EAST BRIDGFORD MEDICAL CENTRE

Appointment of a

Practice Manager

(30-35h - Permanent Post)

Information for Applicants

Practice Profile

An outline profile of the post

Person specification

Closing date for applications :19th June 2017

Interviews will take place :28th June 2017

Practice Profile

The Location

The practice operates from premises in East Bridgford a village on the outskirts of Nottingham, (approximately 20 miles away) and Newark, (approximately 12 miles away). We are ideally situated for the villages in and around our surrounding area.

The premises were purpose built in 1999 and have recently been expanded.

East Bridgford is close to the A46 and A52 which gives access to all major routes.

It is a small friendly, village with an active Parish council.

The practice provides services to several surrounding villages, East Bridgford, Bingham, Radcliffe On Trent, Whatton,Screveton, Car Colston, and Gunthorpe

to name a few.

The Practice and its Philosophy

The practice is long established. We are a PMS training and dispensing practice

whichhas a steady list size, presently 6800. The population has little deprivation and is semi-rural. East Bridgford Medical Centre is part of Rushcliffe CCG, working with 11 other practices as the federation of Partner's Health. It is a consistently high achiever in QOF and has a very good reputation. The practice population is generally middle class, with low deprivation. The practice continues to aspire to meet the challenges of a changing NHS. It is an equal opportunities employer.

The partners are committed to providing an excellent standard of medical care. The practice is organised, supportive and has a good relationship with patients. It is hard working, with excellent team working within each department and the practice as a whole. Whilst being very clinically driven the partners expect the practice to perform well financially.

The practice has a strong interest in education and a leading practice for NottinghamshireVocational Training Scheme.

Strategic decisions are made democratically by partners at regular partnership meetings.

There is now a need for a replacement practice manager to facilitate the smooth running of this patient centred practice and to help develop, innovate and lead the practice forward strengthening the relationships internally, with patients and with other practices in our cluster.

We are the central hub for Nottinghamshire County wide, award winning, Fracture Liaison Service, and also hold contracts for delivery of PLT events. Our recent expansion has allowed us to host an Extended Hours service and have an in-house ultrasound service.

The Doctors

There are three partners and one salaried GP as follows

Dr Rob Scaffardi:(full time) who is the senior partner.

Dr Ann-Marie Stewart : (full time) who is a GP trainer.

Dr Chris Cope:(2/3 time).

Dr Meg Pryor:Salaried GP (part time)

Registrars:The practice usually has a least one GP trainee at anytime.

Employed Staff

Practice Manager - (advertised post)

The Reception Team - 6 members (part time) including the (full time) team leader.

The Dispensary Team - 8 members (part time) - the practice is currently in the process of appointing a new dispensary manager.

The Administration Team - 2 administrators- 1 secretary (all part time)

Clinical Staff

A team of 3 nurses (part time) including the (full time) lead nurse.

3 Health Care Assistants (part time)

Contracted Services

Fracture Liaison Services - 1 lead nurse.

Fracture Liaison nurse (full time)

1 Administration assistant (part time), working with the fracture liaison service and the administration of PLT events.

Services Provided

The practice offers a full range of services in addition to surgeries and home visits including.

  • Minor surgery.
  • Contraception, coil and implant fitting, cervical screening.
  • Travel advice and vaccinations.
  • Management of long term conditions.
  • Joint injections.
  • Child health and immunisation.
  • Nursing Home Services.
  • Minor injuries and wound dressing.
  • Numerous enhanced services via GP level enhanced delivery specialists.

In addition, midwifery, health visitor, phlebotomy and carers federation services are held in the medical centre. Along with accommodating the Fracture Liaison service.

Computing and Information Technology

The practice is paper light and uses Systmone clinical computer system.

The current systems for both clinical and administrative areas are well established and stable, but the practice is looking for management input and support to enable the practice to grow and progress further and develop improved systems and processes.

The Sage computer package is used for accounts.

An outline of the post

The main areas of responsibility and the qualities required of the manager are outlined below.

Whilst not expecting the person appointed to be an expert in all areas, we do expect candidates to have good interpersonal skills and be able to demonstrate capability in the area of people and small business management, with a particular emphasis on HR, finance and strategic development. Candidates must show a commitment to continuing professional development themselves and all members of the practice team.

An understanding of current NHS initiatives will be helpful, however the NHS and General Practice is changing substantially and rapidly and the introduction of new ideas and methods from outside the NHS presents potential opportunities which the partnership recognises. The manager will need to enable the practice to provide high quality patient care whilst ensuring that the practice is financially efficient and compliant with all aspects of health and safety, employment legislation and CQC.

The partners are looking to appoint a strategic thinking manager to take the practice forward at a time of changing and developing opportunities. The practice manager is seen as a key member of the team and will be expected to demonstrate leadership qualities, ensuring the practice team are well trained, happy and motivated whilst achieving goals and targets. The successful candidate is likely to be a strong individual who is willing and able to take an active role alongside the partners to

ensure a smooth and efficient practice, utilising the skills of the team efficiently. 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 and enhanced DBS check. The successful candidate will take up the post hopefully at the beginning of August/September 2017.

Administration

  • Arrange practice meetings and ensure actions are completed.
  • Arrange and chair meetings between practice and outside agencies.
  • Oversee professional indemnity cover.
  • Maintenance and updating of practice leaflet and website.
  • First point of contact in handling complaints and responsible for ensuring complaints procedure is followed.
  • Maintenance of all non-clinical policies and procedures, ensuring compliancewith current legislation.
  • Collate information and costing for the tenders of Fracture Liaison service and the PLT events.
  • Update and maintain H&S records

Quality Assurance

  • Be actively involved with cluster working and cluster decisions/implementation.
  • Be proactive in developing patient services and changes in service delivery.
  • Ensure full confidentiality policies are in place and take role of Caldicott Guardian.
  • Ensure compliance with Data Protection Act 1998.
  • Facilitate regular reviews of significant events.
  • Implement a practice culture of continuous quality improvement.

Human Resources

  • Responsibility for recruitment of staff, including contracts of employment andjob descriptions. Also ensuring practice is compliant with current employment legislation.
  • Oversee staff induction and training.
  • Ongoing staff management to include monitoring of sickness absence.
  • Carry out annual appraisals of all administration staff.
  • Resolution of disputes and grievances.
  • Responsibility for the disciplinary and dismissal process in discussion with the partners.
  • Maintenance of good communication with practice team and ensure all staff are aware of and engaged in practice developments.
  • Responsibility for overseeing rotas ensuring good staff cover at all

times.

  • Implementation of pay rises and increments at appropriate times as per objectives set at appraisal.
  • Organisation of DBS checks for all staff.
  • Liaise with attached staff to organise multidisciplinary meetings to promote excellent patient care and also to ensure adequate facilities for the provision of services.
  • Facilitation of the development of the multidisciplinary team.
  • Responsibility for maintenance and implementation of Health and Safety policy.
  • Participation in the GP specialist registrar induction.

Finance

  • Produce and manage a financial plan for the practice as part of its business planning with regular reporting to the partners and advice on options and recommendations.
  • Organise and attend annual meetings with the accountant and the partners.
  • Liaise with the bank, accountant and partners for financial matters.
  • Deal with invoicing and regular bank reconciliations.
  • Ensuring payment is received for services provided, including payments fromthe CCG, NHS England and the local authority etc.
  • Directly contribute to profitability by exploring areas for increasing income andreducing costs, and where appropriate contribute to the development of business plans and bids.
  • Ensure insurance policies are adequate, competitively priced and up to date.

Premises/Supplies

  • Maintenance of the premises.
  • Ensure good upkeep of building interiors and manage maintenance contracts as required (eg waste, cleaning).
  • Arrange adequate insurance cover.
  • Manage ordering of supplies and stock control, including negotiating with suppliers. Ensure consumables are purchased at the best price.
  • Arrange appropriate maintenance of practice equipment and calibration.
  • Arrange PAT testing.
  • Ensure smooth running of telephone systems.

Strategy

  • Facilitate production of business plans and monitor progress against objectives.Keep abreast of opportunities to access alternative income sources.
  • Develop links with cluster practices and other relevant agencies.
  • Build and maintain good working relationships with the cluster, CCG, andsecondary care providers etc.
  • Formulate objective and research and develop ideas for future practice development.

Information Technology

  • Ensure the practice keeps up to date with IT developments nationally and locally.
  • Ensure sound working knowledge of Systmone clinical system and develop own and team skills to maximise efficiency. Ensure timely updating of systems and understanding of changing functionality.
  • Develop practice communication systems to ensure all staff have access to all information and guidance required to fulfil their roles.

Other

  • Present a professional image at all times and always promote the practice.
  • Share skills and expertise with others.
  • With the partners and nursing team, assist them to fulfil the requirement of revalidation.
  • There will inevitably be matters arising not covered here. On discussion with the partners there will be other unforeseen duties requiring managerial input from time to time.