Okehampton Medical Centre East Street Okehampton EX20 1AY. Appointment of Practice Manager Further Information for Applicants

Transcription

1 ` F Okehampton Medical Centre East Street Okehampton EX20 1AY Appointment of Practice Manager Further Information for Applicants An Outline Profile of The Practice The Person we are seeking The Principal Contract Terms Job Description Person specification matrix March 2015

2 1. An Outline Profile of the Practice Surgery Location Okehampton Medical Centre, East Street, Okehampton, EX20 1AY &searchp=ids.srf The practice lies within the boundary of the Northern Eastern and Western Devon Clinical Commissioning Group and information can be found at:- The website containing information about the practice may be found at: The Practice, Partners, and their Philosophy. Okehampton Medical Practice is a partnership of 8 doctors serving patients. The formation of the practice probably predates the NHS and the practice serves patients in a practice catchment area of some 200 square miles. The practice premises at East Street Okehampton comprise the original medical centre and the New Memorial Building which was built by the partners 12 months ago on the site of Okehampton Memorial Hospital. Both buildings are owned by the partners. As well as providing medical cover to Okehampton Community Hospital the practice operates a dispensary which serves some 6000 patients The practice helps with the training of under graduate medical students and from April 2015 will be training post graduate doctors training to be GPs As a general philosophy the aim of the partners and staff is to preserve the best elements of a traditional style of personal, friendly, accessible family medical practice based on team work, which can react quickly and sensitively to daily demands; and to blend it with well equipped premises and efficient systems for prevention and planned care for chronic conditions. The practice provides a comprehensive range of Primary Care services to its patients. The partners run personal patient lists The partners take pride in the way in which they and the remainder of the practice team work well together to provide a patient-centred, democratic, happy, coherent and informal environment. Good communication within a highly integrated wide-ranging multidisciplinary team has and will continue to play an important role in maintaining the practice s success in terms of delivering excellent care that is highly valued by its patients. The practice achieves highly in relation to clinical, wider care and patient satisfaction targets, and strives to develop new services by utilising all funding sources available within the NHS. There are currently eight partners: - First Practice Management Recruitment and Selection March

3 Dr Amanda Cox MB ChB MRCGP Dr Kathryn Vile MB ChB MRCGP DFFP Dr Tim Watson BM BS DRCOG MRCGP Dr Ruth Taylor MBBS DFFP DRCOG DCH MRCGP Dr Mark Collyer MBChB DRCOG DGM MRCGP Dr Emma Chapman MBBS BSc Hons MRCGP Dr Charlie Hamilton MBChB DCH MRCGP Dr Christopher Jones MBChB MRCGP Associate GP Dr Jane Weldon BSc (Hons) MBChB (Hons)MRCGP DCH DFFP Practice Nurses Fiona Cook and Carolyn Langton jointly manage the nursing team. The Practice nurses run clinics for diabetes, heart disease, asthma monitoring, weight checks, smears, blood pressure checks, flu clinics, travel advice and injections Practice Team Practice Manager The practice manager is responsible for practice staff, patient services, premises, and the dispensary and practice finances Office Supervisor Jane Wilkins The practice employs circa 50 staff Practice Developments The partners are aware of several strategic imperatives which need to be addressed. These include Opportunities are likely to be presented over the next few years to increase the patient list size which will bring the need to develop and extend existing patient services to support an increased patient population Both surgeries at East Street have unused space which could be better utilised with income potential for the practice The partners are keen to further develop undergraduate medical student and GP training in future Opportunities for federation with other North Devon GP practices to develop patient services First Practice Management Recruitment and Selection March

4 The new Practice Manager will be expected to be at the fore front of these developments. Computing and Information Technology The Practice is fully computerised and uses EMIS Web software for patient records The practice use Sage accounting software 2. 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 patients needs and expectations with the emotional, financial and functional well-being of the practice. The principal 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. In short, the practice is looking for a dynamic, enthusiastic, individual who has the skills, experience, energy, integrity, and commitment necessary to manage Okehampton Medical Centre at a time of great opportunity and re-development within the NHS. Although a sound understanding of the NHS would be an advantage, it is not a requirement that the person to be appointed has NHS or Practice Management experience, nor to be an expert in every area of the person profile. 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, should have financial experience in a medium to large business setting, and a sound understanding of the application of information technology to maximise business efficiency and effectiveness. Medical practice business development will grow in importance over the next few years given that the focus of most recent Health reforms, including Practice Based Commissioning, have been designed to open up the Health Care Sector as never before. The partners at Okehampton Medical Centre are seeking to appoint a Practice Manager who will not only be pivotal in maximising the opportunities presented by these developments, but will also ensure that the practice remains financially efficient and profitable, and that Okehampton Medical Practice continues to have well-trained, happy and motivated staff providing the highest quality care, in addition to ensuring that the practice complies with an increasing range of Health and Safety and other relevant legislation. The person appointed will have a senior management role and will be expected to ensure, partly by delegation, that the day-to-day running of the practice is carried out efficiently and effectively. In addition, he/she should be First Practice Management Recruitment and Selection March

5 able to look beyond current challenges, examine future proposed changes in the NHS and the Private Health Care Sector and analyse how the practice may take best advantage of these. The Practice Manager will be expected from time to time to brief the partners on these options at the regular Partners Meetings. 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 outlined above. As a pivotal member of the practice team, the successful applicant will need to utilise their negotiating skills and experience to ensure that 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 excellent 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. 3. The Principal Contract Terms An annual starting salary of circa 53,000 (pro rata WTE 37 hours a week) dependent upon experience and qualifications will be available to the successful candidate Salary will be paid monthly and, following a satisfactory six months probationary period, will be reviewed annually. The hours required of the Practice Business Manager will be 30 hours a week to be worked over 4 days i.e. Monday to Friday Annual leave entitlement is 30 days (pro rata) plus statutory bank holidays The Partners will carry out a formal appraisal on an annual basis. Optional access to the NHS Superannuation scheme with an employee contribution of 12.5% of salary See for details of the NHS Pension Scheme 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. First Practice Management Recruitment and Selection March

6 4. Job Description Practice Manager (PM) 1. Overall Job Purpose The Practice Manager (PM) 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 PMS 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. 3. Principal Responsibilities The principal responsibilities of the Practice Manager fall under the following six headings. Some of these responsibilities will be delegated but the practice Manager will retain overall responsibility of their delivery. a. Finances. The Practice Manager will oversee all practical aspects of the practice finances to ensure transparency and financial security as directed by the partners. The Practice Business Manager will have responsibility to: - Maintain the practice accounts and payroll system and accurately record receipts and payments. Monitor payments received and due from the NHS and other sources to ensure that all anticipated income is received. Monitor the Practice cash flow, payment of invoices due and reconciling bank statements. Anticipate major fluctuations in income and expenditure and manage these appropriately. Negotiate fees and charges with the Partnership Bankers and Accountants and as necessary advise on potential alternative providers. First Practice Management Recruitment and Selection March

7 Provide detailed reports to the Practice Accountant for the preparation of the annual accounts and liaise with the accountants during the course of preparation. 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. Monitor changes in Department of Health and NHS provisions of service and identify possibilities to maximise Practice income. Liaise with the accountants and HM Customs and Revenue for preparation and submission of annual Tax Returns. Oversee the management of Petty Cash. b. Personnel Manage the Practice Primary Healthcare Team ensuring maximum efficiency and effectiveness. 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. 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, including bank staff, are adequate. Act as the link between employed staff and the partners and ensure efficiency of communication. Undertake duties associated with nominated Practice NHS Pensions Officer including liaison with the NHS Pension Agency. Complete an annual salary review of all employed staff and make recommendations to Partners. Maintain all staff and associated records. 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 with the NHS on all necessary matters. Negotiate initial service contracts and renewals with potential contractors ensuring that the Practice obtains the most effective service at the optimum price. Oversee duties of or act as the Health & Safety Officer, nominated Fire Officer and Incident Control Officer. First Practice Management Recruitment and Selection March

8 Ensure that staff and other building occupants are aware of security and fire procedures and that these are correctly followed. d. Information Technology/Information Services Review the ongoing Practice Information Technology requirements. Identify hardware and software developments that would be of benefit, making recommendations to the Partners and undertaking negotiations with the NHS and IT suppliers. Lead strategic planning and development of the use of Information Systems in managing all aspects of the practice business. Liaise with the Practice s Clinical Systems provider, EMIS Web, and the officer within the NHS responsible for the provision of the clinical and supporting systems. Ensure that the Practice receives the optimum service and performance from the systems and benefits from upgrades to the central system and hardware (existing and additional) available. Develop an understanding of the network architecture within the Practice and the communications systems with the NHS such that specific issues and problems can be discussed with some degree of expertise. Act as the Practice Caldicott Guardian, to ensure that all are aware of the procedures and restrictions regarding Information Governance/patient confidentiality and investigate any reported breaches. Manage I.T. 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 (ES) and other services commissioned from the Practice by the PCT. Ensure that the GMS Contract and QOF Reports are regularly reviewed and progress reported to Partners. Oversee other aspects of the QOF not requiring direct clinical input. First Practice Management Recruitment and Selection March

9 f Dispensary Oversee all procedures in the dispensary Manage dispensary staff Meet with pharmaceutical reps and others Purchase all drugs and appliances Action the disposal of controlled drugs Ensure timely sending of prescriptions to the PPD Manage dispensary finances g. General Attend Partners Meetings or other business/organisational sessions as may be decided by the Partners. Ensure that the minutes for such meetings are accurate and detail the persons responsible for any follow up actions from meetings as appropriate and monitor them to ensure that such actions are carried out. Ensure effective channels of communications are maintained with and between all team members including GPs, Practice Nurses, Admin staff, attached staff and others who occupy or visit the Practice. Act as the link between the practice and external organisations (both NHS and non-nhs). Ensure that the Practice has a current Partnership Agreement, taking legal advice as necessary, and that this is updated as necessary. Any other duties appropriate for the post holder as may be determined from time to time by the Partners. 5. Person Specification Practice Manager Practice Manager - Person Specification Okehampton Medical Centre Academic/ Vocational Qualifications Experience Necessary Evidence of a commitment to continuing professional development Experience of and success at motivating and managing people including conducting appraisals Experience of working in multi-disciplinary teams and able to promote a team spirit Working in an I.T. environment and be conversant with MS Office and accounting software packages Financial management experience including understanding of spreadsheets, book-keeping, accounts work, cash flow management and financial planning Desirable Degree, relevant business, management or financial qualification Business development of small to medium sized companies or organisations Understanding/ Experience of clinical medical systems Knowledge of Primary First Practice Management Recruitment and Selection March

10 Skills Qualities Other requirements Excellent communication (oral and written) and outstanding interpersonal skills Ability to listen and empathise Appropriate IT knowledge, skills and experience Negotiating skills Change management Problem solving Ability to achieve the business objectives Business implementation Delegation Networking/ Facilitation People management skills Managing upwards Good time management Pro-active and self motivating Resilient Able to work with minimal direction Trustworthy and dependable Adaptable and innovative Infectious enthusiasm, with energy and drive Determination to ensure that policies and agreed actions are implemented Ability to gain respect by example and leadership Honest, caring, pleasant, sympathetic, good humoured, and displays integrity at all times Strategic thinking with vision Hard working, reliable and resourceful Considered, steady approach Good sense of humour, personable Willing to work flexible hours as necessary Current driving licence Car owner Care within the NHS. Knowledge of PMS contract and associated contracts Senior HR experience Business development experience Outside interests Non - smoker Informal visits by prior arrangement will be welcome for those invited to attend for interview. First Practice Management Recruitment and Selection March