PRACTICE MANAGER JOB PACK

Contains: Application Form

Job Description

Job Specification

DALRY MEDICAL PRACTICE

Application for the Post of Practice Manager

Applications must be in this format and emailed to:

Section 1
Personal details
Name
Address
Phone/Mobile
Email
Qualifications achieved
Subjects / Type of qualification / Grade achieved
Qualifications currently studying or working towards
Subjects / Type of qualification / Grade anticipated / Date anticipated
Membership of professional or regulatory bodies
Full name of organisation(s) / Registration number / Renewal date
Section 2
Present (or most recent) post
Job title
Employer
Date of employment / From: / To:
Reason for leaving/seeking other employment
Notice period
Current salary / Band if applicable
Role purpose / Summary of responsibilities
Section 3
Employment History
Start with your most recent employment first and work down the page. If a job supports the position applied for, please say more about it in the Competencies section or your Application Support Statement. Add more rows if needed.
Job Title / Employer / Date From / Date To
Section 4
Competencies
Please tick the relevant box to indicate your level of competence.
Add notes if you wish.
Very experienced / Some experience / No experience / Notes
Similar post
Business management
People management/Human resources
Leadership
Knowledge of the NHS
Knowledge of Primary Care
Health & Safety
Premises management
Payroll packages
Accounting packages
Knowledge of EMIS/Docman
IT skills/Knowledge of basic computer systems
Section 5
Personal statement in support of application
Please tell us your personal qualities, skills and attributes, any experience not already covered above and any major achievements.
Show how they match those needed for this job.
Please tell us about you as a person - your hobbies and interests and anything else of relevance.

April 2018

DALRY MEDICAL PRACTICE

PRACTICE MANAGER – JOB DESCRIPTION

Job Summary and Main Purpose of Post

To provide leadership and management skills to enable the practice to meet its agreed aims and objections within a profitable, efficient, safe and effective working environment. To provide management and administrative support to the practice

Major Duties and Responsibilities

  • Management of Staff
  • Administration of Practice Finances
  • Practice Organisation
  • Communication
  • Process/Systems Management
  • Health and Safety
  • Management of Premises in conjunction with Trust Coordinators
  • Development and Audit
  • Any other delegated duties considered by the partners as appropriate to the post

Specific Tasks

  1. Human Resource Management
  • Provide full range of personnel management service: selection, supervision, training, welfare, health and safety, motivation and delegation of work loads for all practice staff.
  • Organisation of Locum cover for holidays/sickness when required.
  • Induction new staff, clinicians and locums
  • Provision of contracts, job descriptions and all necessary documentation, systems and procedures to promote good staff relations, disciplinary and grievance provisions and performance appraisal.
  • Advise on all aspects of employment legislation.
  • Liaise closely with all members of the Primary Health Care Team.
  • Monitor skill mix and development of staff
  • Oversee staff induction and training and ensure that all staff are appropriately trained
  • Ensure the practice has up-to-date HR documentation
  • Ensure that all staff are aware of the importance of protecting any confidential information about patients, doctors or colleagues
  • Encourage teamworking and development
  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.
  • 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.
  • Advise and liaise with the GP Partners on all matters of capital expenditure
  • Oversee all contract activity, support staff with delegated responsibilities, understand and report on implications of contract and legislative changes.
  • Reconcile payments received to claims submitted and services delivered.
  • Work with practice team to ensure that enhanced service is maximized.
  • Ensure good close working relationship with Practice Accountants
  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.
  • Manage the procurement of practice equipment, supplies and services
  • Liaise with appropriate members of the Primary Health Care Team to ensure that all targets are achieved.
  • Arrange appropriate insurance cover i.e. surgery, indemnity etc
  • Develop practice protocols and procedures, review and update as required
  • Schedule internal and external meetings
  • Ensure that Trust Service Level Agreement for Reception Services is met and claimed for appropriately.
  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 and actions
  • Deal with all enquiries and complaints from patients relating to non-clinical and clinical matters effectively and efficiently to promote patient satisfaction.
  • Audit practice performances and submit requested reports to Primary Care.
  • Liaise with Patient Participation Group at planned and ad-hoc meetings
  • Review practice leaflet and website regularly and update as required.
  • Liaise with patients and the local community as appropriate.
  • Supervise implementation of in house complaints procedure.
  • Liaise with local health networks, e.g. HSCP and represent practice at meetings during or outwith working hours if appropriate.
  1. Manage the Information and Technology Needs of the Practice
  • Be the Practice nominated Information Officer ensuring procedures meet the requirements of the Data Protection Act.
  • Maintain awareness of IM&T policy which maximizes the use of existing and future information systems, understanding and advising on all systems used, provide training and support where necessary.
  • Liaise with Trust and eHealth Department with regards to any issues
  • Ensure staff are trained in confidentiality and IT awareness.
  • In conjunction with the Trust, ensure that practice IT equipment is fit for purpose and maintained and replaced in line with local recommendations.
  1. Health and Safety
  • Ensure compliance with legislation relating to health and safety.
  • Develop, institute and organise health and safety policies and procedures (in line with Trust). Ensure training on health and safety procedures for all members of the practice team is actioned
  • 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 (Health Board Owned)
  • Ensure adequate cleaning, maintenance, safety, fire precautions and general security of the premises.
  • 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. Ensure that all issues are reported through appropriate channels
  • Be key-holder and contact for alarm control
  • Carry out quarterly premises inspection and send report to appropriate Trust personnel.
  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 internal/external inspection visits and be fully aware of standards expected.
  1. Most Challenging Parts of the Job
  • Working to very tight and unscheduled timescales/deadlines
  • Encourage and motivate staff in setting standards and dignity at work
  • Using time effectively
  • Provide a flexible approach in working hours to cover for staff on leave/sick leave
  • Embrace change in an ever changing environment
  • Implementation of employment legislation and disciplinary procedures
  • Relieve GP’s of administration workload
  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 Continuous Personnel Development.

Person Specification – Practice Manager

DESIRABLE (SKILLS) / ESSENTIAL (SKILLS)
1. /
  • Recognised qualification in management/Previous management experience.
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2.
3 /
  • Recent practice experience
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3
4 /
  • A demonstrable commitment to professional development
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4. /
  • Experience in dealing with external organisations at management level
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5. /
  • Knowledge health & safety legislation, risk assessment etc
/ √
6. /
  • Experience of HR functions i.e. Employment law, recruitment and retention, staff appraisals, handling grievance and disciplinary issues
/ √
7. /
  • Knowledge of bookkeeping budgets, payroll/accounts and finance, spreadsheets,
/ √
8. /
  • Evidence of team working
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9. /
  • Evidence of Change Management
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10. /
  • Evidence of organisational skills
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11. /
  • Evidence of negotiating and facilitation skills
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12. /
  • IT literate, including excellent knowledge in using Word, Excel and email and a network environment
/ √
13 /
  • Experience in using EMIS web clinical software.
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14. /
  • Experience of dealing with complaints, compliments and serious event reporting
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15. /
  • Problem solving skills
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16. /
  • Excellent communication skills (Oral & written) and inter personal skills
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17. /
  • Ability to work autonomously and initiate / self-direct own workload.
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18. /
  • Have an understanding of group dynamics, including what factors make a team work well and what can go wrong
/ √
19 /
  • Chairmanship and co-ordination
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20 /
  • Able to work under pressure
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21 /
  • Flexibility of working hours
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22 /
  • Car Driver with clean driving licence
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