Practice Manager

Due to the retirement of our current Practice Manager, Brunton Park Health Centre are seeking an experienced, enthusiastic, dynamic and highly organised GP Practice Manager to join our friendly team.

We are a high achieving practice based in a purpose built modern building on Brunton Park Housing Estate in North West Gosforth Newcastle upon Tyne.

We are a practice who are dedicated to improving the health and well being of our patients in our community, and are looking for a highly motivated manager who can demonstrate a high standard of management and leadership skills to lead and support our team.

Main duties of the job

The Practice Manager will work closely with the partners in developing and maintaining an efficient and effective GP practice providing input to business matters including financial and commercial issues so knowledge of GP finance management is essential.

Management of clinical and administrative staff, recruitment of staff, managing the financial elements of the organisation, including budgets, bank accounts, accounting systems and payroll.

Ensuring the team reaches QOF targets.

About us

Brunton Park Health Centre is a high achieving practice, our current patient list size is 8300, we are passionate about the care of our patients and provide a high standard of patient care.

We pride ourselves on being a strongly supportive and friendly practice, we have 2 GP partners, 4 salaried GPs, 1 Practice Nurse, 1 HCA and 1 phlebotomist who all deliver an excellent service to our patients. Our administration team consists of Practice Manager, Administration Manager, and an admin team of 9 staff.

We are also part of North Gosforth PCN and within the network we have access to various additional roles: Pharmacists, Pharmacy Technicians, Social Prescribers, Health and Wellbeing Coaches, Nurse Associate and Care Coordinators, which adds to the quality of care we deliver.

Job responsibilities

The day-to-day duties and responsibilities include but are not exclusive to:

• Overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities.
• Functional management of all clinical and administrative staff.
• Direct line management of staff members as decided by the partners.
• Leading change and continuous improvement initiatives and coordinating projects within the organisation as directed by the GP partners.
• Ensure the practice maintains compliance with its NHS contractual obligations.
• Adopting a strategic approach to the management of all patient services.
• Support the team to reach QOF targets.
• Coordinate GP partner meetings, produce agendas and minutes and distribute as appropriate.
• Ensure that actions from relevant meetings are actioned within agreed time scales.
• Ensure effective communication with all team members including holding regular line team meetings.
• Produce new practice policies when needed and support the necessary staff with the reviewing, updating and distribution of practice policies.
• Produce reports where necessary both internally and those required by the ICB and NHS England.
• Discuss and implement proposed changes with appropriate team members and line managers.
• Ensure insurance policies are maintained for partners, premises and equipment.
• Ensure compliance with IT security and IG and complete and submit the annual Data Protection and Security Toolkit.
• Responsible for the practice registration with CQC, ensuring the registered manager and partner details are correct and submitting any changes as required.
• Responsible for ensuring CQC compliance across all domains and leading on inspections when required.
• To review all complaint responses once drafted.
• To submit the annual GP practice data on written complaints in the NHS collection (KO41b).
• Complete the annual general practice electronic self-declaration (eDec).
• Negotiating, drafting and issuing licence to occupy agreements.
• Liaising with the PCN Business Manager and attending meetings as appropriate.
• Liaising with the ICB staff and attending meetings as appropriate.
• Liaising with other external bodies and attending meetings as appropriate.

Human Resources

• Take the HR lead for the practice and provide HR support where necessary.
• Manage and maintain effective systems for the resolution of disciplinary and grievance issues.
• Manage the recruitment and retention of staff following practice policies and complying with current HR legislation.
• Ensure that all staff have up-to-date job descriptions and person specifications that are reviewed and regularly updated.
• Ensure that all staff are issued with a contract of employment.
• Ensure that all staff undertake a robust induction process including receiving the appropriate induction training.
• Responsibility to ensure that all staff have received the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively and their development is regularly reviewed.
• Arrange and deliver training sessions as appropriate.
• Ensure that details of staff training are maintained.
• Ensure that annual staff appraisals are carried for all staff either by the Practice Manager or the appropriate Line Manager.
• Ensure that all practice policies are distributed to Line Managers and that all staff read and sign all policies to note that they have understood the policy.
• Work closely with the GP partner responsible to ensure effective financial management and control of the practice bank accounts and accounting systems.
• Work closely with the GP partners in relation to financial management including future financial planning and financial forecasting.
• Prepare budgets and cash flow forecasts.
• Liaise with the practice accountant and bookkeepers on a timely basis.
• Ensure that all financial claims are submitted to the ICB, PCN and NHS England where appropriate within the deadlines set. This is to include claims made under any local and/or direct enhanced services and monthly submissions on the CQRS system.

Health and Safety

• The management of the surgery site and ensuring that it is safely maintained.
• Take the lead on health and safety aspects of the practice and report to and support the GP partner responsible for health & safety.
• Ensure that procedures are in place to ensure that the buildings and property within it is secure at all times.
• Ensure that procedures are in place to ensure the security of personnel records and filing systems.
• Ensure that repairs/issues/defects relating to both the buildings and equipment is logged on the practice maintenance list and to liaise with contractors to arrange repairs accordingly.
• Ensure equipment is serviced and/or calibrated appropriately and that adequate records are maintained.
• Carrying out risk assessments and action plans as appropriate.
• Ensuring that procedures and policies are in place to support effective infection prevention and control measures, liaising with the infection prevention and control nurses during practice visits/inspections and reviewing the outcome of the audit and completing the follow-up actions.
• Carrying out monthly building checks.
• Administering the practice incident reporting policy.
• Recording of accidents and incidents appropriately and taking appropriate action including reporting as necessary to any outside agencies for example the Health and Safety Executive.
• Ensure that all staff are aware of and follow health and safety policies.

Person Specification

Experience

• Experience of working in Primary Care.
• Experience of working in health care setting.
• Experience of accounting procedures.
• Experience of managing multidisciplinary teams.
• Experience of work force planning and development.
• Experience of successfully developing and implementing projects.

Qualifications

• Good Standard of education with excellent literacy and numeracy skills.
• Educated to degree level in healthcare or business.
• AMSPAR Qualification.

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.