Practice Manager - Bampton, United Kingdom - Bampton Medical Practice

    Bampton Medical Practice
    Bampton Medical Practice Bampton, United Kingdom

    2 weeks ago

    Default job background
    Permanent
    Description

    Job summary

    We arelooking for someone who is committed to maintaining the standards of care whichour patients have come to expect. You should have excellent communicationskills, financial acumen, experience of working in an information technologyintensive environment and an understanding of the dynamics and efficienciesrequired to make a small business successful. You will enjoy managing everyaspect of a complex small business with the support of the Assistant Practice Manager and Patient Services Supervisor.

    Main duties of the job

    You willplay a key role in ensuring that the practice maintains the standards expectedby the Care Quality Commission in a primary care setting. You will thereforeneed detailed knowledge of thefundamental standards of care, encompassing clinical governance, informationgovernance, health and safety, human resources management and safeguarding. Youwill be responsible for the financial control of the organisation, maximisingincome, controlling costs, maintaining the accounting records and overseeingthe payroll.

    You willplay a key role in engaging with the wider health community, including ourIntegrated Care Board and local Primary CareNetwork. By networking with other practice managers and through your ownresearch, you will help ensure that the practice keeps up to date with thelatest changes occurring on a local and national level. The practice managerchairs our Patient Participation Group and manages patient feedback.

    You willhave the ability to think strategically and assist in future planning to helpmaintain our delivery of patient centred care in the face of an evolvinghealthcare sector.

    About us

    You will work alongside a dedicated and loyal team comprising of:

    2 GP partners, 4 salaried GPs, 4 nurses, 1 Nurse Associate, 2 HCA's

    The admin team includes of a Patient Services Supervisor, 9 Receptionists, a secretary and a clinical coder. You will also have the support of a highly experienced Assistant Practice Manager.

    Job description

    Job responsibilities

    Organisation, Facilities and Planning

    To ensure the efficient and safe operation of the Practice the manager will:

  • Convene and support meetings, preparing agenda and papers, circulating materials and tracking actions as appropriate
  • Develop and update practice policies, protocols and standard operating procedures ensuring that these are kept in line with current legislation and best practice.
  • Keep abreast of local and national current affairs
  • Contribute to partners meetings, formulating objectives and researching potential options for future practice development
  • Monitor and evaluate performance of the practice team against objectives, identifying opportunity and managing change
  • Liaise with BOBS ICS, Rural West Primary Care Network, Primary Care Support England (PCSE), South West & Central Commissioning Support Unit (SCWCSU) and any other outside agencies to ensure accurate, appropriate and equitable allocation of resources
  • Arrange general insurance and locum insurance cover
  • Ensure that the Practice has adequate disaster recovery procedures in place
  • Ensure that practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place
  • Manage the procurement, checking and maintenance of practice equipment, supplies, systems and services
  • Manage the practice phone system

    • Information management and technology (IMT)

  • Keep abreast of the latest developments in primary care IMT, overseeing the implementation of new systems
  • Motivate, support and monitor staff in the use of IMT systems, organising any relevant training
  • Ensure that workflow is managed efficiently and effectively
  • Monitor standards for data entry and data collection
  • Ensure that the practice has effective IMT data security, back-up, maintenance and disaster recovery plans
  • Liaise with the ICB regarding systems procurement, IT funding and national IT development programmes.
  • Maintain/Manage the practice website

    • Information Governance

  • Act as the practices Data Protection Officer
  • Ensure the fulfilment of the partnerships responsibilities under GDPR as Data Controller
  • Implement the requirements of new legislation and regulations
  • Oversee the completion of the Data Security and Protection Toolkit

    • Finance - Direct Management

  • Manage practice finances, maximising income and controlling costs
  • Supervise preparation of the monthly staff payroll
  • Calculate the partners drawings
  • Monitor performance against targets for the Quality & Outcomes Framework (QOF), Enhanced Services and various incentive schemes
  • Manage the practice current and loan accounts, liaising with the practices bankers
  • Maintain the practices system of internal financial controls
  • Submission of claims via CQRS and NHSBSA
  • Understand and report on the financial implications of any contract and legislation changes
  • Manage practice accounting records; submit year-end records promptly and liaise with the practice accountant
  • Monitor cash-flow regularly; preparing monthly forecasts

    • Finance - Oversight

    The Assistant Practice Manager has responsibility for the day-to-day delivery of the Practice financial systems listed below. The Practice Manager has oversight of these and (s)he is required to have a good working knowledge of QuickBooks online, and internet banking to ensure effective supervision and to assist during staff absences. (Monthly bank reconciliations are routinely carried out by the Practice Manager.)

  • Accounts payable and receivable
  • Payroll administration and PAYE for practice staff and record keeping
  • Contributions to the practice pension scheme(s) and recordkeeping
  • Maintaining appropriate systems for handling and recording of cash and cheques and petty cash.

    • Health & Safety

  • Act as the Responsible Person for day-to-day health and safety
  • Ensure compliance with all relevant legislation and regulations
  • Oversee the preparation of risk assessments and implementation of relevant mitigations
  • Undertake the role of Fire Marshall, implementing procedures required by statute
  • Identify and manage staff training needs

    • Human resources

  • The Practice Manager leads all the HR activity for the Practice. (S)he has overall responsibility for all non-clinical staff and direct line management of the Assistant Practice Manager, Patient Services Supervisor, Practice Secretary and Clinical Administrator. (S)he will:
  • Oversee the recruitment and retention of all non-clinical staff and provide a general personnel management service
  • Arranging GP locum cover
  • Ensuring compliance with NHS Pre-employment Check Standards
  • Manage the administrative and HR needs for employed clinical staff; advising and supporting the clinical lead
  • Monitor skill-mix and deployment of staff
  • Manage staffing levels within target budgets
  • Evaluate, organize and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role
  • Carry out effective staff appraisal and maintain monitoring systems
  • Support and mentor staff, both as individuals and as team members
  • Implement effective systems for the resolution of disputes and grievances
  • Identify and implement relevant changes in employment legislation
  • Maintain up-to-date HR documentation and datasets (including job descriptions, employment contracts and employment policies)

    • Patient services - Direct Management

  • Adopt a strategic approach to the development and management of patient services
  • Ensure service development and delivery is in accordance with local and national guidelines
  • Overseeing the maintenance of all forms of patient communication
  • Effectiveness and development of repeat prescribing systems
  • Accuracy and effectiveness of appointments systems and surgery timetables, duty rosters and holiday cover
  • Ensure that the practice complies with NHS contractual obligations in relation to patient care
  • Maintain registration policies and monitor patient turnover and capitation
  • Develop and implement an effective complaints management system and track and record significant events
  • Maintain and meet with the practices Patient Participation Group (PPG)

    • Safeguarding

  • Monitoring compliance with staff training requirements
  • Assisting the practices Safeguarding Lead with the formulation and review of practice safeguarding policies
    • Person Specification

    Qualifications

    Essential

  • GCSE grade A to C in English and Maths

    • Experience

    Essential

  • At least 3 years experience in business management with transferable skills in finance management, HR and facilities.

    • Desirable

  • Experienced Practice Manager or Assistant Practice Manager