Practice Manager

Mill Road Surgery in Sheffield are looking for an experienced, values-driven manager to join us as a core member of our senior leadership team, working closely with the GP partners.

This is a pivotal role. You will have the space and trust to lead the operational side of the practice, turn strategy into reality, and help shape how the practice develops in the years ahead.

We are a friendly, forward-thinking practice, committed to delivering high quality care for our patients, which is reflected by the high level of patient satisfaction shown in our practice surveys. Our practice is situated in the North of Sheffield, in a purpose-built surgery with convenient access to junction 35 of the M1.

The Mill Road family consists of 3 GP partners, 2 salaried GPs, 2 Practice Nurses, 1 Nurse Associate, 1 Healthcare Assistant and 1 GP Assistant, with support from our experienced and friendly admin team. Together with our network we also have practice pharmacists, ANPs and Physicians Associates.

We believe in supporting our staff to develop and upskill in areas of interest and have a strong ethos of championing innovation and new ways of working whilst providing excellent care. We eat lunch as a team, the snack box is fully stocked, and we aim for monthly socials!

Job responsibilities

Job purpose

The Practice Manager has overall responsibility for management in all areas of the practice under the following headings:

• Practice operation and development
• General Direction of the Practice
• Formulate and put into operation a business plan which ensures that excellent patient care is delivered by staff in the safe working environment, while ensuring maximum income
• Ensure that audit is carried out
• Ensure that all legal obligations are met
• Ensure all DOH, NHSE and ICB submissions are completed both fully and timely

The Practice Manager takes overall responsibility for policy making and ensuring quality control, particularly in the following areas:

• Plan and review services to patients
• Operate and review an effective complaints policy
• Ensure all patient comments and complaints are handled appropriately regarding the Practice Complaints Procedure
• Process Subject Access Requests (SARs)
• Process Complaints
• Ensure annual completion of complaints return to Department of Health
• Actively seek patients views, particularly through the use of annual surveys and patients suggestions throughout the year
• Responsible for establishing and maintaining a Patient Participation Group

Human Resources

The Practice Manager is responsible for leading the whole team and ensuring that staff achieve and work to their full potential in all areas.

Specific areas are as follows:

• Team building, particularly through the effective use of staff meetings and practice educational and social events
• Operate an effective recruitment policy in accordance with equal opportunities legislation
• Co-ordinate annual appraisal for all staff and training and development needs identified from the appraisal
• Put in place and maintain appropriate contracts
• Put in place and maintain an effective system of staff discipline
• Put in place and maintain an effective health and safety policy and risk assessment as necessary
• Keep up to date with changes in employment law and occupational health issues

Partnership issues

The Practice Manager will:

• Attend, organise the agenda and keep minutes at management meetings with the partners
• Take forward all decisions made at these meetings and report back at regular intervals
• Produce quarterly updates on practice progress in contract and financial matters
• Liaise with the accountant and solicitor

Finance

The Practice Manager is responsible for:

• Financial planning, particularly the identification of any large areas of expenditure
• Monitoring and managing cash flow
• Liaising with the bank
• PAYE (for staff)
• NHS pensions
• Tax and NI monthly returns and annual returns
• Budgets
• Postage
• GP drawings
• Quarterly drawings
• Accounts
• Sheffield Health Statement of Fees (reconcile statement and enter data)
• Banking (reconcile statement and pay in)
• Petty Cash
• Reimbursement claims
• Insurance
• Ensure that tax returns are filed correctly, and tax payments made on time
• Ensuring contracts are signed and submitted within permitted timescales

Representing the Practice

The Practice Manager will represent the practice at meetings with the ICB and any other responsible bodies and report back to the Practice on all significant issues.

The Practice Manager will:

• Develop and monitor a rolling maintenance program
• Ensure that reimbursement for premises is correct
• Ensure that appropriate insurance is in place and up to date
• Take responsibility for the security of the building
• Ensure that cleaning is carried out to a high standard
• Maintain the Health & Safety Policy with regard to practice premises

IT

The Practice Manager (Business) is responsible for:

• Data Security
• Is the named joint lead for Information Governance
• Is the named Practice Data Controller
• Ensuring completion and submission of the annual Data Security and Protection Toolkit
• Comprehensive overall knowledge of the clinical and administrative system in use (currently SystmOne)
• Identifying any new requirements for software or hardware and obtaining requisite funding

Person Specification

Experience

• NHS primary care management preferred

Skills and aptitudes

• Ability to prioritise and organise workloads for themselves and other members of the team
• Good communication skills for dealing with both colleagues and patients
• Ability to motivate colleagues and encourage team working
• Knowledge of payroll, accounts and working with spreadsheets would be preferable although training will be available

Personality

• Calm disposition
• Ability to work well as a team member
• Ability to work under pressure

Circumstances

• Ability to work additional hours when needed

Commitment

• Willing to undertake training and personal development of colleagues

Involvement in team meetings

Qualifications

• GCSE English and Maths C or above (or equivalent)

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 (formerly known as CRB) to check for any previous criminal convictions.