Practice Manager Bere Regis Surgery

Bere Regis Surgery is seeking a motivated and organised Practice Manager to join our friendly, semi-rural dispensing Practice. This is an exciting opportunity to take on the central role in our newly developing management team as our long-standing Practice Manager prepares for retirement.

Main duties of the job:

• Operational Management
  • Oversee the day-to-day running of the practice
  • Manage administrative elements of QOF
  • Ensure full compliance with CQC regulations and standards
  • Lead and coordinate change, quality improvement and internal projects
  • Support innovation and adoption of new technologies
• HR & Staff Management
  • Provide direct line management for all practice staff
  • Manage the full employment cycle
  • Keep up to date with HR legislation and ensure compliance
  • Support staff welfare
• Governance & Compliance
  • Develop, implement and maintain a robust business resilience and continuity plan
  • Ensure the practice meets all NHS contractual obligations
  • Manage complaints
  • Manage premises related responsibilities
  • Take a strategic approach to managing and developing patient services
  • Lead community engagement, digital and public facing practice communications
  • Maintain and foster good relationships with stakeholders
• Finance & Business Administration
  • Oversee Practice finances
  • Ensure accurate recording of income and expenditure
  • Liaise with the accountant to ensure financial probity
  • Manage payroll and pension
  • Monitor cash and card payments
  • Ensure the practice maximises income streams
  • Complete required data returns
  • Monitor dispensing income and expenditure, liaise with dispensary manager
• Audit & Data Management
  • Audit practice processes and data; ensure standards are maintained or improved

About us:

Located in the heart of Bere Regis village, our Practice serves just under 4000 patients and dispenses to approximately 80% of them. We are easily accessible to Poole, Dorchester and Weymouth. We are members of Purbeck Primary care network. Our team includes two GP Partners, two Salaried GPs, Practice Nurses, Healthcare Assistants and a supportive administration and dispensary team. We are also a training Practice. 93% of our patients in the recent GP Survey rated their experience as Good. We welcome informal enquiries so please come and visit us in Bere Regis.

Application is by CV to Dr James Jackson, Senior Partner Phone: 01929 471268

Job responsibilities:

The following outline represents the core responsibilities of the Practice Manager. On occasion, additional tasks or extra hours may be required depending on workload and staffing levels. The Practice Manager is responsible for:

• Operational Management
  • Oversee the day-to-day running of the practice and ensuring all staff meet their primary responsibilities
  • Manage the administrative elements of QOF, working closely with GPs, nursing staff and administrators
  • Ensure full compliance with CQC regulations and standards
  • Lead and coordinate change, quality improvement initiatives and all internal projects
  • Coordinate and produce practice reports and the practice development plan
  • Develop and improve services to enhance patient care
  • Support innovation and the adoption of new technologies
• Human Resources & Staff Management
  • Provide direct line management for all practice staff
  • Manage the full employment cycle, from advertising roles through to all stages of recruitment
  • Plan, organise and oversee the staff induction programme
  • Create, review and update Job Descriptions and Person Specifications
  • Develop, implement and embed an effective staff appraisal process
  • Create and maintain a practice-wide staff development plan, including mandatory training
  • Implement systems for managing disciplinary and grievance matters
  • Keep up to date with HR legislation and ensure compliance
  • Support staff welfare and coordinate social activities
  • Ensure all staff receive appropriate training to fulfil their roles effectively
• Governance, Compliance & Policy Management
  • Develop, implement and maintain a robust business resilience and continuity plan
  • Coordinate the review and updating of all practice policies, procedures and patient information
  • Ensure the practice meets all NHS contractual obligations
  • Ensure timely handling and escalation of complaints
  • Manage premises related responsibilities, including health and safety, risk assessments, mandatory training, building maintenance, insurance, and service contracts
  • Take a strategic approach to the management and development of patient services
  • Develop and embed an effective internal and external communication strategy
  • Promote and encourage the use of patient online services
  • Lead community engagement, digital communications and public-facing practice communications
  • Lead and manage the Patient Participation Group
  • Attend external meetings as required, including PCN meetings
  • Maintain good relationships with stakeholders
• Finance & Business Administration
  • Ensure accurate recording of all income and expenditure
  • Prepare financial information and liaise with the accountant for year-end accounts and related queries
  • Produce regular financial reports, including dispensing income and VAT requirements
  • Manage payroll and pension information for staff
  • Oversee and monitor cash and card payments and manage ordering and stock control
  • Oversee the Practice finances
  • Ensure the practice maximises QOF and CCLIP income
  • Complete required data returns for local enhanced services
  • Monitor dispensing income and expenditure and work with the dispensary manager to secure best value from suppliers
• Audit & Data Management
  • Audit practice processes and data to ensure standards are maintained or improved
  • Monitor patient registrations and related activity

Person Specification:

Experience:

• Proven experience of working with Windows 11 programmes
• Proven financial experience, managing accounts, budget and cash flow forecasting
• NHS / Primary Care General Practice experience/health care
• Experience of successfully developing and implementing projects
• Experience of managing multidisciplinary teams
• Experience of performance management, including appraisal writing, staff development and disciplinary procedures
• Experience of chairing meetings, producing agendas and minutes

Qualifications:

• A good standard of education with excellent literacy and numeracy skills
• To have equivalent of A level education/NVQ level 3
• Educated to some level in healthcare or business Management/business Qualification
• AMSPAR Qualification or equivalent

Skills:

• Ability to negotiate opportunities to enhance service delivery
• Excellent communication skills (written, oral and presenting)
• 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 & Organising)
• Ability to network and build relationships
• Proven problem solving & analytical skills
• Ability to develop, implement and embed policy and procedure
• Ability to motivate and train staff
• Knowledge of accounts system e.g. xero or similar

Other requirements:

• Flexibility to work outside of core office hours
• Maintains confidentiality at all times
• Full UK driving licence

Personal Qualities:

• Polite and confident
• Flexible and cooperative
• Excellent interpersonal skills
• Motivated and proactive
• Ability to use initiative and judgement
• Forward thinker with a solution 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
• Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions

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.