PRACTICE MANAGER in Coventry

Join our friendly and supportive practice team. This is an exciting opportunity for a motivated and approachable leader who enjoys working closely with clinical and administrative teams to ensure the smooth running and continued development of the practice. Our current Practice Manager is planning to retire, and we are hoping to provide a supportive transition period with several months of overlap to ensure a thorough handover and smooth introduction into the role. This will give the successful candidate the opportunity to gain a strong understanding of the practice, build relationships with the team, and feel fully supported as they settle in.

Main Duties and Responsibilities

• Overseeing the smooth daily running of the practice
• Leading, supporting, and motivating the administrative and care navigator teams
• Managing HR processes including recruitment, induction, staff wellbeing, training, and appraisals
• Ensuring excellent patient service and maintaining a positive patient experience
• Managing practice finances, budgets, payroll liaison, and reporting
• Supporting achievement of contractual, CQC, and NHS requirements
• Developing and maintaining practice policies and procedures
• Managing health and safety, information governance, and compliance processes
• Supporting quality improvement projects and practice development
• Coordinating meetings, staff communications, and organisational planning
• Working collaboratively with external organisations including the PCN, ICB, and community services
• Supporting digital innovation and efficient use of clinical systems

About us

We are a welcoming, patient-focused GP practice looking for an enthusiastic and experienced Practice Manager to lead our dedicated team. We pride ourselves on creating a positive, supportive, and respectful working environment where staff wellbeing matters just as much as excellent patient care. Our practice is built on teamwork, kindness, and open communication. We believe happy staff create the best experience for patients, and we actively encourage collaboration, professional development, and a healthy work-life balance.

What We Offer

• A genuinely supportive and friendly team environment
• Open and approachable GP partners and leadership team
• Opportunities for professional development and training
• Flexible and collaborative working culture
• Competitive salary based on experience
• Generous annual leave entitlement
• The opportunity to make a real difference within the local community

Job responsibilities

• Liaison with partners and external agencies
• Work closely with the partners on strategic and business development
• Management of staff
• Administration of practice finances
• Practice organisation
• Supervision of IT systems
• Health and Safety/Risk Management
• Management of Premises
• Lead for Information Governance
• Oversee submissions for QOF
• Oversee work required for CQC Registration/compliance
• Non-clinical patient welfare
• Plus any other delegated duties considered appropriate to the post.

Specific Tasks

• Organise and chair practice meetings, complying with good practice in their organisation and arrangement
• Represent the practice at appropriate external meetings, seminars, etc.
• Establish and maintain a patient participation group in conjunction with the Chair of the PPG Group
• Ensure excellent relationships are maintained with key external stakeholders
• Keep abreast of all developments affecting primary care and advise the partners in relation to opportunities and implications for service provision.
• Submit bids for funding available to the practice, identifying equipment/services suitable for the appropriate funding.

Management of Staff

• Provide the full range of Personnel management services; selection, supervision, training, welfare, health and safety, discipline and grievance procedures etc and delegation of workloads for all members of the practice staff.
• Provision of contracts, job descriptions and all necessary documentation, systems and procedures to promote good staff relations, motivation, disciplinary and grievance provisions and performance appraisal.
• Advise on all aspects of employment legislation attending updates as and when appropriate.
• Liaise closely with members of the Primary Care Health Team.

Administration of practice finances

• Control of staff salaries forwarding overtime to the Accountant in a timely manner.
• Administration and reconciliation of practice income and expenditure.
• Preparation and maintenance of books and accounts.
• Control of accounts sent and invoices received.
• Control and recording of petty cash.
• Ensure submission of claims for minor surgery, flu vaccination etc. and check receipt of payments
• Liaise with the Accountant, Bank Manager and NHS Departments

Practice Organisation

• Plan, co-ordinate and monitor staff activities to ensure efficient service to patients and support to doctors.
• Plan, co-ordinate and provide rotas, monitor effectiveness of rotas and ensure adequate cover for absence for all members of the practice team.
• Supervise IT systems within the practice, ensuring security of the system.
• Initiate and participate in new policies and procedures to aid and improve practice organisation and provision of services to patients.
• Provide, collect and collate statistics, prepare reports as required.
• Plan, control and supervise ordering of stationery supplies, equipment, medical supplies, furniture and fittings etc.
• Provide assistance to doctors in non-medical procedures as and when required.
• Produce and maintain an Asset Register of equipment, hardware and software.

Supervision of IT Systems

• Ensure that staff are trained appropriately prior to using the clinical system.
• Liaise with IT or EMIS whenever problems occur and ensure that faults are resolved as a matter of urgency.
• Organise training when new software is installed or where update training is offered by the supplier.

Health and Safety/Risk Management

• Ensure compliance with legislation relating to Health and Safety.
• Develop, institute and organise health and safety policies and procedures.
• Provide direct training on health and safety procedures for all members of the Practice Team ensure training available via e-learning (Blue Stream)
• Ensure premises and staff insurance are maintained.
• Undertake regular risk assessments, undertaking any actions if appropriate.
• Ensure all accidents or dangerous incidents are investigated, recorded, reported where necessary and any follow up actions undertaken.

Management of Premises

• Ensure adequate cleaning, maintenance, safety, fire prevention and general security of the premises, liaising with outside departments as and when appropriate.
• Arrange repairs or replacement if necessary to maintain good order of premises and fixtures.

Information Governance

• Act as the lead for information governance ensuring that all members of the Practice Team are aware of information governance and their responsibilities.
• Work closely with the Caldicott Guardian ensuring confidentiality and data protection requirements adhered to at all times.
• Undertaking regular updates with all members of the team.
• Oversee and undertake any incident reporting relating to information governance.
• Ensuring that appropriate actions undertaken.

Oversee submissions for QOF/QOFQP

• Ensure that the relevant submissions required for QOF and QOFQP are completed by the required deadlines.
• Work with the partners to ensure that work for each of the pathways identified is completed/analysed appropriately.

Oversee work required for CQC Registration/Compliance

• Work with all members of the team in producing policies and procedures required for CQC registration.
• Ensure that the registration is submitted within required timescale and continue to monitor compliance.

Non-clinical patient welfare

• Together with the partnership, plan, develop and implement systems and procedures to ensure adequate provision of services to patients.
• Deal with all enquiries and complaints from patients relating to non-clinical matters effectively and efficiently to promote patient satisfaction.
• Initiate and participate in development of effective liaison with outside contacts ie PCT, Social Services and all other relevant committees and organisations related to the provision of patient services.

Other

• Prepare and issue to GP Registrars appropriate information on introduction to the Practice.
• Together with the partnership, plan develop and implement any changes necessary to meet new demands on the practice from internal or external sources.
• Manage the Practice in line with the aims and objectives agreed with the partners and approved by them.

Special Requirements of the Post

The ability to work under pressure and plan strategically whilst coping with day-to-day problems.

Person Specification

Qualifications

• Good standard of education including English and Maths - Grade A to C in English and Maths.
• Evidence of continuous professional development.
• HR or finance related training.

Experience

• Experience in a management or supervisory role
• Experience managing and leading teams.
• Experience handling HR matters, including recruitment, appraisals and staff support.
• Experience managing workload priorities and day-to-day operations.
• Previous experience as a GP Practice Manager
• Experience within NHS Primary Care
• Experience working with a PCN
• Experience with project or service improvement work.

Personal Qualities

• Friendly, approachable and supportive manner.
• Positive attitude with a calm and professional approach.
• Reliable, adaptable and proactive.
• Committed to high-quality patient care and staff wellbeing.
• Able to maintain confidentiality and professionalism at all times.

Knowledge and skills

• Understanding of confidentiality and data protection.
• Understanding of staff wellbeing and patient-centred care.
• Good understanding of office and administrative systems.
• Excellent communication and interpersonal skills.
• Strong organisational and problem-solving skills.
• Ability to motivate and support a team.
• Competent IT skills including Microsoft Office.
• Ability to work independently and under pressure.
• Knowledge of CQC standards and compliance.
• Understanding of NHS contracts and primary care finance.
• Knowledge of EMIS Web
• Advanced financial and budgeting skills
• Experience producing reports and analysing performance data.