Practice Manager

Cardiff and Vale University Health Board; Stoke-on-Trent; On-site; GBP 42,000 - 55,000; Full time

Job summary

Cardiff and Vale University Health Board seeks a Practice Manager to lead all aspects of a multi-disciplinary general practice. You will supervise clinical and administrative staff, drive workforce planning, manage budgets, and ensure compliance with NHS contracts.

The role demands strategic thinking, stakeholder leadership and a proactive approach to service improvement. The successful candidate will coordinate HR processes, maintain performance management, and oversee financial governance

Qualifications

• Leadership and management of clinical and administrative staff.
• Experience with budgets, payroll, and financial forecasting.
• Knowledge of HR legislation, staff appraisal and disciplinary processes.

Responsibilities

• Oversee day-to-day operations and ensure staff fulfil primary responsibilities.
• Direct line management of senior receptionist and deputy senior receptionist.
• Recruitment, retention and succession planning; develop staff contracts and role profiles.
• Manage budgets, bank accounts, and income in collaboration with partners; monitor cash flow.
• Lead on staff training, appraisals and performance management; ensure compliance with HR laws.
• Develop and implement a communication strategy; monitor and refresh policies and procedures.
• Coordinate with external stakeholders and lead partnership meetings; drive continuous improvement.

Skills

Leadership

Strategic thinking

Communication

HR knowledge

Budgeting & forecasting

IT literacy

Problem solving

Education

Degree in healthcare, business or management

Management qualification

AMS PAR qualification

DBS check

Tools

IT systems

Microsoft Office

NHS IT systems

Job description

The Practice Manager plays a pivotal role in the leadership, operational management and strategic development of the practice. Their role is in short to manage and coordinate all aspects of practice functionality, human resources, finance, premises management and health and safety. The practice manager will lead on compliance and organisational improvement., The following are the core responsibilities of the Practice Manager. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels. I. Overseeing the day-to-day operations of the organisation, ensuring staff achieve their primary responsibilities II. Functional management of all clinical and administrative staff III. Direct line management of the following staff: senior receptionist, and deputy senior receptionist IV. Managing the recruitment and retention of staff; develop, implement and embed an effective succession plan V. Establishing, reviewing and regularly updating job descriptions and person specifications, and contracts of employment, ensuring all staff are legally and gainfully employed VI. Undertake detailed workloads analysis for all staff, arbitrate on issues of workloads with the senior receptionist VII. Ensuring the implementation and embedding of an effective staff appraisal process VIII. Implementing effective systems for the resolution of disciplinary and grievance issues IX. Ensuring compliance with current human resources legislation X. Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively XI. Managing the financial elements of the organisation, including budgets, bank accounts, accounting systems, monitoring claims, petty cash, private and enhanced services seeking to maximise income and reduce expenditure in conjunction with the partners XII. Maintaining effective communication with the accountant, overseeing organisation accounts and ensuring year-end figures are presented XIII. Briefing partners on all financial matters, including forecasting XIV. Attending partnership meetings, as requested, which may fall outside of normal business hours XV. Managing and processing partners drawings, PAYE and pensions for practice staff XVI. Ensuring the organisation has appropriate insurance cover XVII. Developing, implementing and embedding an efficient business resilience plan XVIII. Managing contracts for services i.e., building services, gardening, window cleaning etc. XIX. Managing the procurement of organisation equipment, supplies and services XX. Coordinating with other managers, the reviewing and updating of all organisation policies and procedures XXI. Leading change and continuous improvement initiatives; coordinating all projects within the organisation XXII. Coordinating and leading the compilation of organisation reports and the practice development plan (PrDP) XXIII. Ensuring the team reach contractual targets (supported by the nursing, GP and long-term condition leads) XXIV. Adopting a strategic approach to the management of all patient services matters XXV. Developing, implementing and embedding an effective communication strategy (internal and external) XXVI. Ensuring the organisation maintains compliance with its NHS contractual obligations XXVII. Actively encouraging and promoting the use of patient online services XXVIII. Publishing communications for internal and external use such as an organisation newsletter on a quarterly basis XXIX. Co-ordinating and facilitating partners meetings and implement and review actions XXX. Ensuring that the partnership agreement is updated and monitoring compliance and recommending remedial action if required XXXI. Organize practice finances in relation to partnership change and liaise as necessary with external bodies. Co-ordinating the recruitment and selection process of appointing new members of the team. XXXII. Overseeing the practice's public-facing communications, website content, NHS profile and patient feedback mechanisms XXXIII. Liaising at external meetings as required XXXIV. Marketing the practice appropriately XXXV. Liaising with the Patient Participation Group, as well as attending their meetings XXXVI. Leading on the management of all complaints in line with current legislation and guidance XXXVII. Managing the premises, including health and safety aspects such as risk assessments, fire safety and mandatory training XXXVIII. Managing the organisation IT system, delegating staff to act as administrators XXXIX. Ensuring compliance with IT security and information governance XL. Act as the primary point of contact for NHSE, ICB, community services, suppliers and other external stakeholders Secondary responsibilities: In addition to the primary responsibilities, the Practice Manager may be requested to: I. Deputise for the partners at internal and external meetings II. Partake in audit as requested by the audit lead

• Polite and confident
• Flexible and cooperative
• Excellent interpersonal skills
• Motivated and proactive
• Ability to use initiative and judgement
• Forward thinker with a solutions focused approach
• High standards of integrity, professionalism and confidentiality.
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Confident, assertive and resilient
• Ability to drive and deliver change effectively, (GCSE Maths and English at grade C/4 or above), Educated to degree level in healthcare, business or management
• Leadership and/or management qualification
• AMSPAR qualification, 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, Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check
• Maintain confidentiality at all times, Ability to exploit and negotiate opportunities to enhance service delivery
• Excellent communication skills (written, oral and presenting)
• Strong IT skills (generic)
• Excellent leadership skills
• Strategic thinker and negotiator
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• Effective time management (planning and organising)
• Ability to network and build relationships
• Proven problem solving and analytical skills
• Ability to develop, implement and embed policy and procedure
• Ability to motivate and develop teams while maintaining a positive and supportive working environment.
• Understanding of information governance, GDPR and data security.
• Understanding of employment legislation and HR best practice.
  We are a five-partner practice with an advanced clinical practitioner, nursing team, health care team and reception team. We have historically had a very low staff turnover, with many members of the team staying for over 30 years. The partners are looking for someone to embrace our traditional values of providing family doctor style medicine and looking after our team as well as driving the practice forwards.