Practice Manager in Birmingham

The Practice Manager is responsible for the operational aspects of the practice and will implement systems and processes, provide advice and guidance to the team and ensure that the practice meets its contractual obligations. They will also work alongside the partners on the strategic, business and finance aspects of the practice and identify efficiencies and maximise profit, whilst maintaining patient care.

Operational responsibility includes leadership of the non-clinical team, regulatory compliance, HR functions, complaints management, premises management, as well as finance and claims, ensuring targets and deadlines are met. Protected time for weekly partners meetings. There is an Office Lead and a Data and Operations Analyst to help support the role.

Our successful candidate will be highly organised, flexible, proactive, adaptable and able to use their own initiative. They will have a positive and approachable manner. They will have a strong interest in financial management, running a business and be passionate about delivering a high standard of care. The partners are open to change, and the Practice Manager will work with them to develop and improve services and implement new strategies as identified. They will work collaboratively with external colleagues, including the PCN, Federation, ICB, PPG and other stakeholders. Excellent leadership skills and the ability to prioritise are a prerequisite for this key role.

Main duties of the job include overseeing the day-to-day running of the practice, ensuring staff fulfil their roles effectively. This includes managing HR processes such as recruitment, compliance checks, contracts, appraisals, and performance, while ensuring adherence to employment law. They lead workforce planning to maintain an appropriate skill mix and support staff development.

The role involves liaising with the Primary Care Network, Federation, and commissioners, attending meetings, and promoting collaboration. The Practice Manager supports and advises partners, keeping them informed of key developments in primary care. Financial management includes overseeing budgets, forecasting, payroll (outsourced), and identifying opportunities to maximise income and control costs. They ensure achievement of QOF and commissioned service targets. They manage complaints and significant events in line with regulations, oversee contracts, maintenance, and the review of policies and procedures.

The role also includes leading projects, managing IT systems and DSPT compliance, and coordinating business continuity and development plans. The Practice Manager supports business case preparation, ensures CQC and NHSE compliance, promotes teamworking, oversees communications, maintains digital platforms, facilitates meetings, supports the Patient Participation Group, and manages estates, health and safety, and risk.

About us: Sheldon is an area of East Birmingham, England, approximately 5 miles from the city centre & borders the borough of Solihull. Our two sites are approximately 1.5 miles from each other & operate as one Surgery. We have 2 GP partners and a committed team of 35 clinical and non-clinical staff. Our patient list size is approximately 11,500 and our CQC rating is Good. We work closely with our Federation who also support with HR, finance, payroll, CQC, etc. The practice is part of Shard End and Kitts Green PCN which is made up of 7 practices working cohesively together with the aim of improving healthcare for the community and reducing health inequalities for its patients.

You will have the optional benefits of NHS pension, an employee benefits scheme, a salary sacrifice car scheme, peer support from other managers, and a supportive working environment.

Job responsibilities include:

• Strategically lead and manage the practice
• Develop, update, and maintain the practice business strategy; formulate objectives and research and develop ideas for future practice development
• Monitor and evaluate performance of the practice team against strategic and financial objectives; identify and manage change
• Develop and maintain effective communication both within the practice, across the PCN and with relevant outside agencies (ICB, NHSE, Hospital Trusts etc.)
• Monthly management representation on the board of the Primary Care Network; being integral to the strategic development of the PCN for patient care
• Assess and evaluate accommodation requirements, managing the development and expansion plans of staffing and services for the surgery's population and PCN services
• Develop and manage the practice budget, including revenue and expenses
• Complete finance submissions on a regular basis and ensure bank reconciliations are undertaken monthly and submitted to accountants
• Manage income and expenditure contracts, ensuring all invoicing and payments to suppliers are made on time

Human Resources responsibilities include:

• Develop a staff retention strategy and deliver a general personnel management approach
• Oversee and at times lead the recruitment of clinical and administrative staff to ensure the demands of patients service delivery is met
• Ensure that all staff are compliant with employment laws
• Evaluate, organise, and oversee staff induction and training
• Arrange locums when needed ensuring full compliance with legislative employment legislation
• Support and mentor staff, both as individuals and as team members

Organisational responsibilities include:

• Lead on CQC compliance with named registered practitioner
• Lead on all aspects of health and safety across the organisation
• Ensure that the practice has adequate disaster recovery procedures in place
• Manage the high standards of practice cleanliness adhering to infection control standards
• Oversee all complaints liaising with the Complaints GP Partner as appropriate

Information Management and Technology responsibilities include:

• Ensure compliance of Information Governance regulations
• Evaluate and plan practice IT implementation and modernisation
• Motivate, support, and monitor staff in the use of IT

Confidentiality: Patients entrust us with sensitive information in relation to their health and other matters. All such information is to be regarded as strictly confidential.

Health & Safety: The post-holder will implement and lead on the full range of promotion and management of their own and others health, safety and security as defined in the practice Health & Safety policy.

This job description is an outline only and is not definitive or restrictive in any way. It will be regularly reviewed and may be amended in the light of changing circumstances following consultation with the post holder.

Person Specification:

• Experience of managing multidisciplinary teams
• Experience of performance management including appraisals, staff development and disciplinary procedures
• Experience of successfully developing and implementing projects
• Experience of HR processes, workforce planning and development
• Experience of accounting procedures, budgets and forecasting
• Experience of working in a healthcare setting

Personal Qualities:

• Trustworthy and loyal
• High level of integrity
• Excellent interpersonal skills
• Motivated and proactive
• Ability to use initiative and judgement

Qualifications:

• Educated to degree level in healthcare or business

Skills:

• Excellent communication skills (written, oral and presenting)
• Excellent leadership skills
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment

Other:

• Flexibility to work outside core office hours
• Disclosure and Barring Service (DBS) 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 to check for any previous criminal convictions.

Salary: £45,000 to £60,000 a year depending on experience.