Job Description
Radbrook Green Surgery is based in the south of Shrewsbury which is a vibrant market town with good transport links, schools and recreational facilities.
Practice Manager
We are looking to recruit a committed and enthusiastic Practice Manager to join our established team following the retirement of our current manager.
This is a fantastic opportunity to join a well-established 6 partner practice serving approximately 10800 patients. We have a full complement of administration and clinical staff and as a training practice regularly mentor GP registrars, medical students, and a Physicians Associate.
Salary is negotiable, 42k – 50k pro rata based on skills and experience, and the position will be for 30-37 hours per week.
The Requirements:
Our ideal candidate will have experience of GP practice management on an operational and strategic level. We will consider applications from candidates with equivalent experience in similar roles. Strong IT and communication skills are essential, as is the ability to work under pressure.
The Responsibilities:
The role is multi-faceted and includes HR, office administration, business development, organisational practice development and finance. It also includes maintaining high standards, building strong relationships within the team and the wider Primary Care Network whilst also facilitating change. Your primary objective shall be to work with the Partners to ensure that the Practice meets its agreed aims and objectives within a supportive, efficient, safe, effective and profitable working environment.
Duties:
This is a varied and rewarding role. Duties include:
- Oversee the HR functionality of the Practice in conjunction with our external HR advisors;
- Effectively managing office administration;
- Ensure ongoing compliance with statutory and regulatory requirements;
- Monitor and evaluate team performance;
- Maintain relationships with local practices, the ICB and the Shrewsbury PCN;
- Prepare and update the practice development plan;
- Manage practice finances and work with the practice accountants;
- Overseeing building maintenance;
How to apply
Please submit your CV, with a covering letter stating your suitability for the role, to Angela Treherne, Practice Manager. The closing date for applications is 24th April 2023 although the practice expressly reserves the right to close the recruitment process early if a large number of applications is received from suitable candidates. Shortlisted applicants will then be invited to interview at the end of April/May.
Unfortunately, due to the anticipated number of applicants, we will only be able to respond to successful applicants.
~ RADBROOK GREEN SURGERY ~
Bank Farm Road
Shrewsbury
SY3 6DU
Tel: 01743 231817
- Visit our website: www.radbrookgreen.co.uk
JOB DESCRIPTION
JOB TITLE: PRACTICE MANAGER
REPORTS TO: THE PARTNERS
HOURS: 30 – 37 hrs
Job summary:
Provide leadership and management skills to enable the practice to meet its agreed aims and objectives within a supportive, efficient, safe, effective and profitable working environment.
Job responsibilities:
Strategic Management and Planning
The post holder will:
- Keep abreast of current affairs and identify potential threats and opportunities including changes to the
GMS contract and Primary Care Network DES.
- Contribute to practice strategy; formulate objectives and research and develop ideas for future practice development
- Monitor and evaluate performance of the practice team against objectives; identify and manage change
- Develop and maintain effective communication both within the practice and with relevant outside agencies, including other local GP practices, the ICB and Shrewsbury Primary Care Network
- Prepare and annually update the practice development plan, and oversee the implementation of the aims and objectives
- Assess and evaluate accommodation requirements and manage development and expansion plans, including taking a lead role in the re-location of the Practice to new premises if applicable
- Liaise with Avicenna Pharmacy in terms of the lease
- Attend meetings on behalf of the practice on site at Radbrook Green Surgery or externally at other site locations
Financial Management
The post holder will:
- Manage practice budgets and seek to maximise income
- Through negotiation with the ICB and preparation and submission of regular development plans, ensure the practice receives an appropriate and equitable allocation of resources
- Understand and report on the financial implications of contract and legislation changes
- Manage practice accounts including transfer of funding to Shrewsbury PCN accounts; submit year-end figures promptly and liaise with the practice accountant
- Monitor cash-flow, prepare regular forecasts and reports to the partners
- Manage bank accounts; negotiate/liaise with the practice bankers
- Monitor income and expenditure statements and purchase/sales ledger transactions and liaise with the accountant with monthly bookkeeping and bank reconciliation
- Manage partners drawings and equalisation payments
- Liaise with practice payroll company and ensure appropriate information is provided in order that staff payroll and pension records are maintained and updated accordingly.
- Monitor PAYE and Pensions for practice staff and maintain appropriate records in partnership with practice payroll company
- Manage appropriate systems for handling and recording of cash and cheques and petty cash.
- Manage cost rent reimbursements including 3 yearly cost rent reviews, maximising potential income
- Liaise with Avicenna Pharmacy in terms of the lease
Human Resources
The post holder will:
- Oversee the recruitment and retention of staff and provide a general personnel management service
- Ensure that all members of staff are legally and gainfully employed, utilising support from Martin Kaye
Solicitors
- Monitor skill-mix and deployment of staff
- Manage staffing levels within target budgets
- Evaluate, organise and oversee staff induction and training, and ensure that all staff are adequately trained to fulfil their role and meet at least mandatory levels
- Develop and implement effective staff appraisal and monitoring systems and ensure annual appraisals are carried out for all staff including managers and doctors.
- Support and mentor staff, both as individuals and as team members
- Implement effective systems for the resolution of disputes and grievances in conjunction with Martin
Kaye Solicitors
- Keep abreast of changes in employment legislation
- Keep up to date with training requirements and professional development relevant to the role
- Monitor HR documentation (including job descriptions, employment contracts and employment policies)
- To line manager the Assistant Practice Manager, including appraisals and regular feedback to other team leaders
- To line manager the Administration Manager, including appraisals and regular feedback to other team leaders
- To line manager the Reception Supervisor, including appraisals and regular feedback to other team leaders
- To line manager the Data Administration Team, including appraisals and regular feedback to other team leaders
Organisational
The post holder will:
- Convene meetings, prepare agendas and ensure distribution of minutes as necessary
- Develop Practice protocols and procedures, review and update as required
- Ensure that Practice premises are properly maintained and cleaned, and that adequate fire prevention and security systems are in place
- Manage the procurement of practice equipment, supplies and services within target budgets
- Develop and review Health & Safety policies and procedures and keep abreast of current legislation
- Arrange appropriate insurance cover
- Ensure that the practice has adequate disaster recovery procedures in place, including pandemic planning
- Arrange appropriate maintenance for practice equipment
- Ensure all Care Quality Commission standards are met and maintained and take a lead role in preparation for and during inspections. Submit to CQC any Partnership changes and Notifications.
- Support the Assistant Practice Manager to ensure the Practice is a high achiever of QoF, IIF and other
Locally Commissioned Services, improving patient outcomes and maximising income.
- Deal with all complaints made by the patients and other members of the public against the practice in accordance with procedures and protocols.
- Ensure all significant events are logged, discussed and any learning details are cascaded to the practice wide team
- Ensure all safety alerts are captured, logged, discussed and actioned where necessary.
Patient Services
The post holder will:
- Adopt a strategic approach to the development and management of patient services
- Ensure service development and delivery is in accordance with local and national guidelines
- Ensure that the practice complies with NHS contractual obligations in relation to patient care
- Maintain registration policies and monitor patient turnover and capitation
- In conjunction with the Reception Supervisor oversee and/or develop repeat prescribing systems
- In conjunction with the Reception Supervisor oversee and/or develop and manage an effective appointments systems
- Oversee surgery timetables, duty rotas and holiday cover
- Routinely monitor and assess practice performance against patient access and demand management targets, including national performance dashboards
- Develop and implement an effective complaints management system, providing support to the
Assistant Practice Manager for more complex/serious complaints as required.
- Communicate and consult with patient representatives on changes to services as appropriate
- Patient Participation Group – attend meetings, give feedback, support this group to enable the group to support the practice/patient services
Facilities Management
The post holder will:
- Assume responsibility for the management of the building, including facilities management, equipment, building maintenance, ground works, security and overall operations, liaising with external contractors as required.
- Maintaining standards of cleaning and hygiene throughout the building
- Responsibility for the operational management of the building including out of hours contact, security, access and weekend working
- Maximising available space to achieve the optimum use of the building
- Health and Safety supervision of contractors working on site (safe working methods)
- Ensuring that the building complies with all aspects of legislation and best practice.
Confidentiality:
The post holder will:
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation.
All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & Safety:
The post-holder will implement and lead on the full range of promotion and management their own and others’ health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include (but will not be limited to):
- Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
- Maintaining an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines and ensuring implementation across the business
- Using personal security systems within the workplace according to Practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business
- Making effective use of training to update knowledge and skills, and initiate and manage the training of others
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed
- Actively identifying, reporting, and correcting health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers
- Undertaking periodic infection control training
- Routine management of own team / team areas, and maintenance of work space standards
- Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights. Personal/Professional development: The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work Quality: The post-holder will strive to maintain quality within the practice, and will:
- Alert other team members to issues of quality and risk
- Assess own performance and take accountability for own actions, either directly or under supervision
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
- Work effectively with individuals in other agencies to meet patients’ needs
- Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize people’s needs for alternative methods of communication and respond accordingly
Contribution to the implementation of services:
The post-holder will:
- Apply practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Participate in audit where appropriate
- Support the Partners in any other task that is asked of them
Job Types: Full-time, Permanent
Salary: £42,000.00-£50,000.00 per year
Benefits:
- Company pension
- Cycle to work scheme
- Free parking
- On-site parking
- Sick pay
Schedule:
Ability to commute/relocate:
- Shrewsbury, SY3 6DU: reliably commute or plan to relocate before starting work (required)
Experience:
- Medical Practice Management: 1 year (preferred)
Work Location: In person
Application deadline: 24/04/2023
Reference ID: AT2023 (1)