Ardleigh Surgery The Surgery Dedham Road Ardleigh CO7 7LD. Dedham Branch Surgery 1 Roman Place Manningtree Road Dedham CO7 6UD

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1 Ardleigh Surgery The Surgery Dedham Road Ardleigh CO7 7LD And Dedham Branch Surgery 1 Roman Place Manningtree Road Dedham CO7 6UD Appointment of a Practice Manager Further Information for Applicants An outline profile of the practice The person we are seeking The principal contract terms Outline role specification and job description Person specification April 2015 (1)

2 An Outline Profile of the Practice The Location and the Premises The Ardleigh practice provides services in two locations from the main surgery in Ardleigh and the branch surgery in Dedham some 6 miles away. Patients can be seen at either location. The Ardleigh Surgery was originally built in 1974 and extended in 1991 and again in It comprises of several consulting rooms, a treatment room, reception/admin area, a dispensary and waiting room. 2&pc=CO7+7LD&mapp=map.srf&searchp=ids.srf Dedham surgery was built in 2009 on an affordable housing development. =2&pc=CO7+6UD&mapp=map.srf&searchp=ids.srf The practice lies within the boundary of the North East Essex Clinical Commissioning Group whose details are available at The practice also has its own website for additional information at: - The Practice Philosophy and the Partners The practice currently cares for around 6,500 patients and is slowly increasing in number with a varied population although there is one small pocket of deprivation. The practice ethos is that of a strong close-knit practice team, maintaining high standards of patient care. The practice believes in the traditional model of caring for patients and is committed to providing an extremely high standard of personal doctoring. The practice operates under a General Medical Services (GMS) contract. The Doctors are keen and willing to give new ideas a try and are not afraid of change providing it does not have a detrimental affect on the current practice team. The Partners work together, providing a strong, strategic and management team with. The practice is an approved training and teaching practice and dispenses to almost two thirds of the registered patients. The Three Partners are: Dr Jane Owens Dr Vernon Bettle Dr Radrie Cole M.B.B.S, M.R.C.G.P. M.B.B.S, D.C.H. M.B.B.S, M.R.C.G.P, D.C.H. Additionally there are two salaried GP s, Dr Lisa Gladwin and Dr Rob Lenart and at various times registrars within the practice. (2)

3 The GP have various clinical interests including diabetes, minor surgery, cardiovascular problems and aviation medicals. The partners currently share in the management tasks of the practice. This is also a training practice with two of the partners being trainers with additional interests in postgraduate education. Because of this there will usually be trainee GP s (registrars) within the practice who are trained hospital doctors either doing rotations from the hospital or looking to become fully trained GP s. Partnership and staff meeting are held regularly to ensure good communications and information flow is maintained within the practice. There is also a good local practice managers group that will prove to be invaluable to the successful applicant. Nursing / Staffing In addition to the practice manager there is a full complement of admin, secretarial, and receptionist staff. There is also a nurse practitioner / nurse prescriber and a second practice nurse running disease management clinics as well as all their other duties who in turn are aided by a health care assistant and phlebotomist. Community staff, District Nurses and Midwives visit the practice regularly. Computing and Information Technology The clinical software used by the practice is EMIS WEB, the practice were an early adopter of the system and the partners and staff consider themselves average users with regards to IT. Financial records are computerised using Sage for the accounting functions and the payroll. Services offered to patients In addition to the wide variety of medical services provided by all general practices, the surgery also offers a range of dedicated clinics including diabetes, asthma, coronary heart disease, child health surveillance and immunisation, antenatal care, smoking cessation advice, phlebotomy, travel clinics and minor surgery operations. Also available within the confines of the Surgery are additional services such as Audiology, IAPT, Podiatry, Counselling and AAA screening. Philosophy of the Practice The philosophy of the practice is to provide a high standard of patient care in an efficient and well-organised but friendly and fun environment. Patients interests are kept to the fore with a strong emphasis on continuity of care, personal doctoring and integrity in the workplace. The partners aspire to achieving a good work-life balance and flexibility in the workplace. A high level of achievement under the Quality and Outcomes Framework (QOF) targets demonstrates their commitment to high quality healthcare. (3)

4 The Person We Are Seeking The principal areas of responsibility and the qualities required of the manager can be seen from the job description and the person specification attached to this profile. The practice philosophy identified in the preceding pages gives a further indication of the kind of person being sought. This is a happy practice that is not dictatorial but has a strong, committed team and as such the new Manager will be expected to understand this and fit in with the team and its ethos. Change (whatever it is) is always difficult for everyone and the new Practice Manager will need to ensure that they manage this appropriately with minimal impact on the staff. It is essential that the new Practice Manager has good HR skills and financial knowledge and therefore comfortable with accounts, budgets and payroll. It is not an essential requirement (although highly desirable) that the person appointed has NHS or practice management experience, nor be an expert in every area of the person profile. However, candidates are expected to bring strong interpersonal skills and be experienced and confident in the areas of people management, financial control, strategic management and information technology. Medical practice management has grown in importance over the last few years. The need to ensure that the practice is financially efficient, has well-trained, wellmotivated staff, and complies with an increasing range of health and safety and other legislation, is as important as ensuring the continuing provision of good patient care. A good, versatile manager is today an essential part of a successful practice. This role has at least two dimensions. On the one hand, the manager will be expected to have an operational role to ensure, often through delegation to others, that the day-to-day running of the practice is carried out efficiently and effectively, and this will be a major focus of the work. On the other hand, they will need to look beyond today s challenges and assimilate the forthcoming changes in the NHS and any possible impact these may have on the practice and its operation. It is expected that the newly appointed manager will be comfortable looking strategically, exploring new ways of working, suggesting options for change and working with the partners to implement these and manage the practice accordingly. All potential applicants should be able to identify with the values and philosophy of the practice and the role as outlined in these papers. Whilst being an integral part of the team, you will need to feel confident enough at times to use your skills of persuasion and direction to ensure that the business of the practice is carried forward efficiently. At times, this may mean having to lead the Partners towards a decision, or keeping them to a decision already made at the same time ensuring that no one feels unduly threatened. The Partners are looking for someone to demonstrate strong leadership and management skills, but also someone who can ensure the existing team spirit and practice ethos and communication remains intact. They would also be looking for someone to be proactive and plan for the future maximising the practices potential in relation to business, finance and premises. (4)

5 Every opportunity for training will be given to help the incoming manager develop the necessary skills and knowledge to undertake this role to the best of his/her ability. The post has the attraction of relative long-term security. It is not anticipated that there will be an overlap period with the current manager. Some useful websites Particularly if you do not have an NHS background, you may wish to have a look at some more general information about practice management as a discipline. To do so visit our website at: We have created a section of that site which may help you. From the homepage click on careers info for Practice Managers The British Medical Association The General Medical Council The Local Medical Committee Do not be overwhelmed by these sites they are intended simply to give you a flavour of some of the changes being faced in Primary Care. (5)

6 The Principal Contract Terms A starting salary of up to 40,000 per annum will be offered to the successful candidate depending on skills and experience. This will be paid monthly and, after a satisfactory probationary period, will be reviewed annually. This post is full time 37 hours per week. The working days will be Monday to Friday. Annual leave entitlement will be 25 days plus 5 development days all statutory and bank holidays. The practice will carry out annual formal appraisal. Access will be available to the NHS pension scheme, with an employee contribution unless rejected. There will be a standard contract of employment which, after the probationary period of 6 months, will be subject to 3 months notice on either side. The contract will provide for a six-month period of mutual assessment, during which time the period of notice will be 1 weeks on either side. Starting date ASAP. (6)

7 The Ardleigh Surgery Practice Manager Outline Role Specification and Job Description What is the overall job purpose? You will contribute leadership and vision to the strategic management of the practice and will be expected to constantly review and recommend strategies for its development and effectiveness. On an operational level you will be responsible for the overall financial and business efficiency of the practice, the maintenance of the existing team spirit, and the provision of a communication link to third parties. Who will supervise your induction? The partners will oversee the induction process, and will jointly take responsibility for the performance and appraisal of the incoming manager. Who will you manage? You will manage all the non-clinical staff in the practice and be expected to facilitate good channels of communication between all team members. In respect of the practice nurses, you will manage the recruitment, training, and resource implications of their work, whilst their clinical work will be managed by the Partners. You will also be expected to work efficiently with the partners. Where will you be based? The post is based at The Ardleigh Surgery, Dedham Road, Ardleigh, CO7 7LD; Dedham Branch Surgery, 1 Roman Place, Manningtree Road, Dedham, CO7 6UD or as directed by the partnership. What will be your principal responsibilities? Human Resources: Management of the reception, administration, and, subject to the restrictions already stated the nursing staff. Workforce planning and identifying skill mix requirements. Recruitment and Selection. Issuing and updating of contracts of employment, ensuring that the requirements of all employment legislation are met. Responsibility for annual staff appraisals. In conjunction with the Partners, initiating, developing and managing procedures for performance review of both clinical and non-clinical staff. Identifying and maintaining professional skills to support the practice as an effective employer and manager of people. Identifying appropriate training needs for staff in support of PDP. Represent the practice at tribunals if necessary. (7)

8 Finance and Profitability: Support the partner responsible for finance in financial management. Monitor all payment streams including the GMS contract, enhanced services and any service level agreements and ensure that all income and expenditure due to or made by the practice is adequately recorded. Oversee financial reports, budgets, and projections as required and report to Partners on regular agreed basis. Explore opportunities to improve profitability by maximising income and minimising expenditure. Liaise with the practice accountants and bankers and provide information as required. Ensure all QOF targets are met. Information Technology: Manage the computer system including organising any developments to the system in conjunction with the Partners. An awareness of the procedures and restrictions regarding patient confidentiality is essential. Co-ordinate data entry. Produce information and data analysis to support and inform service delivery. Liaise with clinical system suppliers and the CCG support services on the replacement, maintenance and repair of hardware and software, ensuring that the practice receives the optimum service and performance from the system. Prepare and maintain a disaster plan for data recovery and minimal loss of service in event of computer failure. Ensure that procedures meet the requirements of the Data Protection Act. Maintain practice website Premises and Equipment: Overall facilities management including responsibility for security, repairs and maintenance, insurance, and all Health & Safety and Fire Prevention issues. Ensure that staff and building occupants are aware of security and fire procedures. Ensure adequate provision of equipment and supplies and monitor the required systematic review of maintenance of medical equipment in particular. Patient and Community Services: Ensure adequate and appropriately timed provision of surgeries; working with patients to continually strive to provide services reflecting local need. Oversee the preparation checking rotas before they go live of GP, nursing and reception staff rotas ensuring adequate cover at all times and engaging locums when necessary in agreement with all Partners. Implement and maintain systems to receive patient enquiries and suggestions. Take responsibility for the practice-based complaints procedure in conjunction with the Partners, and coordinate annual patient satisfaction questionnaires. Review and update the practice information leaflet, general practice publicity, and health education material. Represent the practice in meetings with community groups and third party agencies, and provide relevant feedback. Foster good working relationship with community nursing teams. (8)

9 Planning and External Relationships: Prepare annual reports and strategic business development plans as required. Be aware of developments in the NHS locally and nationally and contribute to the setting and reviewing of practice aims and objectives. Lead and support change management. Ensure efficient communication with external agencies, promoting the name and image of the practice. Be the point of contact with the CCG, NHS England, solicitor, accountant, bank, health centre manager and other appropriate third parties. Develop comprehensive plans for business recovery and continuity of service in the event of emergency. Quality Assurance and Performance Identify and implement appropriate improvements to quality standards and practice procedures. Ensure that all Quality Indicators and clinical audit reports are regularly reviewed and progress is reported to the Partners. General Organise, attend and minute partnership, multi-disciplinary and other practice meetings and ensure that agreed actions are implemented and reported. Ensure effective channels of communication between all team members and third party agencies. Develop and strengthen professional networks through liaison with other practices, Clinical commissioning groups, secondary care, voluntary agencies and other stakeholders, reflecting the views of the Partners and the practice. Liaise with the centre management and other providers within the health centre to maximise the patient experience Other This is not an exhaustive list and may be changed in light of ever changing service need and national and local policy. Therefore the job description will encompass any other duties deemed appropriate for the post holder within the scope of the post as determined by the Partners. Any changes would be discussed fully with the postholder. (9)

10 Ardleigh Surgery Practice Manager - Person Specification Academic/ Vocational Qualifications Necessary Educated to degree level standard certainly with evidence of a sound education. Evidence of commitment to continuing professional development. Desirable Relevant management, or finance qualification, or degree equivalent Experience Experience of and success at motivating and managing people. Experience of team/departmental leadership and ability to promote team spirit and enthusiasm. Experience of working in a computer environment. Experience of financial management including an understanding of book-keeping, accounts, budgeting & Payroll. Management experience in healthcare setting Change management experience. Skills Leadership skills Ability to work as part of multi-disciplinary team. Excellent communication and inter personal skills. Ability to listen and empathise Ability to delegate effectively. Appropriate IT skills, (above average) Chairmanship and co-ordination Good time management and prioritisation. Problem solving. Negotiating. Ability to manage change effectively. Networking skills. Facilitation and training skills. Ability to manage conflict. Ability to motivate others. Qualities Self motivating able to work with minimal direction. A real desire to provide quality service to patients. Adaptable, innovative, and proactive. Confident and enthusiastic. Honest, caring and sympathetic. Strategic thinking with vision. Good sense of humour, personable. Hard working, reliable and resourceful. Willing to work flexible hours as necessary. Calm under pressure. Diplomatic. Other Current driving licence (Preferably car owner) Non smoking environment (10)

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