KESSINGTON MEDICAL CENTRE

PRACTICE MANAGER – JOB DESCRIPTION

Main Purpose of Post

To provide full management and administrative support to the practice

Major Duties and Responsibilities

  • Management of Staff
  • Administration of Practice Finances
  • Practice Organisation
  • Communication
  • Process Management
  • Health and Safety
  • Management of Premises
  • Strategic Development and Audit
  • Any other delegated duties considered by the partners as appropriate to the post

Specific Tasks

  1. Management of Staff
  • Provide full range of personnel management service: selection, supervision, training, welfare, health and safety, motivation, allocation of workload for all practice staff.
  • Provision of contracts, job descriptions and all necessary documentation, systems and procedures to promote good staff relations, disciplinary and grievance provisions and performances appraisal. (The Manager will be appraised by the partners).
  • Advise on all aspects of employment legislation.
  • Liaise closely with all members of the Primary Health Care Team.
  1. Finances
  • Management of all book keeping, petty cash, purchasing, payments, invoicing and banking.
  • Management of payroll and pension ensuring that reliable and accurate systems of record keeping are in place and that information can be produced to meet statutory PAYE requirements.
  • Prepare cash-flow statements taking into account any identified financial risks and appropriate contingency plans. Budget setting and monitoring of performance, maximising income and controlling costs.
  • Monthly calculation of Partnership drawings and provision of “end of year” information for practice accountants, Inland Revenue and SPPA.
  • Compare practice profitability with National Averages, suggesting changes as required.
  • Advise and liaise with the GP Partners on all matters of capital expenditure planning.
  • Oversee all contract activity, support staff with delegated responsibilities, understand and report on implications of contract and legislative changes.
  1. Practice Organisation
  • Plan, co-ordinate and monitor staff activities to ensure efficient service to patients and support to doctors.
  • Plan, co-ordinate and provide rotas, monitor effectiveness of such rotas and ensure adequate cover for holidays and sickness absence for all members of the practice team.
  • Assist partners in organising duties and rotas for teaching trainees at the practice.
  • Co-ordinate Child Health Clinics with Health Visitors ensuring targets for immunisations are met.
  • Liaise with appropriate members of the Primary Health Care Team to ensure that all targets are achieved, for e.g. immunisations
  • Organise non-clinical appointments.
  1. Communications
  • Co-ordinate regular practice meetings with all staff and attached staff, including preparation and distribution of agendas, arranging taking and distribution of minutes.
  • Deal with all enquiries and complains from patients relating to non-clinical and clinical matters effectively and efficiently to promote patient satisfaction.
  • Audit practice performances and submit an annual report.
  • Complete and submit GG&C Health Board Annual Report.
  • Review practice leaflet and website regularly and update as required.
  • Liaise with patients and the local community as appropriate.
  • Supervise implementation of the in house complaints procedure.
  • Liaise with local health networks, e.g. CHP and represent practice at meetings during or outwith working hours if appropriate.
  1. Manage the Information and Technology Needs of the Practice
  • Develop and maintain a robust Practice IM&T policy which will maximize the use of existing and future information systems, understanding and advising on all systems used, provide training and support where necessary.
  • Develop and maintain an Information Management Policy which will include robust policies for confidentiality and data protection in line with current legislation and best practice.
  • Ensure a robust Business Continuity Plan is in place and regularly update to ensure it is fit for purpose.
  • Implement the requirements for data handling in the new GDPR to ensure compliance.
  1. Health and Safety
  • Ensure compliance with legislation relating to health and safety.
  • Develop, institute and organise health and safety policies and procedures. Provide direct training on health and safety procedures for all members of the practice team.
  • Ensure premises and staff insurance is maintained.
  • Ensure all accidents or dangerous incidents are investigated, recorded and reported where necessary and any follow-up undertaken.
  1. Management of Premises
  • Ensure adequate cleaning, maintenance, safety, fire precautions and general security of the premises and uphold standards.
  • Provide staff training in all necessary areas of maintenance, safety and fire precautions and general security of the premises.
  • Arrange repairs, replacement or necessary decorations to maintain good order of premises and fixtures.
  • Be key-holder and contact for alarm control centre.
  • Plan for future changes or expansion to premises, costing these for partners consideration: obtaining quotations and liaising with contractors
  • Project managing all building work projects
  1. Development and Audit
  • Supervise organisational and clinical audits.
  • Play lead role in facilitating the Practice Development Plan, which will incorporate changes necessary to meet new demands on the practice from internal and external sources.
  • Develop and co-ordinate a system to achieve and maintain criteria required for award of Practice Accreditation/Quality Practice Award.
  1. Other
  • Manage the practice in line with the aims and objectives agreed with the partners and approved by them.
  • The duties and responsibilities listed above may change in the light of developments within the practice and are subject to review.
  • Build supportive networks with peers and other healthcare professionals and commit to CPD.

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