Practice Manager

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Job summary

Forrest Medical Centre is a well-respected and established surgery, providing primary care services to approximately 11,700 patients in Coventry, just a short journey from the centre, with excellent travel links.

An exciting opportunity has arisen for the role of Practice Manager. The successful candidate will have strong leadership skills and will support the partners with strategic planning. Previous experience of managing financial accounts, human resources (HR), project management, public relations is essential, as is experience of managing a large multidisciplinary team.

The practice is involved in NHS research. It is a primary care research hub, hosting a NIHR nurse.

The practice values high clinical standards and aims for an excellent patient experience. It also has high QoF scores and is rated CQC Good in all areas.

Main duties of the job

The partners are looking for an excellent team player and motivator, working with the partners and the wider practice team, including an Operations Manager. They will also work collaboratively with the Primary Care Network (PCN), exploring opportunities.

The focus will be on future stability and managing growth and they will have awareness and manage the current opportunities and threats for health service providers. The practice and partnership are open to change and looking to develop future systems that support excellent patient care.

Previous primary care management experience is not essential for this role, but those without this experience will need to demonstrate transferable knowledge and skills.

About us

The Partners are forward-thinking and have roles in the local Integrated Care System, Primary Care Network, NHS England and Warwick Medical School.

The practice is a member of Go West Primary Care Network (PCN) which comprises of six practices. Their aims include providing high quality patient centred healthcare and working with local partners to ensure sustainability for local health services for the future. The practice is also a member of Coventry and Rugby GP Alliance.

The health and wellbeing of staff and patients is always the main priority, and the partnership is continuously looking at ways of improving both the patient care provided and staff morale. The practice organises an annual charity challenge, often in the form of a sponsored trek, plus multiple social events, open to all staff throughout the year.

The practice is an experienced training practice and provides training and development for medical students, doctors at all stages of their training and other allied health professionals.

The team includes 3 salaried GPs, a comprehensive nursing team with an ANP, practice nurses and health care assistants. The practice also benefits from close working with other allied health professionals including paramedics, clinical pharmacists, a musculoskeletal practitioner, physicians associates, mental health support workers and a social prescriber. In addition, the practice has an experienced and skilled reception and administration team.

Job description

Job responsibilities

Job purpose

To manage, coordinate and oversee all aspects of practice functionality, motivating and managing staff, optimising efficiency and financial performance, and ensuring the practice achieves its long-term strategic objectives in a safe and effective working environment.

Through innovative ways of working, lead the team in promoting continuous improvement, confidentiality, collaborative working, service delivery, learning and development, and ensure the practice complies with CQC regulations.

Primary responsibilities

The following are the core responsibilities of the Practice Manager. There may be, on occasion, a requirement to carry out other tasks. This will depend on factors such as workload and staffing levels.

The Practice Manager is responsible for:

a) Managing the day-to-day operations of the practice, ensuring that staff achieve their primary responsibilities

b) Direct line management of the Management Team (MT):

a. Operations Manager

b. Office Managers

c) Functional management of all clinical and administrative staff

d) The practice lead for the recruitment and retention of staff, having an effective appraisal system and resolving disciplinary grievance issues

e) Maintaining and ensuring compliance with HR legislation

f) Ensuring that all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively

g) Managing the routine financial elements of the practice, including budgets, petty cash, payroll, payments and receipts. This includes PCN income and expenditure, ensuring financial and contractual scrutiny is given on all transactions and activity

h) Ensuring the practice explores all opportunities to maximise income and reduce expenditure in collaboration with the partners

i) Briefing the finance lead on a weekly basis and the partners, on at least a monthly basis, on all financial matters, including forecasting and future sustainability

j) Supporting the Operations Manager in managing contracts for services

k) Coordinating the procurement of practice equipment, supplies and services

l) Coordinating the reviewing and updating of all practice policies and procedures with the Operations Manager

m) Point of contact for the PCN, working with the surgery clinical lead to ensure all PCN work is being delivered and any issues/concerns are brought to the attention of the board

n) Leading and coordinating all projects within the practice (this would include developing the PCN, the further development of the practice, review of the surgery management structure and staffing requirements, planning, risk-assessing, and staffing reviews)

o) Coordinating the compilation of practice reports and plans, then exploring examples of good practice to influence the planning of the surgerys priorities which may include writing business cases and service level agreements,

p) Working with the team to reach QOF (Quality and Outcomes) targets, Enhanced Services and all other quality incentive schemes signed up to by the practice

q) Adopting a strategic approach to the management of all patient services matters

r) Ensuring ongoing practice CQC compliance. Overseeing the process by which the practice maintains registration under the CQC. Working with the registered manager, partners, and the team in preparation for CQC inspections

s) Developing and coordinating an effective communication strategy (internal and external)

t) Ensuring the practice maintains compliance with its NHS contractual obligations

u) Overseeing the communications for internal and external use.

v) Provide support to the partners and the partnership to ensure excellent team-working and a sound legal framework

w) Ensure effective regular partners and practice meetings with clear agendas, minutes and action plans

x) Marketing the practice appropriately, including overseeing the practice website and ensuring this is kept up to date

y) Supporting the management of the Patient Participation Group

z) Supporting the Operations Manager in the management of all complaints in line with current legislation and guidance

aa) Managing of estates and facilities, including health and safety aspects such as risk assessments and mandatory training

bb) Work with the practice Team and external IT providers to ensure that: The practice IT system and other technology (including alarms, phone systems, etc.) are secure, efficient and compliant with all relevant legislation All practice staff are given the training necessary to enable them to use the IT systems as safely and effectively as possible.

cc) Running searches and interpreting data analysis when required

dd) Ensuring compliance with IT security and IG, in liaison with the external Data Protection Officer

ee) Coordinating the practice diary, ensuring meetings are scheduled appropriately

Secondary responsibilities

In addition to the primary responsibilities, the Practice Manager may be requested to:

a. Deputise for the partners at internal and external meetings

b. Act as the primary point of contact for NHS(E), ICB, community services, suppliers and other external stakeholders

c. Partake in audit as requested by the audit lead

Personal development

The postholder will be expected to:

Manage their own time effectively, and plan and meet personal and practice targets

Manage their own personal development through reflection and feedback from partners and colleagues

Ensure that personal training needs are identified and met

The Additional folder attached also contains a copy of the Job Description, contract terms, and Interview schedule.

Job description
Job responsibilities