Practice Manager

NHS; Godstone; On-site; GBP 45,000 - 55,000; Full time

Job summary

A healthcare provider in Godstone seeks an experienced Practice Manager to lead the team and ensure high-quality patient care. Responsibilities include managing daily operations, overseeing a broad range of tasks, and driving compliance with NHS standards. Candidates should have degree-level education and strong leadership skills. The role offers opportunities for professional development and a supportive work environment with benefits including NHS pension scheme and annual leave.

Benefits

Membership of the NHS pension scheme

27 days annual leave plus bank holidays

Access to an Employee Assistance Programme

Opportunities for training and development

Qualifications

• Good standard of general education (English and Maths at GCSE or equivalent).
• Previous successful experience in a similar role.
• Knowledge of primary care and working practices within healthcare.

Responsibilities

• Provide overall leadership and management to the team.
• Implement efficient administrative processes.
• Ensure compliance with NHS contractual obligations.

Skills

Leadership

Organizational skills

Communication

Problem-solving

Education

Degree level education or equivalent

Tools

Microsoft Office

Job description

A rare and exciting opportunity has arisen atPond Tail Surgery in the picturesque village of Godstone for an experienced Managerto join the team. The Surgery has gone from strength to strength since DHC tookover the contract in January 2022. A high standard of patient care is our mainfocus, and this role offers an opportunity to make a real difference to thelocal population.

Main duties of the job

The key responsibilities of this role are to provideoverall leadership and management to the team, ensuring smooth daily running ofthe practice, including workflow, appointment systems, and patient access.

Other responsibilities include the developmentand implementation of efficient administrative processes and the management ofpremises, facilities, equipment, and IT systems. The post holder will workclosely with DHC management teams to implement HR, governance and financeprocedures.

About us

We are a vibrant and friendly team who are devoted to delivering a high standard of healthcare and customer service to our patients.

DHC GP Federation is a patient-focused and proactive community-based independent provider of NHS services with strong links to all the GPs working within our Federation of 7 Primary Care Networks, including 19 GP Practices across Surrey from Epsom and Dorking to Godstone.

DHC was awarded the contract to run Pond Tail, Godstone GP Practice from 1st January 2022 and has recruited additional administrative and clinical staff to increase the team of staff working within the Practice to re-establish the service after a period of considerable change. DHC has a strong commitment to delivering high-quality community-oriented services and to working in partnership with service users, carers, health and social care agencies and voluntary agencies.

The benefits we offer include:

• Membership of the NHS pension scheme
• 27 days annual leave plus bank holidays, increasing with length of service
• Access to an Employee Assistance Programme
• Opportunities for training, development, and career progression

Some of our sites have free on-site parking (subject to availability)

We aim to be an employer of choice and conduct annual staff satisfaction surveys

We encourage and promote diversity, ensure all voices are heard and included, and are committed to equal opportunities for all.

Job responsibilities

JOBSUMMARY

ThePractice Manager will play acrucial role in the development of the practice, line managing staff andmanaging services.

ThePractice Manager will work closely with the practices Clinical Lead GPs, DHCChief Executive Officer, DHC Director of Primary Care, DHC Medical Director andother DHC managers (finance, HR, governance).

PondTail Surgery has a well-established and enthusiastic team committed todeveloping the practice and providing first-class services for ourpatients. The Practice Manager will playa key role in leading the team through those developments, working closely withand supported by the DHC management team.

ThePractice Manager will efficiently manage the everyday running of the practice. Ensure all information is provided to enablefully informed decision-making. Ensure incomegeneration is maximised, the use of practice resources is optimised, and theadministrative systems for the practice operate effectively and efficiently.

DUTIESAND RESPONSIBILITIES OF THE POST

The following are the coreresponsibilities of the Practice Manager. There may be, on occasion, arequirement to carry out other tasks appropriate to the role.

Strategic Planning andDevelopment of the Practice

• Work closely with the DHC management team and Clinical Leadsto plan, develop and implement any changes necessary to meet new demands andchanges in the practice from internal and external sources
• Ensure the practice maintains compliance with its NHScontractual obligations
• Initiate and participate in new policies and standardoperating procedures to aid and improve practice organisation and provision ofservices to patients
• Manage the practice in line with the aims and objectivesagreed within the DHC Business Plan
• Prepare reports, business plans, and option appraisals
• Troubleshoot and prepare solutions
• Keep up to date with political, legal and financial changesand developments that may influence APMS income and, where relevant, facilitatechanges to implement new regulations
• Aid and assist with negotiation of ICB contracts
• Investigate and propose methods of increasing financialefficiency
• Update and implement practice development plan and carepathways in conjunction with the practice nursing team and GPs
• Overseeing the day-to-day operations of the practice,ensuring the clinical and non-clinical team achieve their primaryresponsibilities
• Work with the DHC HR Manager to manage recruitment,training, supervision, welfare, health & safety, disciplinary and grievanceprocedures and delegation of workloads for all members of employed practicestaff
• Evaluating,organising and overseeing the staff induction programme, including:
• Work with the DHC IT Manager and SCW I.T Support to ensure settingup accounts on SystmOne, Teamnet, Accurx, INR Star, ICE, NHS Email, Windows,Smartcard
• Liaising with DHC Director of Communications and Marketingto update website, social media and other forms of communication as required
• Complying with the DHC employment policies and ensuring practiceprocedures and policies are comprehensive and up to date
• Establishing, reviewing and regularly updating JobDescriptions and Person Specifications
• Maintaining and overseeing a high standard of clinicaltriage via the interactive website/NHS App
• Overall responsibility for developing, implementing andembedding an effective practice and staff development plan, including mandatorytraining programmes
• Management of the administrative staff and non-clinicalmanagement of nursing staff and GPs, including booking and liaising with locums
• Chairand minute daily staff huddles, promoting strong communication between clinicaland non-clinical teams
• Work with the HR Manager to undertake performancemanagement and disciplinary processes
• Overview of leave entitlement, manage annual leave requestsin line with business demands
• Oversee team rota to allow for adequate staff cover at alltimes, as well as maintain the flexibility required at short notice to coverfor illness
• Oversee staff absenteeism
• Promote good staff relations and motivation
• Maintain a high level of staff retention,ensuring regular well-being initiatives
• Organise practice and other meetings as necessary
• Oversee the completion and submission of quarterly NHS for LCS and Enhanced Services
• Maintenance of own standards of practice management,including attending regular training sessions and local meetings.

Quality Assurance and CQCCompliance

• Ensure compliance with CQC registration and work with DHCGovernance Manager to achieve at least a good or outstanding rating oninspection
• Carrying out risk assessments as appropriate to ensure CQCcompliance
• Promote quality achievement and performance within thepractice.
• Ensure compliance with national standards and legislation.
• Bring together staff of all levels to plan, formulate anddevelop quality procedures.
• Liaise with the practice team to ensure that good practiceis shared
• Attend quarterly PPG meetings and workwith the PPG Chair on patient-related initiatives

Information Governance (IG)

• Ensure that IG is regularly discussed in practice meetings
• Ensure DHC IG policies are implemented and followed

Practice administration

• Maintenance and development of efficient systems, includingpatient handling, staff and doctors rotas, ensuring appropriate cover,updating in-house policies and protocols
• Provide a manual of all procedures relating to workingpractices and ensure it is maintained, and changes are notified to staff
• Attend practice meetings and keep appropriate records
• Liaise with the ICB, NHSE, medical defence unions, LMC, PCNand other external stakeholders
• Coordinate initiatives with the Primary Care Network (PCN),such as the extended access service and others that may arise.
• Handle and record complaints accurately in accordance with DHC'scomplaints procedure

Health & Safety and RiskManagement

• Ensure compliance relating to health and safety andoccupational health issues
• Ensure DHC health & safety policies and procedures areimplemented and followed. Provideadequate training and ensure fire drills are held at appropriate intervals
• Ensure all accidents or dangerous incidents areinvestigated, recorded, reported and followed up when necessary
• Ensure staff, both attached and employed, are aware ofsecurity arrangements and that they are complied with
• Co-ordinate the reporting and audit of significant eventsand manage the implementation of remedial action where appropriate. Oversee clinical governance issues
• Take responsibility for the safeguarding of confidentialityand ensure compliance with the Data Protection Act and Caldicott guidelines inconjunction with the Caldicott Guardian.

Premises and Equipment

• Overall management responsibility for premises andequipment, including coordinating the procurement of practice equipment,supplies and services
• Ensure staff are trained to maintain safety, security andfire prevention
• Overall responsibility for ensuring premises are cleanedand maintained to maintain a high level of infection control
• Ensuring premises are maintained in a fit and safe standardand any remedial work is carried out in a timely fashion
• Liaising with third-party contractors

IM & T

• Work with DHC IT Manager to assist and advise in the purchase,development and management of IT systems in liaison with IT suppliers andliaising with approved suppliers for replacement, repair and servicing
• Ensure working knowledge of practice computer systems andensure compliance with GDPR
• Co-ordinate searches and reports, and advise on record-keepingsystem requirements. Ensure dataintegrity and monitor data entry quality
• Review and provide analysis of practice data. Assist in the assessment of practiceperformance
• Deal with enquiries and complaints from patients relatingto non-clinical matters effectively and efficiently to promote patientsatisfaction
• Actively encouraging and promoting the use of patientonline services/NHS App
• Work with the DHC management team to market the practiceappropriately
• Work with the DHC management team to support the patientparticipation group (PPG)
• Work with the DHC Finance Assistant and Finance Manager toensure practice finances are well managed
• Check invoices to the practice are correctly raised to beapproved and passed to the Finance Assistant
• Ensure the practice is maximising all available incomestreams, including performance against QOF, LCSs and other enhanced services
• Ensure the practice is working well with other PCNpractices to collectively achieve payments, including IIF and enhanced access
• Provide information on overtime and staff changes to theDHC Finance Manager for the monthly payroll to be completed

WORKSETTING AND REVIEW

Tobe sufficiently confident in skills and knowledge to manage own workloadefficiently and effectively on a daily basis. Be focused on solutions and a can-doproactive approach.

Attendregular meetings with the Chief Executive Officer and other DHC Directors toagree on priorities and overall approach.

CONFIDENTIALITY

Thepost holder must maintain the confidentiality and security of information aboutpatients, staff and DHC business in accordance with the Data Protection Act 2018,GDPR and Caldicott principles.

Thisjob description represents an outline of the responsibilities of the post andis not intended to be an exhaustive list of duties or tasks. It will change and develop in line withorganisational needs and may be amended following consultation with thepostholder.

Person Specification

Qualifications

• Good standard of general education (English and Maths at GCSE or equivalent level).
• Education to degree level or equivalent.

Experience

• Previous successful experience in a similar role.
• Employment in a similar industry/sector.

Knowledge

• Confident in the use of Microsoft Office (Excel, PowerPoint and Outlook).
• Commitment to Continuing Professional Development.
• Knowledge of primary care and working practices within healthcare

Skills and Aptitudes

• Able to work independently and be solutions-focused.
• Organised, working calmly and efficiently.
• Willing to be flexible and multi-task whilst not losing sight of priorities.
• Ability to work with a diverse group of people at all levels.
• Ability to implement change in a fast-paced environment.
• Ability to maintain confidentiality at all times.
• Ability to delegate effectively, recognising the strengths of individuals.
• Excellent verbal and written communication skills.
• Ability/willingness to commute to other DHC sites regularly to attend meetings, training courses, etc.
• Ability to understand finances and budgets.
• Ability to present at meetings, including at the board level.

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.