PRACTICE MANAGER – DROMORE DOCTORS SURGERY
Due to retirement we are recruiting a new Practice Manager. We are seeking to recruit a motivated and innovative individual with sound leadership and people management skills. The Practice Manager will work alongside the GPs to develop and deliver the business and organisational needs of the practice and will be responsible for leading the wider practice team.
We are a training practice with a patient list of 7800 patients and 5 GP partners, using the EMIS Web clinical system.
Permanent post, 37.5 hours over 5 days. Job share could be considered. Salary will be subject to experience.
JOB TITLE: PRACTICE MANAGER
REPORTS TO: THE GP PARTNERS
SALARY: Negotiable dependent on experience
HOURS: 37.5 per week over 5 days
BASED AT: 50 Gallows Street, Dromore, Co. Down, BT25 1BD
Provide leadership and management to enable the Practice to meet its agreed aims and objectives within a profitable, efficient, safe and effective working environment and maintaining a happy and committed team. Main areas of responsibility include managing practice finances, staffing levels, staff development, marketing, premises and day to day running of the surgeries.
CORE TASKS AND FUNCTIONS
- Maximise income through a comprehensive understanding of the GMS contract to ensure the achievement of the highest possible targets through the Quality and Outcomes Framework and Enhanced Services
- Maintain accurate record keeping and reliable accounting systems for all aspects of practice finances
- Be responsible for the settlement of accounts
- Ensure external payments due to the practice are paid in a timely manner
- Ensure value for money in all Practice expenditure
- Monitor insurance policies and ensure payments are kept up to date
- Calculate and arrange payment of GP drawings in line with the partnership agreement
- Process staff salaries and ensure that PAYE and HSC pensions systems within the practice are in line with the pension regulator and inland revenue requirements
- Remain vigilant to fraud or irregular activity within practice bank accounts
- Liaise with the practice accountant and for year-end returns
- Liaise with external agencies including the bank, HSCB and the practice accountant as needed.
- Oversee the recruitment and retention of staff and provide a general personnel management service
- Ensure that all staff are legally and gainfully employed. Monitor skill-mix and deployment of staff
- Manage staffing levels to ensure a consistent and continual level of cover and smooth running of the practice
- Manage and co-ordinate GP rotas, including locum booking as required
- Evaluate, organize and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role
- Develop and implement effective staff appraisal and monitoring systems
- Support and mentor staff, both as individuals and as team members, dealing with any staff problems difficulties or complaints.
- Manage workload and staff development planning.
- Develop and maintain the staff database
- Negotiate contracts with external suppliers, organise systems for the services they provide and deal with difficulties/complaints
- Manage the administrative staff and non-clinical management of nursing staff and taking lead responsibility in staff appraisal and in organising recruitment selection and training
- Ensure contracts of employment are provided to all staff and that all relevant employment legislation is followed.
- Ensure all staff have job descriptions that are updated appropriately and promptly when changes are introduced
- Make sure all employment checks are complete before commencement of employment
- Ensure efficient internal and external communication including being the a point of contact for the Health and Social Care Board, solicitors, accountants and other bodies.
- Assist in organising Christmas Party and other social events
- Arrange gifts and cards for staff leaving, marriages, births and birthdays
- Convene meetings, prepare agendas and ensure distribution of minutes as necessary
- Organise appropriate cover for meetings
- 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
- Develop and review Health & Safety policies and procedures and keep abreast of current legislation
- Ensure that the Practice has adequate disaster recovery procedures in place
- Arrange appropriate maintenance for Practice equipment
- Ensure all staff and doctors are kept informed on all policy changes
- Keep the partners abreast of forthcoming changes in the NHS and give them options for responding to change
- Oversee and/or develop and manage an effective appointments systems
- Oversee and/or organise surgery timetables, duty rotas and holiday cover
- Manage purchase of equipment and supplies
- Develop systems and procedures to ensure adequate and timely supply of administrative stock
- To assist in general office duties and reception work as required due to absence or annual leave.
- Communicate effectively with other team members, patients and carers, recognizing and responding accordingly to people’s needs for alternative methods of communication and respond accordingly
Quality, Clinical Governance and Practice Development:
- 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
- Write and apply Practice policies, standards and guidance
- Discuss with other members of the team how the policies, standards and guidelines will affect own work
- Co-ordinate and participate in audit, Significant event and adverse incident reporting where appropriate
- Routinely monitor and assess Practice performance against patient access and demand management targets
- Develop and maintain new and existing services
- Evaluate suggestion from staff and patients Co-ordinate provision of health information systems.
- Establish procedures to minimise complaints and to monitor levels of patient satisfaction.
Information Management and Technology:
- Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training
- Maintain the Practice’s website
- Have a sound knowledge of the clinical IT systems and develop and optimise their use
- Review and update the Practice publicity and health education material
- Analyse appointments looking at supply and demand, liaise with the partners in regards to findings and implement appropriate changes
- Change telephone messages as required
- Establish a set of protocols for the Practice, to ensure the accurate input of data and enable access of information as necessary
- Training of all present and new staff in computer techniques and implementing all necessary software updates and renewals
- Maintain adequate attendance of training courses or communication with the Computer System Supplier, to ensure that your own standards of capability are high
- Be responsible for the establishment of training program for all personnel to ensure competence in their own particular fields of usage
- Establish a protocol for alarms and to ensure that this protocol is followed. This should include matters such as back-up, equipment maintenance, safety, etc
- Develop, maintain and market new and existing services
- Produce posters as and when required for public information
- Liaise with designers & printers regarding changes to signage and marketing material
- Assume responsibility for the management of the buildings, equipment, common parts, security and overall operations, supporting and balancing the needs of the occupiers and other external and internal influences
- Maintaining standards of cleaning and hygiene throughout the building
- Negotiation and renewal of third-party contractual arrangements
- Responsibility for the operational management of the building including out of hours contact, security, access
- Establishing a system of control for the booking of the common rooms and facilities to meet the needs of the occupiers
- Maximising available space to achieve the optimum use of the building, meeting the reasonable demands of occupiers for facilities
- Meeting the needs of the occupants and visitors to the building
- Gardening / car park / premises control and security, including key holding and out of hours key holder duties
- Maintenance of common equipment e.g. kitchen utilities, sanitary facilities etc
- Ensuring that the building complies with all aspects of legislation and best practice
- Ensure equipment complies with appropriate legislation (e.g. Health and safety, portable appliance testing of own equipment etc).
- Assume responsibility for the common parts, items of equipment, e.g. fixed wiring testing, fire risk assessment etc
- Ensure that the Practice complies with aspects of Health & Safety legislation
- Co-ordinate remodelling and room moves as required
- Organise insurance cover for building, contents and computers and ensure periodic review of cover
- Liaise with external contractors as required
Health & Safety:
- Maintain awareness within the Practice of health and safety matters, and if necessary conduct a training program for personnel with regard to this.
- Use personal security systems within the workplace according to Practice guidelines
- Identify the risks involved in work activities and undertaking such activities in a way that manages those risks
- Make effective use of training to update knowledge and skills
- Use appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Report and act upon potential risks identified
- 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 and managed in line with Data Protection regulations
- 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
Equality and Diversity:
- Act in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation
- Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behave in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights
The content of this Job Description represents an outline of the post only and is therefore not a precise catalogue of duties and responsibilities and you will be expected to perform different tasks as necessitated by your role within the organisation. The Job Description is therefore subject to review and amendment in the light of changing circumstances, following consultation with the post-holder.
- Relevant degree level or equivalent qualification
- Relevant management experience
- Experience of healthcare management (Desirable)
- Excellent HR skills
- Excellent performance management and staff development skills
- Strong leadership, motivation and people management skills
- Excellent conflict resolution and complaint handling skills
- Good working knowledge of Information and Communication Technology
- Knowledge of local health economy
Excellent communication skills
- Self-motivated and proactive
- Approachable and empathetic
- Excellent personal and time management skills
- Committed to continued professional development
Please send a covering letter detailing your suitability for the post, with a CV, via clicking on the APPLY BUTTON.
Closing date 25th September 2018