Practice Manager in Gravesend

This is a thrilling time for an experienced Practice Manager to join our friendly team at Pelham Medical Practice. The practice currently operates across two sites within Gravesend with planning permission approved to build a new purpose-built three-storey medical centre (includes 22 clinical rooms). We are looking for an experienced Practice Manager to manage the operational aspects of the practice and work with the partners and Business Manager to ensure the continued smooth, efficient and profitable running of the practice, and to manage a safe, happy and committed team. Ensuring performance and quality standards within the Practice remain high.

The successful candidate will have excellent interpersonal and organisation skills, be team-focused and compassionate. They will share our values and have an inclusive approach, coaching and developing the team, whilst also supporting and prioritising patient care. If you are looking to join a professional and friendly Practice in which to develop your career and to grow as an individual then we look forward to hearing from you.

The role will be supported by a Business Manager, Assistant Practice Manager, Surgery Supervisor and Reception Supervisors.

Due to the varied nature of the role, we are looking for someone who has a hands-on approach and is confident in dealing with both operational, finance and strategic issues. We are ideally looking for someone who can demonstrate good HR and payroll knowledge as well as good IT skills.

• Manage the day-to-day operational management of the practice.
• Manage financial processes, including payroll, invoicing and budget monitoring.
• Oversee the HR processes.
• Responsible for facilities management.
• Maintain compliance with CQC, NHS and other statutory and contractual obligations.
• Manage and actively contribute to service improvement, patient engagement and practice development projects.
• Manage policies, audits and preparation for inspections.

The Practice operates across two sites and has a patient list of over 15,500 and growing. The Practice has 4 Partners and 3 salaried GPs. The GPs are supported by a professional and caring nursing team as well as an ANP, Paramedic, PA, FCP, Mental Health Nurse, First Contact Physio and Clinical Pharmacists. We are supported by our GP Federation who provide a Paramedic home visiting team. The Practice achieved a Good CQC rating in all 5 service questions. We are a GP training practice and look to support the development and training of all our clinical and admin staff. We offer a number of enhanced services and encourage specialist interests. The practice is passionate about preventative and lifestyle medicine.

• Personnel and training: Managing the administrative staff and non-clinical management of nursing staff, including securing training and development funding and taking lead responsibility in staff appraisal and organising recruitment selection and training. Ensuring contracts of employment are provided to all staff and that all relevant employment legislation is followed. Ensuring the practices employment policies and procedures are comprehensive and up to date. Organise and oversee staff recruitment, induction and training, and ensure that all staff are adequately trained to fulfil their role. Develop and implement effective staff appraisal and monitoring systems. Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies). Support and mentor staff, both as individuals and as team members. Manage the recruitment and retention of staff under the direction of the GP Partners.
• Finance and profitability: Responsibility for the book-keeping, petty cash and other financial aspects of the practice, including payroll, HMRC declarations and NHS pension scheme arrangements. Ensuring that all income and expenditure due to or made by the practice is received or recorded in the accounts of the practice, and preparing financial reports for the partners. Have input into the setting of annual budgets and to ensure expenditure stays within these agreed limits. Oversee processes for ordering consumables and controls for stock ordering, ensure stock rotation and regular stock takes to control waste and expenditure on medical and non-medical consumables. Work with the Practices Business Manager to ensure accurate and timely financials are produced.
• Information technology: Responsibility for the Practices computer systems, including controlling access and security, organising any maintenance and developments to the system. Ensure compliance with Data Protection legislation. To maintain an equipment log ensuring that CCG and practice owned equipment is readily identifiable. Maintain the practices website. To liaise with CCG IT support department to resolve other hardware and software issues.
• Premises and equipment: Responsibility for security, repairs and maintenance of premises, services and equipment. Ensuring that the practice complies with aspects of Health & Safety at Work (HASAW) legislation. Arrange appropriate maintenance and calibration for practice equipment.
• Organisational: Convene bi-weekly operational meetings, prepare agendas and meeting minutes. Ensuring the timely distribution of the agendas, minutes and supporting documents as necessary. Develop Practice protocols and procedures with the Assistant Practice Manager and GP Partners, review and update as required. Review practice Data Protection policies, work with the Practices Business Manager and the ICBs DPO to ensure the Practice remains up to date on legislation, compliant and ensure the Practice completes an annual GDPR Toolkit declaration. Ensure all Practice quarterly and annual declarations are made in an accurate and timely manner (including but not limited to e-Dec, Workforce, Public Health Flu vaccinations, Childhood Imms etc). Review and develop the Health & Safety policies and procedures within the Practice facilities, carry out regular risk reviews and keep abreast of current legislation. Ensure the business has appropriate insurance cover in place for buildings, fixtures and fittings, employers liability and locum cover.
• Patient services: Convene Patient Participation Group (PPG) meetings on a quarterly basis, prepare agenda and distribute minutes. Implementing and maintaining systems to receive patient enquiries and suggestions, including oversight of the practice-based complaints procedure in conjunction with the relevant partner. Reviewing and updating the practices information leaflet/website, practice publicity and health education material. Oversee and/or develop repeat prescribing systems. Oversee and/or develop and manage an effective triaging and appointments systems. Oversee and/or organise surgery timetables, duty rotas and holiday cover. Oversee and maintain an effective complaints management system. Liaise with patient groups/PALS.
• Future planning: Actively participate in the preparation and update of the practice business plan, annual report and practice aims and objectives. Keeping abreast of developments within the NHS that might benefit or impinge on the Practice or Partners and discuss with the Business Manager and Partners so that any potential risks or opportunities can be fully investigated.

Qualifications: Degree level qualification or equal experience. Professional Qualifications - AMSPAR Diploma in Primary Care Management or an MBA.

Personal Skills and Qualities: Ability to communicate clearly and effectively in English, both written and verbally. Good organisational skills. Able to work under pressure. Working on own initiative. IT skills (including word processing and database work) as relevant to General Practice. Committed to quality and patient satisfaction. Committed to equal opportunities. EMIS Web, Docman.

Experience: Leadership and people skills: Demonstrate proven experience in a leadership or management role, ideally within primary care or the NHS with the ability to motivate and inspire a large team is crucial, along with excellent communication and conflict resolution skills. HR, Payroll and recruitment: Experience with managing payroll, recruitment, staff appraisals, training and staff development is required. IT competency: Confidence with information technology, including IT systems used in a clinical setting, is necessary. Financial management: Strong financial skills and the ability to manage budgets are essential. Adaptability: The ability to work in a changing environment and to challenge current processes in a timely manner. Organisational skills: Exceptional organisational skills are a prerequisite for managing time, resources, and daily operations effectively.

Experience of working in primary care in an area with significant health problems. Professional Qualifications - AMSPAR Diploma in Primary Care Management or an MBA. Willingness to embrace new technologies for patient care. Understanding the role of medical services in a wider public health agenda. Knowledge of the demographic characteristics that affect health and health care in the area. Understanding current NHS regulations, policies, guidelines and strategies. Experience of audit and improving services, care and safety for patients.

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.

£40,000 to £55,000 a year. Level of pay dependent on experience.