Practice Manager - Maternity Cover in Egham

This is a maternity cover role for 12 months and for 25-32 hours per week. This role is for our senior most employee and requires someone with good organisation, prioritisation and communication. The Partners should be kept up to date with all tasks, issues, concerns on a regular basis. Responsibility for the smooth, efficient and profitable running of the practice. Responsibility to maintaining a happy and committed team.

Main duties of the job

• To support the Partners at all times and execute tasks requested by the Partners in a timely fashion.
• To lead and support the Operations Manager and Reception Manager in the execution of their roles, especially where one Manager may be absent.
• To lead and have oversight of all practice staff to ensure they are fulfilling their roles and responsibilities.
• To support the practice IT administration.
• To work with the Operations Manager and Health and Safety and Fire risk Officers for all premises issues, costing works, compliance and reporting to the Partners.
• To work with Partners to maintain and improve the performance and quality standards within the practice to the standards set by the Care Quality Commission.
• To ensure significant events are recorded correctly, leading sessions when required, and ensure that learning outcomes are addressed and followed through with the appropriate staff.
• To manage and respond to all formal complaints and ensure that learning outcomes are addressed and followed through with the appropriate staff.
• To chair Business and Practice meetings (and other relevant meetings) to the timescales specified and keep and update action logs.

About us

Grove Medical Centre is a GP practice located in a residential area of Egham. The practice provides GP services to 15,500 patients. Services are provided from one location: Grove Medical Centre - The Grove, Church Road, Egham, Surrey TW20 9QN. There is a team of 3 GP partners, 7 salaried GPs (male and female). The practice is also a training practice for doctors. Training practices help qualified doctors, known as registrars, complete the final stages of their GP training. The practice also provides training for nurses and paramedic practitioners. The practice has a team of 3 nurses who provide nurse-led clinics and 5 healthcare assistants. The practice is supported by 3 clinical pharmacists and a Physician Assistant who were employed by the Primary Care Network SASSE 2. GPs and nurses are supported by the practice manager, operations manager, team leaders and a team of reception, administration staff and care coordinators. Grove Medical Centre is open 8am to 6.30pm Monday to Friday. The practice is part of a hub of GP practices which provides extended access appointments for patients during the week until 8pm and at weekends. Patients are able to access Out of Hours services through NHS 111.

Job responsibilities

• Personnel and training: Managing the human resources requirements of all staff, including keeping files up to date, communication with staff over any issues including performance, contract changes, managing sickness etc. To lead recruitment and training requirements for new staff and appraisal processes for existing staff. Ensuring contracts of employment are provided to all staff and that all relevant employment legislation is followed (DBS checks, right to work checks, confidentiality statements etc). Monitor and update A/L and sickness records on the correct system. Ensuring the practice's employment policies and procedures are comprehensive and up to date.
• Finance and profitability: Supporting the Partners with invoicing and claims for services provided, chasing debtors, book keeping and other financial aspects of the practice including payroll and NHS pension scheme arrangements. Auditing and submitting monthly CQRS data. Preparing and submitting monthly Personally Administered Items prescriptions. Preparing and submitting quarterly LCS and Public health reports. Leading on the delivery of Covid and Flu administration, including claiming the relevant payments.
• Information technology: Have administrative oversight and responsibility for the Information Technology systems in use at the Grove (currently EMIS, Docman, AccuRx) alongside the Operations Manager; especially in their absence. Ensuring compliance with Data Protection legislation and submitting the DSTP declaration. To support the practice in all IT matters in the administration of the Clinical System and other software. To be responsible jointly with the Operations Manager for the administration of the Smart Card system and its maintenance. To be responsible jointly with the Operations Manager for telephony systems within the practice (EVAD) producing reports as and when needed by the Partners. To liaise with the Quality Outcomes Framework Lead and to provide Partner Support when needed.
• Premises and equipment: Oversight and responsibility for security, repairs, insurance and maintenance of premises, services and equipment, including health and safety and fire risk assessments. Direct line management of the H&S/Compliance Officer and overseeing the practice is fully compliant.
• Patient services: Maintain systems to receive patient enquiries and suggestions including oversight of the practice-based complaints procedure in conjunction with the Partners. Leading the Patient Participation Group.
• Future planning: Preparing a practice business plan, annual report and practice aims and objectives as required by the partners. Keeping a breath of developments within the NHS that might impinge on the practice or individual partners and offering options for consideration by the Partners.
• External relationships: Ensuring efficient internal and external communication including being the focal point for contact with primary care organisations, the ICB, PCN, Solicitors, Accountant and other relevant bodies as directed by the Partners.

Person Specification

• Personal Qualities
• Communication: To recognise the importance of effective communication within the team and will strive to: Communicate with Partners on a daily basis of any concerns, issues, areas to address. Ensure any actions requested by Partners are completed and communicated back to the Partners on a daily basis. Communicate effectively with other team members. Communicate effectively with patients and carers. Recognise peoples needs for alternative methods of communication and respond accordingly.
• Flexibility: This Job Description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder. The post holder is required to carry out any duties that may reasonably be requested by the Partners or management team. Sometimes meetings or other professional engagements will take place outside of usual working hours in the evenings and flexibility to attend necessary meetings will be appreciated, remote attendance will usually suffice.
• 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.

£50,000 to £55,000 a year, depending on experience.