Job description

Job responsibilities

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

The Practice Manager is responsible for:

Overseeing the day-to-day operations of the organisation, ensuring staff achieve their primary responsibilities

Management of all clinical and administrative staff

Managing the recruitment and retention of staff;

Key liaison with Primary Care Network, the PCN Manager and any ARRS staff who provide a supporting service at the organisation

Ensuring that all staff undertake a robust induction process.

Establishing, reviewing and regularly updating job descriptions and person specifications.

Implementing an effective staff appraisal process

Implementing effective systems for the resolution of disciplinary and grievance issues

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

Managing the financial elements of the organisation, including budgets, bank accounts and accounting system, petty cash, etc. seeking to maximise income and reduce expenditure in conjunction with the partners.

Maintaining an effective liaison with the accountant, overseeing organisation accounts, ensuring year-end figures are presented.

Briefing partners on all financial matters

Managing and processing partners drawings, PAYE and pensions for practice staff

Ensuring the organisation has appropriate insurance cover

Developing, implementing and embedding an efficient business continuity plan

Managing the procurement of organisation equipment, supplies and services

Coordinating the reviewing and updating of all organisation policies and procedures

Coordinating all projects within the organisation

Coordinating and leading the compilation of organisation reports and the practice development plan (PDP)

Ensuring the team reaches QOF targets (supported by the nursing and administrative team

Ensuring the organisation maintains compliance with its NHS contractual obligations

Actively encouraging and promoting the use of patient online services

Co-ordinating the publishing communications for internal and external use such as an organisation newsletter on a quarterly basis

Co-ordinating the maintenance and the organisation and NHS choices websites

Liaising at external meetings as required

Management of the Patient Participation Group

Management of all complaints in line with current legislation and guidance

Co-ordinating the management of the premises.

Delegating staff to act as administrators of the organisations IT system

Ensuring compliance with IT security and IG

Coordinating the organisation diary, ensuring meetings are scheduled appropriately

Deputise for the Partners at internal and external meetings

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

Partake in audit as requested by the Partners

Job responsibilities

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

The Practice Manager is responsible for:

Overseeing the day-to-day operations of the organisation, ensuring staff achieve their primary responsibilities

Management of all clinical and administrative staff

Managing the recruitment and retention of staff;

Key liaison with Primary Care Network, the PCN Manager and any ARRS staff who provide a supporting service at the organisation

Ensuring that all staff undertake a robust induction process.

Establishing, reviewing and regularly updating job descriptions and person specifications.

Implementing an effective staff appraisal process

Implementing effective systems for the resolution of disciplinary and grievance issues

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

Managing the financial elements of the organisation, including budgets, bank accounts and accounting system, petty cash, etc. seeking to maximise income and reduce expenditure in conjunction with the partners.

Maintaining an effective liaison with the accountant, overseeing organisation accounts, ensuring year-end figures are presented.

Briefing partners on all financial matters

Managing and processing partners drawings, PAYE and pensions for practice staff

Ensuring the organisation has appropriate insurance cover

Developing, implementing and embedding an efficient business continuity plan

Managing the procurement of organisation equipment, supplies and services

Coordinating the reviewing and updating of all organisation policies and procedures

Coordinating all projects within the organisation

Coordinating and leading the compilation of organisation reports and the practice development plan (PDP)

Ensuring the team reaches QOF targets (supported by the nursing and administrative team

Ensuring the organisation maintains compliance with its NHS contractual obligations

Actively encouraging and promoting the use of patient online services

Co-ordinating the publishing communications for internal and external use such as an organisation newsletter on a quarterly basis

Co-ordinating the maintenance and the organisation and NHS choices websites

Liaising at external meetings as required

Management of the Patient Participation Group

Management of all complaints in line with current legislation and guidance

Co-ordinating the management of the premises.

Delegating staff to act as administrators of the organisations IT system

Ensuring compliance with IT security and IG

Coordinating the organisation diary, ensuring meetings are scheduled appropriately

Deputise for the Partners at internal and external meetings

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

Partake in audit as requested by the Partners

Person Specification

Experience

Essential

• Experience of working with the general public
• Experience of managing multidisciplinary teams
• Experience of performance management including appraisal writing, staff development and disciplinary procedures
• Experience of successfully developing and implementing projects

Desirable

• Experience of managing accounting procedures including budget and cash flow forecasting
• Experience of working in a healthcare setting
• Experience of workforce planning, forecasting and development
• NHS/primary care general practice experience
• Relevant health and safety experience

Other

Essential

• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check
• (Willingness to undertake)
• To be discreet and always maintain confidentiality

Desirable

• Full UK driving licence

Qualifications

Essential

• Good standard of education with excellent literacy and numeracy skills

Desirable

• Leadership and/or management qualification
• AMSPAR qualification

Skills

Essential

• Ability to exploit and negotiate opportunities to enhance service delivery
• Excellent communication skills (written, oral and presenting)
• Strong IT skills (generic)
• 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

Desirable

• Clinical system user skills

Personal qualities

Essential

• Polite and confident
• Trustworthy and loyal
• Flexible and cooperative
• Excellent interpersonal skills
• Motivated and proactive
• 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
• Confident, assertive and resilient
• Ability to drive and deliver change effectively

Experience

Essential

• Experience of working with the general public
• Experience of managing multidisciplinary teams
• Experience of performance management including appraisal writing, staff development and disciplinary procedures
• Experience of successfully developing and implementing projects

Desirable

• Experience of managing accounting procedures including budget and cash flow forecasting
• Experience of working in a healthcare setting
• Experience of workforce planning, forecasting and development
• NHS/primary care general practice experience
• Relevant health and safety experience

Other

Essential

• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check
• (Willingness to undertake)
• To be discreet and always maintain confidentiality

Desirable

• Full UK driving licence

Qualifications

Essential

• Good standard of education with excellent literacy and numeracy skills

Desirable

• Leadership and/or management qualification
• AMSPAR qualification

Skills

Essential

• Ability to exploit and negotiate opportunities to enhance service delivery
• Excellent communication skills (written, oral and presenting)
• Strong IT skills (generic)
• 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

Desirable

• Clinical system user skills

Personal qualities

Essential

• Polite and confident
• Trustworthy and loyal
• Flexible and cooperative
• Excellent interpersonal skills
• Motivated and proactive
• 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
• Confident, assertive and resilient
• Ability to drive and deliver change effectively

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.

Employer details

Employer name

East Wing Surgery

Address

Wear Street

Jarrow

Tyne And Wear

NE32 3UX

Employer's website

http://eastwingsurgery.nhs.uk (Opens in a new tab)