Practice Manager in Exeter

South Lawn Medical Practice is seeking an exceptional, forward-thinking Practice Manager to lead our friendly, ambitious, and patient-focused team.

This is an exciting opportunity for an experienced and proactive leader who can inspire and support our staff while helping shape the future of our practice.

We are looking for someone with proven management experience, ideally at a senior level, and a strong track record of leading, motivating, and developing high-performing teams.

The successful candidate will be commercially aware, financially astute, and confident in managing the operational and strategic aspects of a busy organisation.

Experience in business planning, financial management, and driving continuous improvement will be highly valued, enabling you to balance the evolving needs of both the practice and our patients within an everchanging primary care environment.

You will possess excellent organisational, communication, and people management skills, with the ability to lead through change positively and effectively.

A collaborative approach, sound judgement, and a commitment to delivering high-quality services are essential.

Whilst previous experience within General Practice or the NHS would be advantageous, we welcome applications from candidates outside the healthcare sector who can demonstrate transferable leadership, operational, and financial management skills.

Main duties of the job

To lead and manage the practice as an effective, efficient and profitable business on behalf of the partnership, whilst ensuring that the practice provides a high quality primary care service to their registered population and meets the practice's contractual obligations to the NHS.

Job Responsibilities

In conjunction with the partnership develop practice strategic direction and policy and ensure implementation of the same.

• Support the partners and ensure that their needs and desires for the practice are fulfilled.
• Manage the practice human resources.
• Develop and maintain financial systems that maximise income and ensure monitoring, probity and security.
• Manage practice systems to deliver agreed patient access, clinical records, systems and support the needs of the partners, the practice and patients.
• Maximise the efficiency and effectiveness of the practice's information and technology systems, including their integrity, continuity, safety, security and confidentiality.
• Ensure patient safety by identifying risks and taking appropriate action.

Ensure continuing personal and practice professional development.

• Ensure professionalism and customer service are maintained by all staff.
• Management and maintenance of equipment and premises.
• Strategic Management and Planning

The post holder will

Participate in Practice strategy; formulate objectives and research and develop ideas for future Practice development.

Monitor and evaluate performance of the Practice team against objectives; identify and manage change.

Prepare and annually update the Practice Development Plan, oversee the implementation of the aims and objectives.

Keep abreast of current affairs and identify potential threats and opportunities.

Assess and evaluate accommodation requirements and manage development and expansion plans.

• Financial Management
• Manage Practice budgets and seek to maximise NHS and private income.
• Through negotiation with the PCO ensure the Practice receives an appropriate and equitable allocation of resources.
• Understand and report on the financial implications of contract and legislation changes.
• Manage Practice accounts; submit year-end figures promptly and liaise with the Practice accountant.
• Monitor cash-flow, prepare regular forecasts and reports to the partners.
• Manage and reconcile bank accounts; negotiate/liaise with the Practice bankers.
• Monitor and reconcile income and expenditure statements and purchase/sales ledger transactions.
• Manage partners drawings.
• Manage and monitor PAYE for Practice staff and maintain appropriate records.
• Manage contributions to the Practice pension scheme(s) and maintain appropriate records.
• Manage appropriate systems for handling and recording of cash and cheques and petty cash.
• Human Resources
• Oversee the recruitment and retention of staff and provide a general personnel management service.
• Ensure that all staff are legally and gainfully employed. Monitor skill-mix and deployment of staff.
• Manage staffing levels within target budgets.
• Evaluate, organise and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role.
• Develop and implement effective staff appraisal and monitoring systems.
• Support and mentor staff, both as individuals and as team members.
• Implement effective systems for the resolution of disputes and grievances.
• Keep abreast of changes in employment legislation.
• Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies).
• Organisational
• Convene meetings, prepare agendas and ensure distribution of minutes as necessary.
• Develop Practice protocols and procedures, review and update as required.
• Ensure that Practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place.
• Manage the procurement of Practice equipment, supplies and services within target budgets.
• Develop and review Health & Safety policies and procedures and keep abreast of current legislation.
• Arrange appropriate insurance cover.
• Ensure that the Practice has adequate disaster recovery procedures in place.
• Arrange appropriate maintenance for Practice equipment.
• Patient Services
• Adopt a strategic approach to the development and management of patient services.
• Ensure service development and delivery is in accordance with local and national guidelines.
• Ensure that the Practice complies with NHS contractual obligations in relation to patient care.
• Maintain registration policies and monitor patient turnover and capitation.
• Oversee and/or develop repeat prescribing systems.
• Oversee and/or develop and manage an effective appointments systems.
• Oversee and/or organise surgery timetables, duty rotas and holiday cover.
• Routinely monitor and assess Practice performance against patient access and demand management targets.
• Develop and implement an effective complaints management system.

Liaise with patient groups/PALS Information Management and Technology.

• Evaluate and plan Practice IT implementation and modernisation.
• Keep abreast of the latest development in primary care IT including Do H initiatives such as EPRs and disease coding, and regularly update the Practice management team.
• Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training.
• Set targets and monitoring standards for data entry and data collection.
• Ensure that the Practice has effective IT data security, back-up, maintenance and disaster recovery plans in place.
• Liaise with the PCT regarding systems procurement, IT funding and national IT development programmes.
• Maintain the Practice's website.

Confidentiality.

In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers.

Health & Safety.

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include: Using personal security systems within the workplace according to Practice guidelines, Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks, Making effective use of training to update knowledge and skills, Using appropriate infection control procedures, reporting potential risks identified.

Equality and Diversity.

The post-holder will support the equality, diversity and rights of patients, carers and colleagues.

Personal/Professional Development.

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include: Participation in an annual individual performance review, taking responsibility for maintaining a record of own personal and/or professional development, taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality.

The post-holder will strive to maintain quality within the Practice and will: Alert other team members to issues of quality and risk, Assess own performance and take accountability for own actions, contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance, work effectively with individuals in other agencies to meet patients needs, effectively manage own time, workload and resources.

Person Specification

Experience

• Primary care Experience desirable
• 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.

• £42,000 to £47,500 a year (depending on experience)
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