practice manager Gateshead, England
Job description
Job Summary The Practice Manager (PM) has responsibility for the overall management of services in the practice. This includes responding to change, maintaining relevant reporting systems, liaising with partners and developing the business. The post-holder works collaboratively with the partners and Primary Care Network to meet the needs of patients and to deliver the practice priorities. Key Responsibilities Ensures effective running of operational work and including adequate staff cover for operational functions.
The post-holder liaises with the partners to develop and maintain efficient and effective administrative and reception services to patients, partners, other clinical colleagues and all staff. Key responsibilities include: Manage staff who have operational responsibilities in administration and reception Manage human resource activities for staff Maintaining financial governance and budgetary processes Maintain smooth running of the practice systems and processes Encourage a culture of continuous quality improvement Assistance with implementation of new office procedures Human Resources/Managing Staff Contribute to creating a work environment Recruit personnel Promote a culture of continuous improvement Promote change management to ensure positive morale Maintain channels of communication between all members of the team Oversee staff rotas Ensure adherence to current employment law Maintain up to date HR documentation, Manage salaries, pensions and staff budget monitoring Ensure adherence to all procedures and protocols, including confidentiality and GDPR Oversee the in-house appraisal system Arrange and undertake training in accordance with both individual and organisational training needs Ensure partners are kept up to date with any issues around human resources Finance Provide strategic planning including provision of annual budgets and business plan Manage practice budgets to ensure they remain within the limits set by the annual business plan Monitor cash flow and provide monthly reports to the partners in business meetings Maintain thorough familiarity with the relevant GMS/QOF/LES/DES/PEP/PCN regulations and requirements and ensure that the implications of all amendments are understood and implemented by practice members Manage practice accounts to ensure probity in all financial matters Ensure submission of any claims/audits to meet various deadlines and keep such records as to be able to check payments/authorization Ensure that all income is claimed/invoiced, received and banked Ensure year-end figures submitted to the practice accountant Manage and reconcile bank accounts, income and expenditure statements, purchase/sales ledger transactions Manage and monitor PAYE for practice staff and maintain appropriate records Manage contributions to the practice pension scheme and maintain appropriate records Calculate and submit returns and payments to HMRC at required intervals Oversee the payment of invoices for goods and services Manage appropriate systems for handling and recording of cash, cheques and petty cash Ensure bookkeeping is kept up to date Administration Organise the provision of office, reception and secretarial services as required Manage/oversee all rotas, including holidays, sickness, family leave, training and ensure absences are covered and recorded as necessary Monitor activities of staff team Develop practice protocols and procedures, review and update as required and ensure that partners and staff are aware Ensure that the practice complies with NHS contractual obligations in relation to patient care Routinely monitor and assess practice performance against patient access and demand management targets Deal with all direct complaints from patients received via the practice or by other means, following laid down complaints procedure Ensure adequate insurance cover for contents, computer equipment and buildings are in place. Maintain an inventory of practice possessions for insurance purposes Ensure compliance with legislation relating to health and safety, fire safety, infection control, access for those with disability, GDPR etc and ensure that a fire drill is held at predetermined intervals Investigate all reported accidents and work-related illnesses are dealt with in accordance with health and safety regulations and guidelines (investigate, record, report and follow up) Ensure that the partners, staff and other visiting personnel are aware of security, health and safety arrangements and review these arrangements at regular intervals to ensure that they are being complied with Ensure that the practice has an adequate disaster recovery procedure in place Prepare annual reports, development proposals, business plans and other reports as necessary Collect practice statistics according to requirements Undertake audits Information Management & Technology Overview and ensure leadership for IT in the practice and support staff with IT problems Monitor usage of practice systems (computers, telephones, alarms, etc.) and review usage Liaise with computer suppliers and user groups Change working practices to ensure best use of technological aids Develop and manage practice website, social media sites and practice folders Ensure compliance with information governance requirements including GDPR, national, NHS and practice data protection guidelines Facilities Management Ensure building facilities are maintained to satisfactory standards e.g. heating, lighting, security and cleanliness.
Undertake regular inspections to ensure that the premises and their grounds are maintained in accordance with agreed standards of repair and cleanliness Ensure provision for future maintenance of premises (repair/ heating/ lighting/ security) Obtain estimates for repairs, replacements and redecoration and submit for consideration as necessary Liaison Liaise with relevant authorities e.g. ICB/PCN or equivalent organisations Liaise as appropriate with other health care providers Produce and update patient information documentation Liaise with accountants, bank, landlord, tenants etc as necessary Practice Development Monitor national, regional and local developments, both NHS and general, which might impact on the practice and ensure that the partners are advised of these Produce proposals, with budgets, funding sources and time scales for appropriate developmental projects to ensure practices optimal functioning Manage all such projects and ensure that the partners are kept informed of any required changes or problems Research and develop possible further business opportunities as agreed by the partnership Health & Safety Working with the practice team to ensure that staff are: 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 Reporting potential risks identified Equality & Diversity The post-holder will support the equality, diversity and rights of patients, carers and colleagues
