ensuring appropriateuse of the skill-mix available.

Inliaison with the Partners, identify the need for locum staff, oversee bookingsand ensuring timely claims are made when relevant.

Befamiliar with the partnership agreement, to help ensure compliance.

Co-ordinateall arrangements in respect of changes to partnership, including recruitment /retirements.

Finance:

Responsiblefor the finances of the practice

Developand control practice budgets and financial systems.

Preparefinancial budgets and cash-flow forecasts.

Supportthe partners in contractually meeting clinical targets from NHS Wales.

Liaisewith the health-board / SSP regarding queries related to contractual payments.

Overseeadministration of NHS pension scheme within the practice.

Monitortransactions and expenditure, along with petty cash system.

Supportaccountants with practice PAYE system within HMRC / NHS Pension schemerequirements.

Responsibilityfor settlement of accounts, with automated payments, online banking, chequesetc.

Monitorinsurance policies and ensure payments are kept up to date, review policiesmeet needs of practice regularly.

Ensurefinancial controls are in place in relation to practices monthly accounts,carry out bank reconciliation and balance monthly accounts.

Prepareall relevant financial documentation for the preparation of annual accountswith the accountant.

Establishand maintain systems to maximise income, identify opportunities to increaseincome, and report areas of underperformance.

Supportour accountants to calculate and arrange payments of monthly GP Partnerdrawings in liaison with GPs.

Reconcilequarterly statement of income against practice records, analyse information andaddress all financial inconsistencies.

Actas first point of contact for bank and accountant.

Reportregularly on finances, undertake feasibility studies and provide information onnew proposals as requested.

Patient and Community Services:

Managesenior-administrative staff, and oversee all services to patients

Produce,update and monitor practice information eg leaflet, website, social media etc.

Review,plan and market services as appropriate

Liaisewith clinical and community staff over clinical and health promotionactivities, plan and implement clinics in response to patient need, review andupdate systems and service provision.

Maintainthe practices complaints procedure, manage complaints capably, to diffuse themwhere possible, and in collaboration with partners when required.

Consolidatelinks to community organisations and other local resources, establish andmaintain patients participation in the practice.

Representthe practice at cluster level.

Monitorcapitation

Overseeeffective appointments systems.

Human Resources:

Responsiblefor all employed staff.

Evaluatethe systems for monitoring reception / admin staff rotas and allocation ofwork.

Co-ordinatethe recruitment of all staff, chair selection panel, produce job adverts, jobspecifications etc, ensure appropriate checks are made e.g. DBS.

Identifypractice staff training needs, ensure induction for all new staff, organisein-house training, identify and facilitate appropriate external training.

Keepup to date with employment legislation, monitor all contracts and makerecommendations for amendment when necessary.

Ensurethat all members of staff are kept up to date with any relevant changes withinthe practice.

Overseepay-scales, with increments at the appropriate time.

Ensuredisciplinary and grievance procedures are in place and are used appropriately.Handle and resolve minor incidents, for more serious incidents -invokeprocedures in collaboration with the partners.

Co-ordinatestaff appraisal procedures, carry out reception and admin staff performancereviews, promote appropriate opportunities for mentoring.

Toproactively encourage and foster effective teamwork, dealing with issuessensitively and effectively when they arise.

Toliaise with attached staff, arranging meetings where necessary to enhancepatient care.

Premises and Equipment:

Togetherwith senior admin team, devise and maintain systems for ensuring adequatestocks of stationery, clinical and other supplies, review on a regular basis.Negotiate with suppliers for best discounts available

Organisemaintenance schedules, recommend purchase of new pieces of equipment, andundertake feasibility studies.

Planand monitor premises maintenance and cleaning services, liaising with orsupervising contractors as necessary.

Ensureadequate premises security, test and review regularly, liaise with crime andfire prevention officers.

Ensurepractice complies with Health and Safety legislation through responsibility forthe practice policy, disseminate policy to all users of the premises.

Inliaison with partners, oversee financial controls of project management forequipment or premises upgrade or move, liaise with outside professionals asrequired, communicate practice views as appropriate.

Assessand evaluate accommodation requirements and manage development and expansionopportunities.

Liaisewith NHS Wales in 3 yearly notional rent reviews of buildings.

IT:

Plan,implement and oversee systems for the flow of patient records around thesurgery, and the integration of information into patients records.

Undertakeand/or co-ordinate computer searches and reports.

Deviseand oversee all systems for data security and protection, including back-up.

Negotiateservicing and maintenance of hardware.

Identifyany new IT system requirements, liaise with NWIS.

Leadon IT crisis prevention, assess effectiveness of system and safety/security ofdata.

Ensureall staff have appropriate access to the necessary IT/ software

Person Specification

Experience

• Experience and success of communicating with and managing people
• Experience of working in teams; able to promote teamwork and employee satisfaction
• Experience of business management, IT, and people accountabilities
• Financial management experience including understanding of spread sheets
• Knowledge and understanding of employment law and small business accounts
• Management experience in the NHS/Welsh Government/Healthboard/Primary Care organisations
• Experience of strategic business/organisation planning
• Experience of working with regulatory bodies and preparing for inspections

Qualifications

• Evidence of a sound education to A level standard or equivalent
• Right to work in the UK
• Relevant qualifications in management, business or finance
• Evidence of commitment to continuing professional development

Skills

• A solutions focused approach to problem solving
• Intelligent with a fast-learning ability
• Adaptable to changing work environment
• Effective communication (oral and written) and excellent inter-personal skills
• Advanced inter-personal skills including warmth and discretion
• Approachable with the ability to listen and empathise
• Delegation and empowerment of staff
• Organised, efficient and good time management
• Customer service and complaints resolution
• Negotiating and managing conflict
• Ability to work under pressure
• Networking and facilitation
• Conscientious and resourceful
• Experience of project management
• Ability to harness change and see opportunities through adversity
• Welsh speaking

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.