Practice Manager in Southport

We are seeking a dedicated and highly motivated Practice Manager to lead the business, financial, and strategic operations of our well-respected community focused GP practice and ensure its smooth and efficient day to day operational running. This senior leadership role is ideal for someone who is confident in managing people, processes, and change, with strong financial and organisational skills. We welcome applicants from a wide range of sectors. Primary Care or NHS experience is highly desirable but not essential. What matters most is the ability to think strategically, manage resources efficiently and effectively, and motivate a diverse team.

Main duties of the job:

• Ensure the effective day-to-day running of the Practice, adapting to changing priorities as needed.
• Oversee financial management, including budgets, payroll, income streams, and reporting.
• Lead service improvement, strategic planning, and long-term development of the Practice.
• Maintain compliance with Care Quality Commission standards, NHS requirements, safeguarding responsibilities, and health and safety legislation.
• Manage all aspects of human resources, including recruitment, staff development, workforce planning, and performance management, liaising with external HR provider to support process if needed.
• Line manage the team of administrative staff and take functional line management responsibility for other clinical staff.
• Ensure premises, equipment, and information technology systems are maintained and fit for purpose.
• Act as a key communication link between GP Partners, staff, patients, and external organisations.

About us:

The Grange Surgery is a well-established, high achieving GP practice with a friendly, caring and patient-centred approach. We pride ourselves on our long standing, excellent reputation among the approximately 9,500 patients we serve covering all demographics including a number of local nursing and residential care homes. This was recognised recently when we were rated as the top GP surgery in Sefton according to the latest NHS GP Patient Survey. The surgery is located in Birkdale village, near Southport, close to excellent local amenities with good transport links; Birkdale station is only a 2 minute walk from the surgery. We are a training practice comprising three GP Partners, five GPs, two Nurses, HCA, Pharmacist, Phlebotomist, GPSTs and three GPAs. You will be supported in your role by a Deputy Practice Manager, an IT Lead and a team of receptionists, administrators, secretaries and care coordinators. The Grange Surgery is a GMS Practice. We are member of the local Southport and Formby Primary Care Network.

Job responsibilities:

• Lead or support service development and innovation, including changes arising from contractual requirements, PCN and local GP Federation initiatives, or suggestions from Partners and staff.
• Manage the agenda and coordination of practice meetings, including both weekly operational meetings and more strategic sessions focused on finance, workforce, and long-term planning. Maintain accurate records of discussions, decisions, and action points, ensuring accountability and follow-up of these.
• Oversee the implementation of new systems, processes, and technologies to support improved service delivery and operational efficiency.
• Contribute to strategic planning and business development, aligning the Practices goals with local and national healthcare priorities.
• Ensure the Practice remains responsive to evolving NHS policies, contractual changes, and the needs of the patient population.
• Lead and manage change effectively to improve service quality, staff engagement, and the overall patient experience.

Clinical Governance:

• Oversee the implementation and review of policies, procedures, and audits to ensure ongoing compliance with CQC standards and NHS regulations.
• Manage risk through effective incident reporting systems and coordination of significant event reviews, promoting a culture of learning and improvement.
• Ensure robust staff training, appraisals, and performance monitoring to maintain high standards of clinical and administrative practice.
• Monitor and support team compliance within infection prevention and control, health and safety, GDPR and safeguarding protocols.
• Collaborate with clinical teams to support data collection and reporting for quality improvement frameworks such as QOF, LQC and enhanced services.
• Manage the practice-based complaints procedure by ensuring timely and effective handling of patient concerns. Develop and implement strategies to reduce the occurrence of complaints and regularly monitor and analyse patient satisfaction levels to identify areas for service improvement.

Supporting the Partnership:

• Foster strong, collaborative relationships with Partners to support coordinated decision-making and ensure the smooth running of the business, maintaining a fair and balanced approach.
• Maintain a comprehensive understanding of the Partnership Agreement, monitor compliance, and proactively advise Partners on any required actions to uphold its terms.
• Manage confidential and sensitive information with the utmost discretion and professionalism, safeguarding the interests of the partnership.
• Facilitate clear and effective communication among Partners by coordinating meetings, preparing agendas, and accurately recording minutes to ensure accountability and timely follow-up.
• Support governance by ensuring that the partnership operates in accordance with legal, regulatory, and contractual requirements, promoting good practice and effective risk management.
• Coordinate all aspects of partnership changes, including recruitment, retirement, sickness cover, and related financial arrangements, ensuring smooth transitions and minimal disruption to the Practice.

Communication:

• Serve as the primary communication link between the Practice team, patients, external partners, and regulatory bodies including reviewing and conveying incoming emails.
• Ensure clear, timely, and effective internal communication with all staff, fostering a collaborative and informed working environment.
• Manage patient communications, including handling complaints, feedback, and ensuring information is accessible and responsive to patient needs.
• Liaise regularly with the Primary Care Network, the local GP Federation, the Integrated Care Board (ICB), NHS bodies, other local practice managers and other healthcare providers to coordinate services and share information.
• Oversee communication channels such as the Practice website, social media, newsletters, and patient information materials to keep patients informed and engaged.
• Facilitate staff meetings, training sessions, and briefing updates to maintain staff awareness of policies, procedures, and changes.
• Ensure that all communications comply with confidentiality, data protection, and professional standards.

Finance:

• Establish and maintain accurate record-keeping and reliable accounting systems covering all financial aspects in the Practice running. Prepare all necessary documentation for presentation to the accountant for the annual accounts.
• Maximise Practice income ensuring timely and accurate record keeping for all sources including global sum, enhanced services, PCN-related payments, LQC and QOF.
• Working with the practice accountants (payroll providers), oversee payroll processes, including PAYE and pension payments, ensuring robust and compliant systems are in place and financial records are maintained.