Practice Manager

Dr Haczewski & Partners; Swaffham; On-site; GBP 45,000 - 55,000; Full time

Job summary

A healthcare practice in Swaffham seeks an experienced Practice Manager to oversee its operations and manage a sizable team. The ideal candidate will have strong management experience, excellent communication and leadership skills, and a thorough understanding of NHS practices. They will be responsible for ensuring efficient practice management, maintaining patient care standards, and leading the administrative and clinical teams. Candidates should be dedicated, flexible, and have a proven track record in compassionate leadership.

Qualifications

• Proven management experience is mandatory.
• Strong leadership and organizational skills are essential.
• Experience in NHS management is advantageous.

Responsibilities

• Manage the administrative staff and non-clinical management of nursing staff.
• Oversee the financial aspects of the Practice including payroll and bookkeeping.
• Ensure patient confidentiality and compliance with legislation.

Skills

Management experience

Excellent communication skills

Leadership qualities

IT skills

Financial management awareness

Coaching skills

Education

High Standard of education with excellent literacy and numeracy skills

Tools

Healthcare management software

Data protection compliance tools

Job description

Candidates for the post will needproven management experience, strategic vision, excellent communication skillsand leadership qualities, excellent human resource and staff management skills.Coaching skills are desirable, as well as current IT skills and an awareness offinancial management, working alongside our experienced administrativeteam. Previous experience of PracticeManagement or working within the NHS would be an advantage.

Working alongside the Partners andsupported by an excellent administrative and clinical team, you will beresponsible for the day-to-day smooth running of the practice. You will also have the vision, willingnessand drive to adapt and lead the practice in the PrimaryCare Networks.

Main duties of the job

The main purpose of the position is the responsibility for the smooth, efficient and profitable running of the Practice, and maintaining a happy and committed team to facilitate delivery of the best possible care to the patients. Keeping the partners abreast of forthcoming changes in the NHS and giving them options for responding to change.

The successful candidate requires the talent to support existing teams to deliver high quality healthcare and optimised patient outcomes. Above all you will be dedicated, flexible, hard-working and meticulous, with the goal of achieving the very best outcomes for our patients always at the centre of everything you do.

About us

Manor Farm Medical Centre is situated in a busy market town with approximately 7800 patients serviced by our main site and 1 branch surgery. We are a friendly practice with 3 GP Partners, 2 salaried GPs, 2 ANPs, GP Matron Team, a team of practice nurses, NAs and HCAs, receptionists, dispensers and administrators. We are a forward thinking practice and endeavour to provide a comprehensive service, a teaching and research practice associated with the UEA and involved in the training of F2 doctors.

Job responsibilities

MainDuties and Responsibilities:

Personnel and Training

Managingthe administrative staff and non-clinical management of nursing staff, andtaking lead responsibility in staff appraisal and in organising recruitmentselection, induction and training.

Ensuringcontracts of employment are provided to all staff and that all relevantemployment legislation is followed. Ensuring the Practices employment policiesand procedures are comprehensive and up to date.

Maintainstandards of work, improving deficient areas, ensure adequate normal levels ofstaffing, monitor overtime claims in liaison with departmental lead GP, ensurepatient confidentiality and foster in all staff the need to maintainconfidentiality at all times.

Monitorskill-mix and deployment of staff, ensure all staff are appropriately trainedto fulfil their roles, organise, administer and as necessary participate instaff training.

Motivateindividuals and team to promote efficient and effective team working, promotethe provision of high standards of patient care.

Whennecessary, initiate practice disciplinary procedures and when required,initiate practice grievance procedures.Encourage an open and non-judgemental response when things go wrong sothat members of the team feel able to be open about possible errors so thatlessons may be learnt, improving the standard of care.

Finance and Profitability

Overseethe bookkeeping, petty cash and other financial aspects of the Practiceincluding payroll and NHS pension scheme arrangements with the AssistantPractice Manager.

Ensuringthat all income and expenditure due to or made by the Practice is received orrecorded in the accounts of the Practice and preparing financial reports forthe partners.

Administration and Management

• Implement the decisions of the partnership
• Ensure practice income ismaximised from all income streams including QoF, enhanced services, DSQS,private income etc
• Ensure practice conforms tostandards required for the Care Quality Commission (CQC).
• Convene meetings, prepare agendas,take or delegate minutes and ensure action points completed.
• Ensure practice procedures andprotocols are reviewed and updated as necessary
• Ensure and maintain adequatedisaster recovery procedures in place and that all staff know how toaccess this information.
• Oversee appropriate systems forhandling and recording of cash and other payments (see practice fraudpolicy).
• Apply Practicepolicies, standards and guidance
• Discuss withother members of the team how the policies, standards and guidelines willaffect own work
• Participate inaudits where appropriate

Information Technology

Responsibilityfor the computer system including organising any maintenance and developmentsto the system. Ensuring compliance with Data Protection legislation.

Premises and Equipment

Responsibilityfor security, repairs, insurance and maintenance of premises, services andequipment.

Ensuringthat the Practice complies with current legislation and Health and SafetyExecutive guidelines. Develop,institute, review to ensure compliancein safe working practices e.g. infection control, general cleanliness,hazard awareness such as sharps disposal etc

Carryout regular risk assessments.

Ensureall accidents or dangerous incidents are investigated, recorded, reported wherenecessary, and follow-up undertaken and lessons learned and disseminated.

Implementingand maintaining systems and procedures to ensure adequate provision of servicesto patients.

Dealwith all enquiries and complaints from patients effectively and efficiently topromote patient satisfaction.

Plan,develop and implement systems and procedures for patient advice andinformation.

Reviewingand updating the Practice Booklet/website, Practice publicity and healtheducation material.

Future Planning

Preparinga Practice Business Plan, Annual Report and Practice aims and objectives as required by the partners

Keepingabreast of developments within the NHS that might impinge on the Practice orindividual partners and offering options for consideration by the partners.

External Relationships

Ensuring efficient internal andexternal communication including being the focal point for contact with thePrimary Care Organisation, solicitor, accountant and other bodies

Confidentiality

Inthe course of seeking treatment, patients entrust us with, or allow us togather, sensitive information in relation to their health and othermatters. They do so in confidenceand have the right to expect that staff will respect their privacy and actappropriately

Inthe performance of the duties outlined in this Job Description, thepost-holder may have access to confidential information relating topatients and their carers, Practice staff and other healthcareworkers. They may also have accessto information relating to the Practice as a business organisation.All such information from any source is to be regarded as strictlyconfidential.

Informationrelating to patients, carers, colleagues, other healthcare workers or thebusiness of the Practice may only be divulged to authorised persons inaccordance with the Practice policies and procedures relating toconfidentiality and the protection of personal and sensitive data.

Equality and Diversity:

Thepost-holder will support the equality, diversity and rights of patients, carersand colleagues, to include:

• Acting in a waythat recognizes the importance of peoples rights, interpreting them in away that is consistent with Practice procedures and policies, and currentlegislation
• Acting in a waythat recognizes the importance of peoples rights, interpreting them in away that is consistent with Practice procedures and policies, and currentlegislation
• Respecting theprivacy, dignity, needs and beliefs of patients, cars and colleagues
• Behaving in amanner which is welcoming to and of the individual, is non-judgmental andrespects their circumstances, feelings priorities and rights.

Personal/Professional Development

Thepost-holder will participate in any training programme implemented by thePractice as part of this employment, such training to include:

• Participation inan annual individual performance review, including taking responsibilityfor maintaining a record of own personal and/or professional development
• Takingresponsibility for own development, learning and performance anddemonstrating skills and activities to others who are undertaking similarwork

Quality

Thepost-holder will strive to maintain quality within the Practice, and will:

• Alert other teammembers to issues of quality and risk
• Assess ownperformance and take accountability for own actions, either directly orunder supervision
• Contribute to theeffectiveness of the team by reflecting on own and team activities andmaking suggestions on ways to improve and enhance the teams performance
• Work effectivelywith individuals in other agencies to meet patients needs
• Effectivelymanage own time, workload and resources

Communication

The post-holdershould recognize the importance of effective communication within the team andwill strive to:

• Communicateeffectively with all practice team members
• Communicateeffectively with patients and carers and take part in the Manor FarmPatent Participation Group as necessary
• When requestedwithin the practice, arrange meetings as necessary: partners, staff,attached staff, education.
• Liaise with otherNHS & non- NHS organisations, CCGs and other practices. Report back to the partners/team asappropriate from meetings attended.
• Promote thecaring image of the practice and of good practice-patient relationships.

Person Specification

Qualifications

• High Standard of education with excellent literacy and numeracy skills.
• A total and absolute commitment to our values (kindness, excellence and improvement)
• A total and absolute commitment to our culture (listening, learning, caring and creating)
• High standard of education with excellent literacy and numeracy skills
• High-level problem-solving and analytical skills
• High-level planning and organisational skills
• Highly developed IT skills
• Effective relationship building
• Trustworthy, reliable and dedicated
• Experience of managing a large team
• Proven record in compassionate leadership
• Experience of Primary Healthcare or NHS Management

Experience

• Experience of managing a large team
• Proven record in compassionate leadership
• Experience of Primary Healthcare or NHS Management
• Experience of managing a large team
• Proven record in compassionate leadership
• Experience of Primary Healthcare or NHS Management

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.