Practice Manager in London

Knightsbridge Medical Centre is aiming to appoint a full-time Practice Manager to our team due to retirement. We are looking for someone with experience in healthcare management to join our friendly and supportive team. You will have experience of managing people and services, finance and IT and you will use your interpersonal skills to ensure the smooth and efficient daily running of the practice.

Main duties of the job:

• To manage and coordinate all aspects of practice functionality, motivating and managing staff, optimising efficiency and financial performance, ensuring the practice achieves its long-term strategic objectives in a safe and effective working environment.
• To manage and support the reception, secretarial and administration teams, taking a role in reviewing performance, training, recruitment and rotas.
• To be the Practice administrator for the clinical system and Practice co-ordinator for IT hardware issues liaising with all system providers and IT support services.

Job responsibilities:

• Overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities.
• Functional management of all clinical and administrative staff.
• To manage reception and doctors rota.
• Managing contracts for services i.e. cleaning, gardening, window cleaning etc.
• Leading change and continuous improvement initiatives.
• Ensuring the team reach QOF targets (supported by the nursing and administrative leads).
• Ensuring compliance with legislation and dealing with disciplinary issues accordingly.
• The management of the premises, including health and safety aspects such as risk assessments and mandatory training.

Human Resources:

• Managing the recruitment process for the practice: induction, training and review of reception, administration staff including paperwork.
• Establishing, reviewing and regularly updating Job Descriptions and Person Specifications.
• Organise staff training on all aspects of general practice as required.
• Authorise and monitor all staff absence, including holiday, sickness and other leave ensuring there is adequate cover for staff rota.
• Provide support to all staff, effectively addressing their queries, problems and requests, both formal and informal.
• Overseeing staff workload on a daily basis, organising and allocating work as required.
• Ensure staff awareness of confidentiality including Data protection and Caldicott guardian.
• Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively.

Administration and Operation:

• Ensure policies and procedures are followed and that all administrative systems are in place and running smoothly.
• Ensuring that the building complies with all Health & Safety aspects of legislation and best practice.

IT Systems:

• Overseeing IT implementation and use providing any relevant training.
• Ensure System Security and Data protection procedures are adhered to.
• Liaise with IT support department to resolve other hardware and software issues.

Practice Finance:

• Manage practice budgets and minimise expenditure without impacting on quality.
• Maintaining an effective liaison with the practice accountant and ensuring figures are presented and submitted in a timely fashion.
• Liaising with the ICB regarding queries with payments relating to the contract.
• Collating invoices ready for payment.

Other duties:

• To be the first line of contact for patients with respect to any complaints and to take appropriate action as agreed in the Practice complaints procedure with the support of the Partners.
• Managing seasonal Influenza campaign.
• To ensure regular checks are carried out on the fire alarm system.
• Coordinating the practice diary, ensuring meetings are scheduled appropriately.
• Liaising at external meetings as required.
• Marketing the practice appropriately.
• Managing the Patient Participation Group.
• Maintaining the practice and NHS choices websites.

Contribution to the Implementation of Services:

• The post-holder will apply practice policies, standards and guidance.
• Discuss with other members of the team how the policies, standards and guidelines will affect own work.
• Participate in audit and meetings where appropriate.

Person Specification:

Qualifications:

• Essential: GCSE grade A to C in English and Maths.
• Desirable: Business Management or Health management qualification at degree level.

Experience:

• Essential: Proven Practice management experience in General Practice. Strong leadership skills. Good organisational skills. The ability to work under pressure. Proficiency in using computer software packages. Experience of HR processes including appraisals, staff development and disciplinary procedures.
• Desirable: Experience of working with Systmone clinical software. Experience of working with Xero accounting package.

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.