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Job description

OVERVIEW

This post provides an opportunity for a suitably qualified senior manager with the relevant skills to undertake a central role in this very well established and friendly medical practice.

If after reading this you have any questions that may influence your decision to apply, then do please contact Drs Shellock, Weeden or Campbell. Please note that previous NHS management experience is not a requirement.

To apply please send your CV and brief covering letter to Dr Alison Shellock. It is important that you provide a covering letter supporting your application. This letter should be a Word document of no more than two pages of A4. You should provide details of your experience, knowledge and skills in the following areas:

• Managing finances including managing budgets, financial planning and payroll
• Business planning and strategy
• Change Management, Project Management and Quality Improvement
• Knowledge and application of IT systems
• Health and safety and risk management
• NHS experience (if relevant)
• HR and recruitment
• Any other experience relevant to this job

Your application for this post must arrive by 9am on Mon 27 Feb 2023. We reserve the right to close this vacancy early if we receive sufficient applications for the role.

Interviews will take place on Saturday 4 March. The interview panel will likely consist of the partners and an external specialist. You will be welcome and it is recommended that you visit and have a look around the surgery if you are short-listed for interview.

You will be informed by email whether or not you have been short listed to attend for interview. We regret we do not provide feedback for applicants who have not been short listed.

PRACTICE PROFILE

The location

ISCA Medical Practice is a city centre GP Surgery located at 37A and 38 Polsloe Road, Exeter, EX1 2DW. There are two buildings on one site following the merger of two practices around fifteen years ago. There has been a GP surgery on this site for around one hundred years.

The practice offers patient services within the boundary that is the City of Exeter and also to those who work in the city but live outside of its boundary.

The practice takes its name from the Roman province of Britannia, Isca, which is known in its present day as Exeter, recognised as a Roman fortress with 70% of the city walls still marking its perimeter.

Falling within the boundary of NEW Devon Integrated Care Board (ICB) the Practice is registered with the Care Quality Commission (CQC). Inspected in 2016, the report issued in August 2016 graded the Practice as ‘Good’, with an area of Outstanding care. The link to the CQC report can be found on the practice website. Recent monitoring visits have also been satisfactory.

Surrounding the practice is a range of housing, schools, shops, sporting facilities and other public amenities nearby.

ISCA Medical Centre and its philosophy

This 3 partner and 2 salaried, PMS (Personal Medical Services) training and teaching practice has a current list size of around 5500 patients with the capacity for further growth and development. The practice is part of Nexus Primary Care Network (PCN), which is a very established PCN with several supporting roles including pharmacists, pharmacy technicians, dietician, occupational therapists, paramedic, wellbeing coaches and mental health support workers.

The practice is committed to high quality care, with consistently high Quality and Outcomes Framework (QOF) achievement. It continues to aspire to meet the challenges and targets of the NHS and National Standards requirements.

ISCA Medical Practice is a teaching and training practice for students and has an excellent reputation for the level of teaching it provides. The practice offers training for undergraduate and postgraduate training. There are students from Years 1 to 5 from Exeter Medical School and two of the partners are GMC approved trainers.

The Practice has a clear vision to deliver high quality care, with core values which were developed by the whole health care team. The practice has a very good reputation for patient care and accessibility and is proud of the Outstanding aspects from the CQC in the area of Working age people (including those recently retired and students).

There is an active Patient Participation Group (PPG) which is chaired by a local councillor.

The patient population has a range of socioeconomic groups, predominantly elderly, and families, with a percentage being Exeter University students. It is considered low deprivation.

There is a strong team ethos within the practice and it is very important to the partners that this is maintained and developed. The practice is a very comfortable, appealing place to work, with a good team of friendly staff. There is a relaxed atmosphere at the surgery and the environment is very pleasant. The practice believes in investing in development and training and considers itself to be forward thinking. The doctors are happy to embrace change.

Whilst being clinically driven, the practice also performs well financially and presents as a strongly democratic, happy and balanced team with good communication between the clinical team, partners and administration teams. The practice is an equal opportunities employer.

Due to personal circumstances the current Practice Manager is leaving the practice. There is now a need for a new Practice Manager to facilitate the smooth running of this patient centred practice and to help develop, innovate and lead the practice forward, building on the relationships that already exist between doctors, staff and patients.

The successful candidate will take up the post as soon as possible. There may be a possibility for a short period of handover from the current Practice Manager which will be supported by an experienced interim manager and management consultant.

The Doctors

There are three partners and two salaried GPs:-

Partners

Dr Alison Shellock is the Senior Partner, she has an interest in all aspects of General Practice and a special interest in diabetes and gynaecology. Dr Shellock is the lead for prescribing, diabetes and staffing issues. She is also a trainer.

Dr Chris Campbell is the education, child protection and CQC lead. He is the Medical Lead for Devon Out Of Hours/111 and is Head of Bachelor of Medicine, Bachelor of Surgery Admissions for Exeter Medical School.

Dr Claire Weeden has an interest in all aspects of General Practice and a special interest in respiratory medicine, elderly care and gynaecology. Dr Weeden is the lead for Adult Safeguarding.

Salaried GPs

Dr Anne Davidson has an interest in all aspects of General Practice and special interest in gynaecology, child health and dermatology. She fits coils and contraceptive implants.

Dr Nigel De Sousa is an experienced all round General Practitioner who has an interest in minor surgery and continuity of care.

Services provided

The practice offers the following services in addition to surgeries and home visits:-

• Chronic Disease and Hypertension Management
• Diabetic, Asthma & COPD clinics
• Mental Wellbeing
• Phlebotomy
• Contraception (including coil & implant fitting)
• Cervical screening
• Family Planning
• NHS health checks
• Depression & anxiety treatment
• Smoking cessation
• Travel services
• Child development & Immunisation
• Minor surgery & Cryotherapy
• Non-NHS services
• Weight management
• Implanon and Intra-Uterine device fittings and removals
• Palliative care

Staff

The practice has a team of health care professionals and administration support who are all practice employed.

Practice staff

1 Practice Manager

1 Office Manager

1 Administration Manager

8 administrative/receptionist staff

Clinical staff

3 Practice Nurses

1 HCA/phlebotomist

Premises

ISCA Medical Practice has two buildings sited at 37A & 38 Polsloe Road, one of which is owned by the Partners and one of which is rented by the Practice.

Computing and IT

The practice is paper-light and uses the SystmOne clinical computer system and also IRIS payroll and accounts software packages.

ISCA Medical practice is proud of its IT innovation and embraces E-Consultations. A very large number of its patients are signed up to on-line services. The Practice also has WiFi installed throughout.

The Practice will continue to look for management input and support to enable the practice to grow and progress further and develop improved systems and processes within the area of IT.

An outline profile of the post

The successful candidate will need to demonstrate robust leadership and communication skills, be well organised, highly motivated and financially astute. There is a requirement to manage and take responsibility for all business aspects of the practice. In addition the candidate must have the ability to provide strategic guidance and planning to the partners.

The Practice Manager is a key member of the team and will be expected to demonstrate leadership qualities, achieving goals and targets using a combination of personal involvement, motivation of other staff and delegation when appropriate including overseeing staff appraisal.

The Partners also require the successful candidate to be proactive and plan for the future, maximising the practice’s potential in relation to business, finance and premises, whilst maintaining patient care. The candidate needs to ensure the partners are kept fully informed of local and national proposals and initiatives, presented clearly and concisely to enable them to make informed decisions.

There is an administration team which includes an Office Manager. The successful candidate will need to provide support in a variety of areas depending on their areas of expertise.

An understanding of current NHS initiatives will be helpful, however the NHS is changing substantially and rapidly and the introduction of new ideas and methods from outside the NHS presents an attractive proposition to the partnership. In addition to adapting the practice to meet the demands of providing high quality patient care, the manager will need to ensure that the practice is financially efficient and compliant with all aspects of health and safety, employment legislation and CQC (Care Quality Commission) registration/compliance.

The opportunity for further personal development will be given in order to develop skills in line with practice needs.

References will be requested along with an enhanced DBS check. The successful candidate will take up the post as soon as possible.

Key requirements for the role are:

• Commitment to supporting the delivery of excellent patient care with vision, willingness and drive
• Demonstrate excellent organisational and effective communication skills
• Ability to manage change through motivation and leadership
• Robust finance and business skills to maintain and improve the profitability of the business
• Strategic thinker and planner
• Ability to deliver against key targets
• Knowledge and skills of HR and the ability to act sensitively and effectively
• Ensure compliance with CQC requirements and assessments
• Manage the portfolio of projects and individual projects arising therefrom
• Lead and chair practice meetings as appropriate
• Develop and co-ordinate systems to improve the efficiency and effectiveness of the practice
• Capable of handling and diffusing complaints
• Ability to self-motivate, prioritise, organise and/or delegate workload
• Good IT knowledge and experience
• Ensure practice policy and standards of compliance
• Ability to present the practice to external groups
• Ability to identify, develop and deliver initiatives
• The ability to enjoy diversity and sometimes – the unexpected

Key responsibilities

Finance

• Responsible for the finances of the practice
• Develop and control practice budgets and financial systems
• Prepare financial budgets and cash-flow forecasts
• Ensure the organisational requirements of the practice contracts with NHSE are fully met and complied with
• Support the Partners to develop and implement processes to achieve clinical targets of QOF and enhanced services
• Liaise with accountant, bank and business insurance companies as appropriate or as directed by the Partners
• Oversee the administration of the NHS Pension and Stakeholder Pension Schemes
• Negotiate with drug companies and all suppliers the best discounts available
• Liaise with the ICB and payment agencies regarding queries with payments relating to the contract, e.g. enhanced services.
• Directly contribute to profit improvement by exploring areas for increasing income and reducing costs
• Analyse data as appropriate and contribute to planning and organisation both at practice and ICB level
• Manage Partners’ drawings in consultation with the accountant
• Manage and maintain the property owned by the Partners
• Manage overhead recovery income from property owned by the Partners

Strategic Planning

• Keep abreast of current affairs and identify potential opportunities and threats
• Assess and evaluate accommodation requirements and manage development and expansion opportunities
• Annually update the Practice Development Plan, oversee the implementation of the aims and objectives
• Assist the practice in the wider community and assist with forging links with other local practices and relevant agencies and in particular working collaboratively in our PCN, Nexus
• Formulate objectives and research and develop ideas for future practice development
• To make recommendations to the partners for practice development with regard to potential sources of income

Human Resources

• Overall responsibility for recruitment and selection of staff working, including contracts of employment and job descriptions
• Ensure Employment Law compliance for the disciplinary and dismissal process and after discussion with the partners take any legal advice necessary
• Be aware of current employment legislation
• To develop and maintain good employee/employer relationships
• To ensure that members of the existing staff team are aware of any changes that occur in the practice
• To maintain good communication at all times with the practice team
• To oversee rotas which allow good staff cover at all times as well as giving the flexibility required at short notice to cover for illness, etc.
• To implement pay rises/scales and increments at the appropriate time
• Responsibility for appropriate paperwork for doctors/staff DBS (Disclosure and Barring Service) checks
• To meet with community staff as and when necessary and arrange/attend regular meetings with partners and community staff to discuss all issues around patient care
• To ensure that suitable facilities are available to enable all staff to work within the practice
• Be responsible for the health and safety policy and its implementation
• Facilitate the development of a multi-disciplinary effective primary health care team

IT

• Act as the Practice Caldicott Guardian
• Ensure the update of appropriate information governance systems
• Ensure all Practice IT and telephone systems are functioning effectively
• Ensure the Data Security and Protection toolkit requirements are met
• Maintain GDPR regulations

Patient Services

• 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 manage effective appointment systems
• Routinely monitor and assess Practice performance against patient access and demand targets
• Manage the complaints management system
• Manage the significant events system
• Liaise with patient groups

Premises and Equipment

• Represent the Practice to negotiate leasing contracts and their renewals
• Liaise with NHSE in notional rent review (every 3 years)

CQC

• Oversee and maintain compliance with CQC regulations

Communication

• Ensure compliance with the latest NHS recommendations
• Understand the practice communication systems
• Build/maintain good working relationships with NHSE, ICB, hospitals, community agencies, LMC (Local Medical Committee), other GP practices, pharmacists, voluntary and private organisations, including the University of Exeter.
• Represent the practice at meetings and seminars
• Represent the practice and its interests within the PCN
• Assist and support the partners corporately and at individual level to fulfil the requirements of revalidation
• Present a professional image and always promote the practice
• Share skills and expertise with others

Miscellaneous

• Other duties which may be decided upon by the partners from time to time.

Practice Manager - Person Specification

Necessary

Desirable

Academic/

Vocational Qualifications

• Evidence of a sound education
• Evidence of a commitment to continuing professional development
• Degree level certification
• Relevant management or finance qualification

Experience

• Experience and success of communicating with and managing people
• Experience of working in teams; able to promote teamwork and employee satisfaction
• Working in a computer environment
• Financial management experience including understanding of spread sheets
• Experience as a business manager, with knowledge of employment law and small business accounts
• Management experience in the NHS or in practice management
• Experience of strategic business planning
• Experience of working with regulatory bodies and preparing for inspections

Skills

• A “solutions focused” approach to problem solving
• Intelligent with a fast learning ability
• Effective communication (oral and written) and excellent inter-personal skills
• Approachable with the ability to listen and empathise
• Delegation and empowerment of staff
• Appropriate IT skills
• Leadership skills, including excellent people management skills
• Good time management
• Computer literate
• Customer service and complaints resolution
• Negotiating and managing conflict
• Able to manage change and cope with pressure
• Networking and facilitation
• Motivational
• Project management
• Change management

Qualities

• Personable and approachable
• Self-motivated and confident – able to work with minimal direction
• Adaptable and innovative
• Enthusiasm, with energy and drive
• Gains respect by example, fairness. Integrity & leadership
• Trustworthy, honest, reliable, caring and sympathetic
• Proactive strategic thinking with a clear vision
• Confidential and conscientious
• Hard working, reliable and resourceful
• Willing to work flexible hours as necessary
• Considered, steady approach
• Diplomacy
• Good sense of humour

Other

• Non-smoking environment
• Sufficient English language fluency as required under the Immigration Act 2016
• The ability & willingness to travel to meetings & courses

The principal contract terms

• An annual salary of £35,000 - £45,000, pro-rata based on a 37.5 hour week (depending upon experience).
• The post is a minimum of 25 hours per week. The post-holder is required to attend occasional ad hoc evening meetings.
• Annual Leave entitlement will be 30 days per annum plus all statutory bank holidays pro rata.
• Access to the NHS Pension Scheme.
• There will be a mutual assessment period of six months with quarterly reviews. During this probationary period notice will be two weeks.
• Period of notice will be twelve weeks upon successful completion of the assessment period.

Job Types: Full-time, Part-time, Permanent
Part-time hours: 25 - 37.5 per week

Salary: £35,000.00-£45,000.00 per year

Benefits:

• Company pension
• Free parking
• On-site parking

Schedule:

• Day shift
• Monday to Friday
• No weekends

Ability to commute/relocate:

• EXETER: reliably commute or plan to relocate before starting work (required)

Experience:

• Medical Practice Management: 1 year (preferred)
• Dental Practice Management: 1 year (preferred)

Work Location: One location

Application deadline: 27/02/2023