We are seeking an experienced, proactive, and highly organised Practice Manager to lead the day-to-day operations of our busy GP surgery. This is an exciting opportunity for a motivated leader who is passionate about delivering high-quality primary care services and supporting both patients and staff.
Working closely with the GP Partners and the wider practice team, you will play a pivotal role in ensuring the practice operates efficiently, remains financially sustainable, and meets all NHS contractual and regulatory requirements. You will provide strategic and operational leadership across all areas of the business, fostering a positive working environment while driving continuous improvement and excellent patient care.
If you are an experienced manager with strong leadership, organisational, and financial management skills, and are looking for an opportunity to make a real difference within a patient-focused healthcare setting, we would love to hear from you.
Main duties of the job
Main Duties
Operational Management
- Overseeing the daily running of the practice
Staff Management (HR)
- Recruiting, inducting, and retaining staff.
- Preparing and managing the practice budget
Governance and Compliance
- Ensuring compliance with NHS regulations and contractual requirements.
- Ensuring high standards of customer service
Strategic Leadership
- Developing long-term business plans
Digital Services
- Managing clinical and administrative IT systems
About us
Villette Surgery is a friendly, forward thinking GP training practice based in Hendon, Sunderland. Caring for just under 6,000 patients within a modern purpose built surgery. Serving a diverse and often deprived population, the practice is committed to delivering high quality, patient centred care while fostering a supportive and collaborative working environment for all staff.
Our multidisciplinary team includes experienced GP's, a comprehensive nursing team consisting of an Advanced Nurse Practitioner, Practice Nurse, Nurse Associate and HCA along with a highly skilled administrative team.
As a long established training practice, we host GP registrars and fifth year medical students, creating a positive learning culture.
We pride ourselves on having a welcoming atmosphere, low staff turnover and a strong commitment to staff wellbeing and career progression.
Job responsibilities
Primary Duties & Areasof Responsibility:
GMS:
Co-ordinate the implementation of the GeneralMedical Services
Contract to ensure all aims and objectives are achieved toagreed high standards.
Be aware of national, local and practicequality standards for chronic disease management and enhanced services.
Participate in Primary Healthcare teammeetings; implement actions.
Co-lead in establishing and maintainingstandards of practice in line with the local clinical governance plan.
Organisation- Clinical Staff:
EnsureGP rotas maximise use of available clinical time and plan clinical availabilityover long term; evaluate GP availability against national service deliverytargets.
Ensurefull involvement of locums/salaried /Career Start GPs working in the practice;co-ordinate good employment practice; identify need for locum staff organise employmentand induction.
Identify and use appropriate schemes tobring GPs into practice.
Ensure all staff are kept informed onall policy changes
Human Resources:
Take responsibility for the managementof administrative staff and non clinical management of nursing and clinicalstaff.
Ensure high standard of inter-staffrelations through positive team building and effective communication.
Manage the recruitment process and theretention of staff.
Devise job specification/description,contracts of employment, terms and conditions and all human resource issuesinduction programmes and staff appraisal schemes.
Interpret and implement currentemployment legislation and ensure that all practice policies and paperworkincluding contracts - comply with statutory requirements; make amendments asnecessary; promote good employment practice.
Undertakedetailed workload analysis for all staff, arbitrate on issues of workload,undertake skill mix review, and implement necessary change.
Manage practice discipline and grievanceprocedures for all staff; including salaried GPs/locums.
Investigate grievances/complaints fairlyand effectively, undertaking disciplinary procedures as required.
Arrange adequate cover fordoctors and staff sickness, holiday and training.
Organisation of staff training in linewith staff appraisals, Personal Development Plans and prioritised practiceneeds. Identify and facilitate appropriate internal and external training toensure continuing staff development suitable to their grade, evaluateeffectiveness of such training.
Revieweffectiveness of staff meetings; chair and co-ordinate the agendas ensureimplementation of action points; encourage multidisciplinary team meetings.
Finance:
Ensure systems are inplace to maximise targets.
Manage the claims process for workundertaken as part of enhanced national or local services.
Maximising practice profit by ensuringall income is received.
Maintain accurate record keeping ofpetty cash.
Manage purchase of supplies
Manage vaccine contracts and supervisepurchaser
Negotiate annual flu order
Ensure value for money for all practiceexpenditure
Information Management& Technology:
Establish systems for the flow ofinformation around the practice
Establish requirements for computersearches and reports
Review the consistency of all data entrye.g. READ codes etc.
Oversee all systems for data securityand protection; ensure compliance with current legislation NHSnet guidelines.
Lead process of project management fornew system or extension of existing; undertake feasibility study and makerecommendations; plan and execute implementation.
Lead on IT crisis prevention; assesseffectiveness of the system and the safety and security of data by having adisaster recovery plan in place to ensure system and data recovery with minimalloss of service.
Responsible for the overallmanagement of the premises
Manage the use of accommodation tooptimise services.
Organise maintenance schedules, planlong-term replacement of major items of equipment, undertake feasibilitystudies; recommend purchase or lease.
Plan and monitor premises maintenanceand cleaning services, liaising with contractors as necessary.
Arrange adequate security throughoutbuilding ensuring staff and patient Safety.
Liaise with Alarm Company tomaintain valid cover.
Ensure adequate insurance cover forbuilding, contents and public liability annually.
Devise and maintain systems for ensuringadequate stocks of stationary, clinical and other supplies, review on a regularbasis.
Initiate and/or manage equipment and/orpremises development projects; undertake feasibility studies; plan finances andtiming and implement introduction into the practice.
Co lead for the practice on overseeingproject management of extensions and rebuilding to include liaising with Architects,building contractors. Liaise with the Health Authority, ICB, and DistrictValuers when appropriate.
Health and Safety:
Lead on all aspects of Health andsafety.
Ensure practice complies with Health andSafety legislation through responsibility for the practice policy; disseminatepolicy to all users of the premises.
Lead on risk assessment. Identify potentialproblems/hazards and implement risk management assessment process. Monitor andreview effectiveness of changes as implemented.
Responsible for instigating and managingcritical event activity and review, advising on the risk management process andfacilitate appropriate staff training.
Patient& Community Services:
Monitor practice information; monitoreffectiveness and quality of practice information and image, market practiceservices.
Review and update the PracticeInformation leaflet / web-site, Practice publicity and health educationmaterial.
Maintainregistration policies and monitor patient turnover and capitation.
Undertake health needs analysis, plan review and implementclinics in response to identified local needs.
Keep up to date with local serviceprovision; represent the practice at external meetings; establish effectiverelationships with local healthcare consumer organisations.
Manage the practice based complaintsprocedure. Undertake preliminaryinvestigation record and report to Partners.Comply with Complaints Procedure Legislation accordingly.
Establish and maintain procedures tominimise complaints, treat as a quality issue monitor levels of patientsatisfaction, rather than a reaction to complaints.
Develop and maintain Care QualityCommissioning Plan
General:
Facilitate the development andimplementation of Procedures and Protocols to improve practice organisation andquality of service including the implementation of local and national healthstrategies, National Service Frameworks and clinical systems.
Prepare a Practice Business Plan, AnnualReport and practice aims and objectives as required by the Partners.
Develop and complete PersonalDevelopment Plan to ensure relevant skills are maintained and updated.
Attend meetings and any educationalevents as appropriate and represent the practice in developing partnershiprelations.
Establish effective workingrelationships with local Practice Managers.
Person Specification
Experience
- Experience of working in Primary Care in the NHS
- HR understanding and experience
- Good communication/interpersonal skills (verbal, non-verbal and written)
- Good organisation and time management skills
- Interpersonal skills
- Planning and organising
- Ability to work under pressure and meet deadlines
- Adaptability to change
- Self motivated
- Flexibility
- Confidentiality
- Knowledge and experience of a full range of general practice administrative procedures within a GP practice environment.
- Knowledge of how to manage financial transactions to ensure maximum return.
- Experience of managing staff day-to-day, conducting appraisals, recruitment and all other HR functions.
- Experience of on going professional development
Qualifications
- A good standard of education with excellent literacy and numeracy skills
- Educated to degree level or equivalent
- NHS or General Practice experience
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.
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