Streatfield Health Centre
1 Streatfield Road
Harrow
HA3 9BP
APPLICATION FOR POST OF PRACTICE MANAGER
– Pack contents 11 pages including this header
Appointment of Practice Manager
An outline of the Practice
The Person we are seeking
The Principle Contract Terms
Job Description (3 Pages)
Person Specification
Application Form (2 pages)
Streatfield Health Centre
1 Streatfield Road
Harrow
HA3 9BP
8th January 2016
Our Practice Manager is retiring in May 2016 and we are looking for a suitable person to replace him. It is hoped to have a hand over period of about6 to 8 weeks. This is a full time, permanent job with salary according to experience.
We are a friendly three partner GP Health Centre with a list size of 8000 situated in a residential area, close to public transport.
The applicant we are looking for must be practical, enthusiastic, innovative and well organised with good HR, IT and financial skills.The Practice Manager is expected to take overall responsibility for the smooth running of the Practice.
A job description and person spec together with an application form is attached. Please complete the application form and email to .
All completed applications to be made directly to the practice by the closing date of Monday 15thFebruary 2016 at 8AM Interviews will be conducted in the evenings in the week beginning 22ndFebruary, please advise if there are days or times that you are not available.
AN OUTLINE PROFILE OF THE PRACTICE
Location
Our Surgery has been in place for over 60 years, we have 5 bus routes passing in front of the building, the surgery is on a main road with no parking restrictions the average distance for our patients is just 680 metres.
The Practice and its philosophy
We are a PMS Practice with a growing list size, currently at 7800. We are a caring Practice to both patients and staff. We have a strong and committed nursing and admin team, we actively take part in local plans and currently employ a nurse to complete monthly visits to care homes and those recently discharged from hospital. We have one of the highest diabetic populations in London with nearly 10% of our patients being diabetic, also a third of our patients are over 65 a higher percentage than most surgeries in Harrow.
We focus on training and have 2 GP registrars in the practice, we have been supporting the apprentice training schemes for the last 8 years and have trained Nurses and HCAs.
Computing & Information Technology
The Practice is fully computerised and uses EMIS WEB software for patient records.
Our Three partners are:
Dr Harish Mistry (6 sessions) Special interest in Children and safeguarding
Dr Kanesh Rajani(7 sessions) Special interest in Asthma and Diabetes
Dr Varun Goel(9 sessions) Special interest in Integrated care
Our salaried GPsare:
Dr Reena Mashru(6 sessions) Special interest in Diabetes
Dr Roshni Bhudia(4 sessions)
DR Arti Patel (4 sessions)
THE PERSON WE ARE SEEKING
In seeking to recruit the new Practice Manager, the Partners wish to appoint someone who will be able, over the long term, to maintain and develop the success of the Practice by balancing patient needs and expectations with the emotional, financial and functional well-being of the Practice.
The principles areas of responsibility and the qualities required of the Practice Manager can be gleaned from the job description and the person specification attached to this profile.
While it will be an advantage it is not a requirement that the person to be appointed has NHS or Practice Management experience. Candidates are expected to be experienced and competent principally in the areas of people management and business and financial management. They must possess strong interpersonal and leadership skills, have good negotiating skills, some financial experience and a sound understanding of the application of information technology to maximise business efficiency and effectiveness.
It is expected that the appointee will have the skills and confidence to look strategically at practice developments and will be regularly exploring new ways of working, and suggesting options for change. He/She will play a leading role in researching, costing and planning such services and, once agreed by the Partners, implementing them.
The appointee must be able to identify and empathise with the values and philosophy of the Practice and the role as outline above. As a pivotal member of the Practice Team the successful applicant will need to utilise their negotiating skills and experience to ensure the Partners’ agreed business is carried forward efficiently and effectively by all members of staff, including Partners. To achieve this end and to ensure that the Practice Team are working well together, it is essential for the appointee to possess team and oral and written communication skills as well as excellent relationship management skills. Whilst recognising their employee status, the successful applicant will need to be sufficiently confident, in their role as the senior staff member, to ensure that the democratic decision-making processes with the Partnership are fully actioned. The Partners recognise that this is an integral part of the role and will, in turn, ensure that the successful candidate is fully supported.
THE PRINCIPLE CONTRACT TERMS
An annual starting salary is to be negotiated dependent upon experience and qualifications.
Salary will be paid monthly and, following satisfactory six months probationary period, will be reviewed annually.
The hours required of the Practice Manager will be 37½ hours a week to be worked over 5 days, i.e. Monday to Friday.
Annual leave entitlement is 30 days plus statutory bank holidays.
The Partners will carry out a formal appraisal on an annual basis.
Optional access to the NHS Pension Scheme with an employee contribution.
There will be a standard contract and, following the probationary six months period, the post holder will be subject to three months notice on either side.
JOB DESCRIPTION Page 1
1. Overall job purpose: The Practice Manager is responsible for the efficient and effective management of the Practice, the generation and maximising of income, all aspects of management relating to the Practice premises, negotiation of Practice contracts whether for PM contract, maintenance or supplies purposes, personnel, financial, and information technology issues. The PM will support and contribute to the smooth and efficient running of the business, particularly in the non-clinical aspects, will foster the Practice team spirit and will provide a focal contact point for outside agencies. It is recognised that the requirements of the post are constantly changing because of the current state of flux with general medical practice. The ability to adapt to such changing requirements will be a key skill of the successful applicant. The following list serves to illustrate the scope and responsibilities of the post, in addition to the strategic aspects of the role as defined above, and is not intended to be exhaustive.
2. Manages: Directly manages all the non-clinical employed staff in the Practice, organises clinical sessions and guides the clinical team to ensure patient needs are met.
3. Principle responsibilities: The principle responsibilities of the PM fall under the following seven headings. Some of these responsibilities will be delegated but the PM will retain overall responsibility of their delivery.
(a)Finances: The PM will monitor and ensure all claims in income owed to the practice are received and that all claims are correctly submitted. The PM will have responsibility to:-
- Supply information as required by the accountants for the running and maintenance of the Practice accounts and payroll system and accurately record receipts & payments
- Monitor payments received and due from the NHS and other sources to ensure that all anticipated income is received
- Negotiate the provision of equipment and supplies at the most economical prices
- Negotiate new or ongoing service contracts and ensure that appointed contractors meet service obligations
- Oversee the management of petty cash
(b) Personnel:
- Manage the recruitment, selection and induction of new staff.
- Ensure that the Practice complies with employment legislation
- Monitor staff performance, identify training needs and support staff to systematically develop their skills in order to achieve their maximum potential
- Undertake annual staff appraisals for non-clinical staff & clinical staff
- Manage and support the staff on a day-to-day basis, develop the roles of staff with specific responsibilities within the Practice and delegate day-to-day tasks to appropriately trained staff
- Take responsibility for Grievance and Disciplinary policies and procedures
- Manage staff absence/sickness and ensure that staff numbers are adequate
Page 2
- Act as a link between employed staff and the Partners and ensure efficiency of communication
- Undertake duties associated with nominated Practice NHS Pensions Officer including liaison with NHS Pensions Agency
- Maintain all staff and associated record
(c) Premises
- Ensure that the premises are kept in a good state of repair and decoration
- Advise the Partners on premises maintenance and action improvements as agreed by the Partners
- Negotiate initial service contracts and renewals with potential contractors ensuring the Practice obtains the most effective service at the optimum price
- Oversee the duties of, or act as the Health & Safety Officer, nominated Fire Officer and Incident Control Officer
- Ensure that the staff and other building occupants are aware of security and fire procedures and that these are correctly followed
(d) Information Technology/Information Services
- Lead strategic planning and development of the use of information systems in managing all aspects of the business
- Ensure all staff comply with Caldicott Guardian requirements and are trained in the procedures and restrictions regarding Information Governance/patient confidentiality and investigate any reported breaches and manage IT data security within the Practice
- Become the Practice nominated Information Officer ensuring procedures meet the requirements of the Data Protection Act and maintaining the Practice’s registration
(e) Quality Standards, Enhanced Services and QOF
- Identify and implement appropriate improvements to quality standards and Practice procedures
- As Practice Complaints Officer receive, investigate and respond to complaints received from patients, NHS or other bodies
- Manage the Implementation of the Service Agreements for the Enhanced Services and other services commissioned from the Practice by the CCG
- Ensure that the PMS Contract and QOF report are regularly reviewed and progress reported to the Partners
- Oversee other aspects of the QOF not requiring direct clinical input
Page 3
(f) General
- Attend weekly Partners meetings, co-ordinate and chair weekly meeting of clinical team and other business/organisational sessions as may be decided by the Partners and ensure that the minutes for such meetings are accurate and detail persons responsible for any follow up actions and monitor to ensure such actions are carried out
- Ensure effective channels of communications are maintained with and between all team members including GPs, Practice Nurses, Admin Staff, Reception Staff and any others who occupy or visit the Practice
- Act as the link between the Practice and external organisations (both NHS and non NHS)
- Any other duties appropriate for the post holder as may be determined from time to time by the Partners
PERSON SPECIFICATION – PRACTICE MANAGER
Necessary / DesirableAcademic/
Vocational
Qualifications /
- Preferably educated to degree level but certainly with evidence of a sound education to A level standard or equivalent
- Evidence of a commitment to continuing professional development
Experience /
- Experience of and success at communicating and managing people
- Experience of working in teams and able to promote a team spirit
- Working in a computer environment
- Financial management experience including understanding of spreadsheets
- Experience as a manager with knowledge of employment law
Skills /
- A “solutions focused” approach
- Training skills for staff development
- Intelligent with a fast learning ability
- Excellent communication (oral & written) and interpersonal skills
- Ability to listen and empathise
- Delegation and empowerment of staff
- Computer literate & appropriate IT skills
- Leadership skills, including excellent people management skills
- Good time management
- Problem solving
- Negotiating and managing conflict
- Able to manage change and cope with pressure
- Networking and facilitation
Qualities /
- Good sense of humour, personable
- Self-motivating and self-confident and able to work with minimal direction
- Adaptable and innovative
- Enthusiasm with energy and drive
- Gains respect by example and leadership
- Trustworthy, honest, reliable, caring and sympathetic
- Strategic thinking with vision
- Hardworking, reliable and resourceful
- Willing to work flexible hours as necessary
- Considered, steady approach
- Diplomatic
Other / Non-smoking environment / Ability to travel to meeting, etc
Application form
Application for employment as: ......
Surname ......
Other names: ......
Address ......
Postcode ......
Telephone ......
Education and training
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Details and results of any examinations taken
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Further education (e.g. technical college, evening classes)
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Employment history
1. Present/previous employer ......
Address ......
Postcode ......
Job title ......
Duties / Achievements
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Date employed: from …………… to ………………………
Reason for leaving
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No approach will be made to your present or any previous employer before an offer of employment is made to you.
Please tell us about other jobs you have done and about the skills you used, your achievements and/or learned in those jobs.
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Please tell us why you applied for this job and why you think you are the best person for the job.
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Please tell us if there are any dates when you will not be available for interview
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I can confirm that to the best of my knowledge the above information is correct. I accept that providing deliberately false information could result in my dismissal.
Signature ...... Date …………