A RESEARCH ACTIVE ORGANISATION 45 Upper Oldfield Park Bath, BA2 3HT Surgery: 01225 421137 (3 lines) Appointments: 01225 444487 (2 lines) Clinical Trials: 01225 423250 Fax: 01225 337808 Email: oldfieldsurgery@nhs.net www.oldfieldsurgery.org.uk THE PRACTICE PRACTICE MANAGER APPOINTMENT FURTHER INFORMATION Oldfield surgery is a large and progressive GP practice in the city of Bath. We have 5 GP partners, 2 salaried doctors and 21 staff. We endeavour to provide high quality care for our 11,500 patients who live across the city and in some outlying villages. In addition to our own staff we benefit from health visitors and midwives being based at our practice. The practice is part of the BANES Clinical Commissioning Group. It achieves high Quality Outcome Framework scores and we were rated good at our last CQC inspection. We have also recently started training junior doctors in general practice and are a leading practice in clinical research trials. The practice offers a wide-ranging number of services to our patients. In addition to NHS primary care we also provide some private services. These include: Bath travel and vaccination centre, laser aesthetics, commercial and NHS clinical research trials and medical services to 2 private schools. We have an on-site pharmacy and NHS dentist. Rooms are also provided for a number of complimentary therapists including Chinese medicine and acupuncture, and chiropractic treatment. WHAT WE ARE LOOKING FOR There is great change underway within the NHS and primary care, and in the context of increasing patient demand and difficult financial constraints the way in which GP practices work will need to significantly change in the coming years. As a practice we want to be engaged in this exciting change process and appointing the right candidate as practice manager will be instrumental to our ability to survive and thrive in this challenging environment. The partners are looking to appoint an enthusiastic and strategic thinking manager with strong financial skills to contribute to and to take forward the ideas of the partnership as well as progress the planned merger with two local practices, realigning our administrative structure to support the new entity that will be created. The practice manager is a key member of the practice team and will be expected to demonstrate effective leadership qualities, achieving goals and targets using a combination of personal involvement, motivation of other staff and delegation when appropriate. The successful candidate is likely to be a strong and capable individual who is willing and able to take an active role alongside the partners. Strategic decisions are made democratically by the partners at regular partner meetings. Whilst most of the role entails working at a strategic level within the practice, it is crucial that the successful candidate is prepared to engage with patients and other members of the public, for example in managing complaints and patient group meetings, as well as representing the practice at external professional meetings.
As a practice we strongly believe in the value of developing our team and the successful candidate will be encouraged and supported in their personal development, including developing your skills in line with practice needs. We would like the successful candidate to take up the post as soon as possible, as the present incumbent will be leaving us in mid-march.
RESPONSIBLE TO THE PARTNERSHIP JOB SPECIFICATION PRACTICE MANAGER This role is responsible for the efficient and effective management of the practice. The following list illustrates the scope and responsibilities of the role and is not intended to be exhaustive. OUTLINE OF DUTIES STRATEGY Take a lead role in clinical commissioning services, working with other practices and BANES CCG Facilitate production of the practice business plan, ensuring practice-wide understanding of what this entails and the role each individual plays in its achievement. Monitor and review progress against the agreed business plan and objectives In support of the business plan, bid for additional funding and develop innovative primary care services within the practice Project manage any new initiatives Research and develop ideas for future practice development, including potential new sources of income Represent the practice at appropriate clinical commissioning group and practice management meetings FINANCE Produce annual cash-flow forecasts and budgets, and share monthly updates on these with the partners with accompanying information on variations and adjustments Liaise with the bank, accountant and the partners for financial matters Maintain the practice accounts and accurately record receipts and payments, with monthly bank reconciliations (Quickbooks) Organise and attend meetings with the accountant and partners Seek out best value suppliers, including drug companies offering the best vaccine discounts Monitor payments received and due from the CCG, NHS England and other sources Directly contribute to profit improvement by exploring areas for increasing income and reducing costs Deal with insurance QUALITY Be proactive in developing patient services and improving service standards Ensure full confidentiality for patients, supported by appropriate policies Receive, investigate and respond to patient complaints in line with NHS requirements Produce reports where appropriate and be responsible for overseeing audits Ensure the practice maintains CQC registration (Care Quality Commission) and consistently delivers on the required standards Introduce and embed a practice culture of continuous quality improvement Oversee significant event recording, analysis and discussion Organise the patient participation group meetings and implement any agreed actions HUMAN RESOURCES Manage the recruitment and selection of staff, including contracts of employment, job descriptions and induction Manage staff sick absence, holding return to work interviews after all absences
Carry out annual appraisals for all non-clinical staff and set personal objectives linked to the practice business plan in addition to agreeing individual training and development plans Responsible for grievance and disciplinary policies and procedures, seeking legal advice where required Ensure the practice complies with current employment legislation Develop and maintain good employee/employer relationships Oversee rotas which allow good staff cover at all times as well as giving the flexibility required at short notice to cover for illness, etc. Provide the appropriate data to our payroll provider, implementing pay rises and increments at the appropriate time Organise appropriate paperwork for doctors/staff DBS (Disclosure and Barring Service) checks Facilitate the development of a multi-disciplinary effective primary health care team, including arranging regular meetings between partners and attached staff to discuss patient care ADMINISTRATION Arrange practice meetings, preparing and circulating minutes for all professional meetings Arrange and chair meetings between the practice and outside agencies as appropriate Responsible for the health and safety policy and its implementation Analyse data to support enhanced service, QoF and CCG initiatives With the partners, assist them corporately and at individual level to fulfil the requirements of revalidation Oversee professional indemnity cover PREMISES Ensure the premises are kept in a good state of repair and decoration, meeting infection control standards Take the lead in the organisation of any new building projects Oversee any maintenance contracts including organisation of cleaning Ensure that suitable facilities are available to enable attached staff to work within the practice Ensure all building users are aware of fire and security procedures and that these are correctly followed Oversee duties of or act as Health & safety Officer, nominated fire officer and Incident Control Officer INFORMATION TECHNOLOGY (practice uses the TPP SystmOne clinical system) Assist with the update of appropriate information systems Oversee the document management system to ensure that it is efficient and up-to-date Ensure the practice keeps up-to-date with technological issues Act as the practice Caldicott Guardian, ensuring that clinical governance systems are maintained and updated and that staff are fully aware of the agreed procedures Ensure the practice meets the requirements of the Data Protection Act COMMUNICATION Understand and enhance the practice communication systems Maintaining good communication at all times across the practice Ensure that regular staff meetings are arranged and staff kept informed of all changes within the practice Build/maintain good working relationships with the CCG (Clinical Commissioning Group), hospitals, community agencies, LMC (Local Medical Committee), other GP practices, pharmacists and others Represent the practice at meetings and seminars
PERSON SPECIFICATION : ideally we would like to appoint someone as follows: An enthusiastic and ambitious individual seeking a real challenge Strong financial management skills Experience of managing people and successfully delivering change Experience of Human Resources and employment law requirements and good practice An organised approach to work with the ability to plan, prioritise, and balance often conflicting demands. Strong inter-personal and communication skills Experience of strategy, business planning and project management Keen to learn and committed to own personal development A capable decision-maker, comfortable with making decisions without 100% certainty Ability to work on own initiative, self-motivated and tenacious with a can-do attitude Working knowledge of commonly used IT systems and software. Qualifications - Preferably educated to A level standard, but certainly with evidence of a sound education and commitment to continuous professional development Organisational progression The practice is committed to staff training and continuous professional development. The practice manager will be appraised annually by a partner. TERMS AND CONDITIONS SALARY SCALE: Negotiable dependent on experience. 37.5 HOURS PER WEEK: Working 7.5 hours per day Monday to Friday, usually between the hours of 08.15am and 6.00pm, though there may be occasional requirements for evening meetings. This may be subject to change in light of future business needs. ANNUAL LEAVE: Length of Service On appointment After 5 years service Annual Leave and Public Holidays 27 days + 8 days 30 days + 8 days The definition we are using for length of service is continuous employment undertaken within our general medical practice. PENSION SCHEME: Staff are eligible to join the NHS Pension Scheme REFERENCES: any offer is made subject to receipt of satisfactory references DISCLOSURE & BARRING SERVICE: a satisfactory enhanced DBS check is required PROBATIONARY PERIOD: there will be a 3-month probationary period for both parties. During this time the notice period will be 2 weeks on both sides. Following successful completion of the probationary period the notice period will be 2 months. REVIEW: Therefore this is not a complete and final statement of duties and responsibilities, and may be subject to review and amendment in the light of changing needs.