Practice Manager - Fixed Term

An exciting opportunity has arisen for an accomplished, enthusiastic and highly efficient Practice Manager to join our highly respected, long-established and forward-thinking 14,000 patient GP practice on a 12-month fixed term contract to cover maternity leave. This is an excellent opportunity for an experienced and motivated leader to work within a supportive, progressive environment and make a meaningful contribution to the continued success and development of the practice.

We are seeking an individual who will bring a hands-on leadership style, strong operational and strategic management capability, and a passion for delivering excellent patient services. The successful candidate will take responsibility for organisational leadership, service improvement and achievement of key targets across all clinical and administrative functions. The role will commence ideally in August or September to enable a smooth and effective handover with the current postholder.

Main duties of the job

As Practice Manager, you will have overall responsibility for the day-to-day running and development of the practice, leading teams to deliver safe, effective and financially sustainable services while maintaining excellent patient care. Key responsibilities include:

• Operational management of the practice
• Organisational leadership and service improvement
• Financial planning, budgeting and performance management
• HR and people management
• Strategic planning and delivery of contractual targets
• Governance, compliance and risk management
• Ensuring compliance with CQC, employment law, health and safety and statutory requirements
• Driving continuous improvement and maintaining effective internal and external relationships

The successful candidate will monitor organisational performance and implement systems and processes to improve efficiency, resilience and patient outcomes.

About You

We are seeking an experienced manager with a strategic yet hands-on leadership style. You will demonstrate:

• Experience in practice, healthcare or senior operational management
• Strong HR, people management and staff development skills
• Financial management and business planning experience
• Excellent communication and interpersonal skills
• Confidence using IT systems and digital technologies
• Strong organisational skills and attention to detail
• Commitment to excellent patient care and maintaining staff morale

About us

We are a friendly, welcoming and forward-thinking GMS training practice located on the outskirts of Rushden in a purpose-built medical centre opened in 2006. We currently serve approximately 14,000 patients and are supported by:

• 9 GP Partners/Doctors
• 2 Treatment Room Nurses
• 2 Nursing Associates
• First Contact Physiotherapy
• Paramedic Home Visiting Service
• Daily Paediatric Nurse Clinics
• Social Prescribing and Care Coordination services

Our Practice Manager works alongside an experienced Operations Manager, supported by an administrative team of 8 Receptionists and 7 Administrator/Secretaries. We are proud to be:

• A consistent QoF performer
• A GP training practice hosting GP Trainees and Cambridge University Medical Students
• A provider of GP Enhanced Access services
• A practice delivering family planning and minor surgery clinics

Most importantly, we have a strong and supportive team culture. We are committed to investing in staff development and creating a positive working environment where individuals can thrive. If you are an experienced and motivated leader looking for an opportunity to make a real impact within an ambitious and supportive practice, we would welcome your application.

Job responsibilities

Primary key responsibilities include:

• Oversee the day-to-day operations of the organisation, ensuring staff achieve their primary responsibilities
• Provide leadership and guidance to all staff ensuring that they adhere to policy and procedure at all times
• Maintain the highest levels of confidentiality due to the nature of the role and with being exposed to a greater level of confidential material and data
• Functional management of all salaried clinical and administrative staff
• Manage recruitment, including pre-employment checks and induction training
• Consider staff planning and develop, implement and embed an effective succession plan
• Manage an effective staff appraisal process, and undertake appraisals for those they line manage
• Manage an effective system for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare
• Maintain an effective overview of and ensure compliance with HR legislation
• Ensure all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively
• Implement and embed an effective practice and staff development plan for all staff (clinical and administrative) whilst maintaining a robust training record
• Review and regularly update job descriptions and person specifications, ensuring all staff are legally and gainfully employed
• Manage the financial elements of the organisation, including budgets, bank accounts, accounting systems, petty cash, etc.
• Maintain an effective liaison with the accountant, overseeing organisation accounts, ensuring year-end figures are presented
• Guide the team to reach QOF targets
• Ensure the organisation has appropriate insurance cover
• Manage the procurement of organisation equipment, supplies and services
• Manage contracts for services
• Be the key liaison with the PCN, the PCN Manager and any ARRS staff who provide a supporting service at the organisation
• Develop, implement and embed an efficient business resilience plan (BRP)
• Implement systems to ensure compliance with CQC regulations and standards
• Lead the management of the clinical system, ensuring compliance with DPA18 and UK GDPR
• Monitor and disseminate information on safety alerts and other pertinent information
• Oversee the response to and resolution of all local IT issues
• Actively encourage and promote the use of patient online services
• Update and act as the focal point for the practice website and social media sites
• Market the practice appropriately to ensure patient population is stable or increasing
• Ensure staff implement the practice-wide approach to the management of all patient services matters
• Identify and deliver team training where required
• Alongside the Operations Manager, manage the premises, including health and safety aspects, and undertake risk assessments
• Support the management team in the compilation of practice reports and the practice development plan
• Manage the patient complaints process and ensure that staff are fully conversant with the complaints procedure
• Be an instrumental member of the general practice team
• Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on Safeguarding Adults and Safeguarding Children
• Undertake all mandatory training and induction programmes
• Be the leader for the spectrum of clinical governance
• Maintain a clean, tidy, effective working area at all times
• Attend a formal appraisal with their manager at least every 12 months.

Wider responsibilities

In addition to the primary responsibilities, the Practice Manager has the following wider responsibilities:

• Deputise for the Partners at internal and external meetings
• Act as the primary point of contact for NHSE, ICB, PCN, community services, suppliers and other external stakeholders
• Oversee the submission of reports for QOF, enhanced services and other reporting requirements
• Brief clinicians on performance levels, advising actions to ensure high achievement across all QOF areas
• Oversee the management of the Patient Participation Group
• Attend any external meetings pertinent to this role
• Support and participate in shared learning
• Oversee and manage the Enhanced Access Hub operating Monday to Friday, including rota management, maintaining appropriate staffing levels, and ensuring effective oversight of all financial and operational aspects of the service.
• Lead the operational and financial management of seasonal and commissioned contracts, ensuring adequate staffing levels, effective resource allocation, financial oversight, performance monitoring, and timely reporting against contractual requirements.
• Undertake on-call responsibilities, including acting as key holder for designated sites, responding to operational issues as required, and ensuring continuity, security, and effective escalation of service delivery outside of core hours.

Person Specification

Experience

• Experience of managing multidisciplinary teams
• Experience of working with the general public
• Experience of working in a healthcare setting
• NHS or general practice experience
• Experience of performance management, including appraisal writing, staff development and disciplinary procedures
• Demonstrable experience in using accounting software packages such as Sage and Xero
• Experience of successfully developing and implementing projects
• Understanding of Health and Safety requirements
• HR understanding and experience
• Experience of health and safety requirements and needs within a small business
• Experience of chairing meetings, producing agendas and minutes

Knowledge and Skills

• Excellent communication skills (written, oral and presenting)
• Proven leadership skills
• Competent in the use of MS Office products
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• Problem solver with the ability to process information accurately and effectively
• Ability to use own initiative, discretion, and sensitivity
• Ability to get along with people from all backgrounds and communities, respecting lifestyles and diversity
• Ability to work as a team member and autonomously
• Sensitive and empathetic in distressing situations
• Ability to exploit and negotiate opportunities to enhance service delivery
• Strategic thinker and negotiator with a solutions-focused approach
• Effective time management (planning and organising)
• Good organisational skills
• Ability to effectively utilise resources
• Punctual and committed to supporting the team effort
• High levels of integrity and loyalty
• Ability to network and build relationships
• Flexible, cooperative and motivated
• Confident, assertive and resilient
• Ability to drive and deliver change effectively
• Ability to use initiative and judgement
• Ability to motivate teams, enhance morale and maintain a positive working environment
• Understanding of safeguarding adults and children
• Demonstrate personal accountability, emotional resilience and the ability to work well under pressure
• Ability to implement and embed policies and procedures

Qualifications

• A good standard of education with excellent literacy and numeracy skills
• Educated to degree level in healthcare or business
• Associate Member of IGPM in view of becoming a full member (MIGPM)
• AMSPAR qualification (L5 in Primary Care and Health Management)

Other requirements

• Occupational Health clearance
• Flexibility to work outside core office hours
• Full UK driving licence

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 to check for any previous criminal convictions.