Job description

Job responsibilities

Key Responsibilities

1. Operational Management

Ensure the smooth running of appointment systems in collaboration with GPs and clinicians.

Work with the Branch Manager and senior receptionists to prepare weekly staff rotas, ensuring adequate coverage.

Address patient queries and concerns in line with FEMCs complaints policy.

Liaise with the Business Partner and Caldicot Guardian on data protection matters, including FOI, EIR, and SAR requests.

Serve as a key communication link between reception staff, GPs, Business Partner, and other FEMC team members.

Visit Ringland Medical Practice at least once per week and be based at Cardiff Royal Infirmary at least two days per week (subject to service needs).

Lead and implement continuous improvement initiatives to enhance patient services and efficiency.

Ensure compliance with all relevant NHS and regulatory guidelines.

2. Financial & Payroll Management

Oversee practice finances, ensuring financial sustainability.

Process invoices, run monthly payroll, manage HMRC submissions, and oversee pension administration.

Reconcile claims submissions and payments.

Manage external service contracts (e.g., cleaning, lift maintenance) and highlight any issues.

3. Human Resources & Staff Development

Oversee recruitment, retention, and performance management of all FEMC staff.

Conduct appraisals for both clinical and non-clinical staff.

Ensure all staff have valid DBS checks, MMR vaccination status, and indemnity cover.

Address non-clinical issues for GPs and other clinicians as needed.

Ensure disability and health & safety assessments are regularly reviewed and implemented.

Facilitate multi-disciplinary team meetings and ensure all staff are informed of updates.

4. IT & Systems Management

Manage the clinical IT system, ensuring security, performance, and compliance.

Troubleshoot and resolve local IT and telephony issues.

Maintain and update clinician appointment screens, factoring in holidays and locum cover.

Oversee staff training on clinical systems and ensure proper access rights.

5. Complaints & Patient Experience

Act as FEMCs Complaints Officer, working alongside the Lead GP to manage the complaints process under Putting Things Right regulations.

Ensure FEMC meets all NHS contractual obligations related to patient care.

6. GMS Contract & NHS Cluster Engagement

Provide necessary data submissions to the Health Board(s) on a regular and ad-hoc basis.

Represent FEMC at cluster meetings, particularly in the absence of the Business Partner.

In liaison with the clincial staff, develop and oversee action plans for clinical objectives.

7. Compliance & Governance

Ensure FEMC adheres to Data Protection Act and Information Governance regulations.

Maintain confidentiality of patient and staff information at all times.

Monitor infection control procedures and ensure compliance with mandatory training.

Promote a culture of equality, diversity, and inclusivity within the practice.

Ensure the practice complies with Health & Safety policies and conducts regular risk assessments.

General Responsibilities

Ensure reception staff are properly trained and supported in their roles.

Keep FEMC policies and procedures updated and communicate changes to staff.

Represent FEMC in external meetings when required.

Regularly update FEMC leaflets and patient notices.

Training & Professional Development

Provide ongoing training for new and existing staff on clinical systems and protocols.

Ensure all staff complete statutory and mandatory training as required.

Organise induction programs for new employees.

Job responsibilities

Key Responsibilities

1. Operational Management

Ensure the smooth running of appointment systems in collaboration with GPs and clinicians.

Work with the Branch Manager and senior receptionists to prepare weekly staff rotas, ensuring adequate coverage.

Address patient queries and concerns in line with FEMCs complaints policy.

Liaise with the Business Partner and Caldicot Guardian on data protection matters, including FOI, EIR, and SAR requests.

Serve as a key communication link between reception staff, GPs, Business Partner, and other FEMC team members.

Visit Ringland Medical Practice at least once per week and be based at Cardiff Royal Infirmary at least two days per week (subject to service needs).

Lead and implement continuous improvement initiatives to enhance patient services and efficiency.

Ensure compliance with all relevant NHS and regulatory guidelines.

2. Financial & Payroll Management

Oversee practice finances, ensuring financial sustainability.

Process invoices, run monthly payroll, manage HMRC submissions, and oversee pension administration.

Reconcile claims submissions and payments.

Manage external service contracts (e.g., cleaning, lift maintenance) and highlight any issues.

3. Human Resources & Staff Development

Oversee recruitment, retention, and performance management of all FEMC staff.

Conduct appraisals for both clinical and non-clinical staff.

Ensure all staff have valid DBS checks, MMR vaccination status, and indemnity cover.

Address non-clinical issues for GPs and other clinicians as needed.

Ensure disability and health & safety assessments are regularly reviewed and implemented.

Facilitate multi-disciplinary team meetings and ensure all staff are informed of updates.

4. IT & Systems Management

Manage the clinical IT system, ensuring security, performance, and compliance.

Troubleshoot and resolve local IT and telephony issues.

Maintain and update clinician appointment screens, factoring in holidays and locum cover.

Oversee staff training on clinical systems and ensure proper access rights.

5. Complaints & Patient Experience

Act as FEMCs Complaints Officer, working alongside the Lead GP to manage the complaints process under Putting Things Right regulations.

Ensure FEMC meets all NHS contractual obligations related to patient care.

6. GMS Contract & NHS Cluster Engagement

Provide necessary data submissions to the Health Board(s) on a regular and ad-hoc basis.

Represent FEMC at cluster meetings, particularly in the absence of the Business Partner.

In liaison with the clincial staff, develop and oversee action plans for clinical objectives.

7. Compliance & Governance

Ensure FEMC adheres to Data Protection Act and Information Governance regulations.

Maintain confidentiality of patient and staff information at all times.

Monitor infection control procedures and ensure compliance with mandatory training.

Promote a culture of equality, diversity, and inclusivity within the practice.

Ensure the practice complies with Health & Safety policies and conducts regular risk assessments.

General Responsibilities

Ensure reception staff are properly trained and supported in their roles.

Keep FEMC policies and procedures updated and communicate changes to staff.

Represent FEMC in external meetings when required.

Regularly update FEMC leaflets and patient notices.

Training & Professional Development

Provide ongoing training for new and existing staff on clinical systems and protocols.

Ensure all staff complete statutory and mandatory training as required.

Organise induction programs for new employees.

Person Specification

Qualifications

Essential

• -5 x GCSE, including English & Maths or equivalent.
• - Educated to degree standard.

Desirable

• -Degree or equivalent qualification in business management, healthcare management, or a related field (desirable).
• -Leadership or management qualification (e.g., ILM, CMI, or equivalent) (desirable).
• -Evidence of ongoing professional development in management, finance, or healthcare.

Experience

Essential

• -Proven experience in a management or leadership role within primary care, healthcare, or a similar setting.
• -Strong background in operational management, including staff rotas, appointment systems, and service delivery.
• -Experience in financial management, including payroll, invoicing, and budget control.
• -HR management experience, including recruitment, appraisals, and staff development.
• -Experience handling complaints, patient concerns, and service improvements.

Desirable

• -Familiarity with NHS regulations, compliance, and information governance.
• -Experience in managing IT systems, clinical software, and telephony.

Skills

Essential

• -Excellent leadership and communication skills ability to motivate, develop, and support staff.
• -Strong problem-solving and decision-making abilities.
• -Highly organised, proactive, and adaptable to change.
• -Ability to work under pressure and manage competing priorities effectively.
• -Strong numeracy and financial acumen.
• -Committed to patient-focused care, confidentiality, and compliance with NHS standards.
• -IT literate, with experience in Microsoft Office and clinical systems.
• -A team player with a collaborative and professional approach.

Qualifications

Essential

• -5 x GCSE, including English & Maths or equivalent.
• - Educated to degree standard.

Desirable

• -Degree or equivalent qualification in business management, healthcare management, or a related field (desirable).
• -Leadership or management qualification (e.g., ILM, CMI, or equivalent) (desirable).
• -Evidence of ongoing professional development in management, finance, or healthcare.

Experience

Essential

• -Proven experience in a management or leadership role within primary care, healthcare, or a similar setting.
• -Strong background in operational management, including staff rotas, appointment systems, and service delivery.
• -Experience in financial management, including payroll, invoicing, and budget control.
• -HR management experience, including recruitment, appraisals, and staff development.
• -Experience handling complaints, patient concerns, and service improvements.

Desirable

• -Familiarity with NHS regulations, compliance, and information governance.
• -Experience in managing IT systems, clinical software, and telephony.

Skills

Essential

• -Excellent leadership and communication skills ability to motivate, develop, and support staff.
• -Strong problem-solving and decision-making abilities.
• -Highly organised, proactive, and adaptable to change.
• -Ability to work under pressure and manage competing priorities effectively.
• -Strong numeracy and financial acumen.
• -Committed to patient-focused care, confidentiality, and compliance with NHS standards.
• -IT literate, with experience in Microsoft Office and clinical systems.
• -A team player with a collaborative and professional approach.

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Four Elms Medical centre

Address

Sterling Close

Ffordd Pengam, Pengam Green

Cardiff

CF24 2HB

Employer's website

https://fourelmsmedicalcentres.co.uk/ (Opens in a new tab)