Practice Manager

An exciting opportunity has arisen for the role of Practice Manager atSwanswell Medical Centre, due to the current, long-serving practice managerretiring. Opportunities to work flexibly including 4 days per week working areavailable on agreement of the partners.

Swanswell Medical Centre is a well-established surgery providingprimary care services to approximately 6,500 patients since 1994 from a modernpurpose-built building. The surgery is located on the boundary ofBirmingham and Solihull in the West Midlands. It is a well-respected practice in thelocal area.

Main duties of the job

The partners are looking for a leaderwith proven business management skills, particularly in managing staff, human resources (HR), projectmanagement, public relations, strategic planning, financial planning andbudgeting. And importantly an individual that shares their values in providing a supportive and rewardingworkplace, including the health and wellbeing of staff and patients focusing onan open and friendly atmosphere and the value of teamwork.

The successful candidate will need to beable to work collaboratively with the partners, as a group and individually, todevelop and implement strategies. They will lead a wider practice team,including a reception manager. They will need to have demonstrable projectmanagement experience and be able to manage concurrent projects from start tofinish.

The partners are looking for a confidentand resilient individual with excellent communication skills. It is essentialthat the new manager can ensure that the practice continues to run smoothly.

Previous primary care managementexperience is not essential for this role; however, individuals withoutprevious primary care experience will have to demonstrate transferableknowledge and skills.

About us

This practice is part ofthe Community Care Hall Green Primary Care Network (PCN), made up of threelocal GP surgeries that work together with the aim of improving healthcare forthe community and reducing health inequalities.

There are three partners, supported by asurgery team made up of a salaried GP, an advanced nurse practitioner, practicenurses, HCA as well as a reception manager, all assisted by a skilled administrative team.The practice also has support and additional roles and resources from the PCN,including a social prescriber, physiotherapists andclinical pharmacists. The practice works closely with local community services,including district nurses, health visitors andmidwives, who all support the work of the GPs.

Swanswell Medical Centre also providestraining for GP trainees and is committed to training and development for allstaff.

Job responsibilities

Job purpose

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

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

Primary responsibilities

Thefollowing are the core responsibilities of the Practice Manager. There maybe, on occasion, a requirement to carry out other tasks. This will depend onfactors such as workload and staffing levels.

ThePractice Manager is responsible for:

a)Overarching management of all clinical and administrative staff

b)Direct line management of the Reception Manager

c)Managing the recruitment and retention of staff, having aneffective appraisal system, and resolving disciplinary or grievance issues

d)Maintaining and ensuring compliance with HR legislation

e)Ensuring that all staff have the appropriate level of training toenable them to carry out their individual roles and responsibilitieseffectively

f)Managing financial elements of the practice, including budgets,forecasting and future sustainability, including regularly briefing thepartners on the practices financial position.

g)Ensuring the practice explores all opportunities to maximiseincome and reduce expenditure in collaboration with the partners

h)Managing contracts for services, e.g., cleaning and buildingmaintenance

i)Coordinating the procurement of practice equipment, supplies andservices

j)Coordinating the reviewing and updating of all practice policiesand procedures

k)Managing the patient participant group (PPG)

l)PCN working with the clinical lead to ensure that the practiceteam are kept up to date on PCN activities, future and recruitmentopportunities, briefing the partnership when required.

m)Leading and coordinating all projects within the practice

n)Coordinating the compilation of practice reports, and businesscontinuity plan, exploring examples of good practice to influence theplanning of the surgerys prioritieswhich may include writing business cases and service level agreements

o) Ensuring the team reach the QOFtargets Ensuring the team reach the QOF targets and all other qualityimprovement schemes, including enhanced services, reporting on CQRS and otherportals as required

p) Adopting a strategic approachto the management of all patient services matters.

q) Ensuring ongoing practice CQCcompliance. Managing the process by which the practice maintains registrationunder the CQC. Working with the registered manager, partners, and the team inpreparation for CQC inspections.

r) Developing and coordinating aneffective communication strategy (internal and external) and overseeing thecommunications for internal and external use, such as the practicenewsletter, website and social media.

s) Overall responsibility for allthe incoming emails into the practice including NHS E, ICB, and otherexternal agencies, ensuring they are viewed, actioned and forwarded whenrequired.

t) Ensuring the practice maintainscompliance with its NHS contractual obligations

u)Provide support to the partners and the partnership to ensureexcellent team-working and a sound legal framework, including the recruitmentof new partners and planning meetings, ensuring GP rotas and holidayarrangements are managed efficiently

v)Ensureeffective partners meetings with clear agendas, minutes and action plans

w)Marketing the practice appropriately

x)Overview of complaints in line with current legislation andguidance

y)Managing the estates and facilities, including health and safety aspectssuch as risk assessments and mandatory training

z)Working with external IT providers to ensure that: The practicesIT system and other technology (including alarms, phone systems, etc.) aresecure, efficient and compliant with all relevant legislation. Ensuring allpractice staff are given the training necessary to enable them to use the ITsystems as safely and effectively as possible.

aa)Running searching and interpreting data analysis when required

bb)Ensuring compliance with IT security and IG in liaison with theexternal Data Protection Officer

cc)Coordinating the practice diary, ensuring meetings are scheduledappropriately

Secondary responsibilities

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

a.Deputise for the Partnersat internal and external meetings

b.Act as the primary pointof contact for NHS(E), ICB, community services, suppliers and other externalstakeholders

c.Partake in audit asrequired

The full Job Description, contract terms, interview schedule and data sharing information are included in the additional information file attached.

Person Specification

Skills

• Ability to exploit and negotiate opportunities to enhance service delivery
• Excellent communication skills (written, oral and presenting)
• 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 teams, enhance morale and maintain a positive working environment, including team-building sessions

Personal qualities and other requirements

• Polite and confident
• Flexible and cooperative
• Excellent interpersonal skills
• Ability to use initiative and judgement
• Forward thinker with a solutions focused approach
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Ability to drive and deliver change effectively
• Flexibility to work outside core office hours
• Disclosure and Barring Service (DBS) check
• Maintain confidentiality at all times
• Full UK driving licence

Qualifications

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

Experience

• Experience of working with the general public
• Experience of managing and working with accounting procedures including budget and cash flow forecasting
• Experience of managing 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
• Experience of working in a healthcare setting
• 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.

£45,000 to £50,000 a yearDependent on experience