Fordhouses Medical Centre is looking for an organised and enthusiastic individual to join our small yet busy GP practice based in Wolverhampton. We are looking for someone who is self-motivated and has strong leadership skills to work as a key member of the management team. Essentially, candidates must have operational management experience, competency in office IT, excellent people-management, communication and organizational skills at all levels, but above all must be trustworthy, reliable and dedicated.
Supported by a dedicated management, administrative and clinical team, you will also have the vision, willingness and drive to move the practice forward, adapt to NHS targets and changes within a profitable, efficient working environment.
We offer all staff the chance to further their development and help them reach their career goals and full potential.
Responsible to/reporting to: The Business Manager/GP Partner
Starting salary £19-£22 /hr, depending on qualifications and experience.
20-25 Hours per week. 4 days a week.
Please see detailed job description below.
About us
Fordhouses Medical Centre is a single-handed GP Practice with a branch site within Pendeford Health Centre. This is a small but well-established medical practice, respected by patients for its high standard of patient care, collaborative working and mainly continuity of care.
We have a strong motivated team of a GP Partner and long-term locum GPs along with a clinical pharmacist and a nursing team including a practice nurse, HCA as well as a friendly supportive admin team.
The suitable Practice Manager will:
· Have previous experience in the day-to-day running of a busy NHS General Practice
· Have a minimum of 2 years’ experience within practice management
· Have proven track record in management, preferably in a primary care setting
· Demonstrate knowledge and experience within finance and competent in business management.
· Be flexible, approachable and possess a positive attitude
· Possess a self-motivation and forward-thinking approach
· Have the ability to manage change through motivation and leadership
· Demonstrate excellent organisational, management and planning skills,
· Be confident and competent with IT and communication skills
· Have the ability to identify training and development needs in self and others, as well as experience of appraising staff
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Closing date for applications: 31.07.2024, although we reserve the right to close the vacancy from further applications when we have received a suitable number of applications from which to make a shortlist. We therefore suggest that you apply at an early stage to avoid disappointment.
JOB DESCRIPTION – PRACTICE MANAGER
RESPONSIBLE TO
The Practice Manager is responsible to GP Partner and the Business Manager
PURPOSE OF POST
- To ensure delivery of high-quality care to patients of the practice.
- To provide management for the practice in terms of:
· Leadership
· Strategic management
· Operational management
· Communication
· Project management
· Business development
· Financial planning and management
· Management of service delivery
· Contract delivery and performance
· All aspects of HR management
- To represent Fordhouses Medical Centre to patients and at events external to the practice.
MAIN DUTIES
Communicating and Working with Others
The Practice Manager will be responsible for ensuring that all methods of communication in the practice operate effectively to the benefit of patients and team members. This will include:
· Working with others including all stakeholders (partners, staff team, carers, clients and colleagues both within and outside the practice).
· Communicating through all means including written and verbal, meetings, email, patient information leaflets, practice web site etc.
· Planning, scheduling and convening/chairing meetings, ensuring agendas are prepared, attendance, minutes and actions taken.
· Ensuring that decisions are based on appropriate consultation, investigation and evidence and that decision-making processes follow an agreed structure of which everyone is aware.
HR Management
The Practice Manager will ensure that the practice’s staff team is able to deliver the services required to the highest possible standard. This will include:
· Interpreting and applying the rights and responsibilities of staff in a way that is consistent with current legislation and practice policies.
· Monitoring the effectiveness of equality, diversity and employment rights policies and procedures, reviewing how they are implemented and making changes as necessary to ensure compliance.
The Practice Manager will manage the practice’s staff to ensure that teams are led and work effectively, that work is appropriately delegated and results delivered, that processes of recruitment and selection are effective and comply with current legislation and that performance and disciplinary issues are handled with sensitivity and in compliance with current legislation. This will include:
· Ensuring team members have a clear understanding of work objectives and work with commitment.
· Ensuring teams contain a suitable mix of knowledge, skills and experience wherever possible.
· Providing teams with the resources they need.
· Encouraging team spirit and motivation.
· Maintaining team performance even at times of absence or shortage, redeploying staff as necessary.
· Delegating work activities to team members as appropriate.
· Recruiting staff in a manner which complies with current legislation.
· Applying a recruitment policy which includes the creation of job descriptions and personal specifications, ensures that potential applicants both within and outside the practice are aware of opportunities and ensures that the people recruited are capable of achieving the practice’s requirements.
· Monitoring and highlighting workforce planning issues.
· Ensuring good skill mix so that tasks are undertaken by team. members with appropriate competence/training and maximum value for money.
· Providing clear feedback to team members on their performance and a chance for the team member to respond to the feedback through appraisal on an ad hoc basis.
· Monitoring individuals’ performance, recording the information and supporting them in improving their performance.
· Taking action to remedy poor performance or poor conduct in compliance with current employment legislation and practice policies.
· Ensuring all practice HR policies are up to date and in line with current legislation.
Optimising Resources: physical and financial resources
The Practice Manager will ensure that the practice’s physical and financial resources are managed and maintained for maximum effectiveness including maximising the practice’s financial resources. This will include:
· Ensuring financial risks are recognised and that appropriate action
is taken.
· Planning and management of QOF workload, delegation of areas of responsibility/duties to staff and doctor teams, monitoring progress and monthly reporting to Partners and ensuring plans are carried out and corrective action taken to maximise achievement.
· Ensuring that the practice’s allocation of NHS resources is fair and equitable at a local level.
· Presenting financial plans, monitoring information and reports to the partnership as required.
· Ensuring that resources are used efficiently and effectively by the whole team.
· Identifying problems with resources including premises and facilities and taking appropriate action.
· Controlling and storing resources according to requirements and specifications.
· Ensuring the maintenance of records of asset use and maintenance
· Ensuring that effective safeguards are in place to prevent fraud
· Manage income and expenditure systems (banking, petty cash, invoicing etc).
Managing Access to Services and Developing Patient Services
The Practice Manager will be responsible for ensuring that patients are able to access the services of GPs, Practice Nurses and other team members in accordance with agreed standards. This will include:
· Monitoring appointment availability both in advance and on a daily basis and ensuring appropriate action is taken, for example locum cover booked.
· Planning well ahead for absences such as annual leave.
· Regularly reviewing access arrangements, for example demand surveys, access audits and recommending changes.
· Ensuring adequate levels of all types of staffing.
· Monitoring and developing patient services.
· Ensuring service development and delivery is in accordance with contractual and local/national guidelines including commissioning
· Monitoring and maintaining registration policies, monitoring patient turnover and list size.
· Ensuring that the delivery of practice services in accordance with equality legislation and protects all patients’ and carers’ rights.
Optimising Resources: IT and information
The Practice Manager will be responsible for ensuring that the practice’s IT resources (hardware and software and data) are effectively managed and maintained to protect the integrity of patient records and other records and ensure that resources are used to the best benefit of patient care. This will include:
· Ensuring that all team members are able to make the most effective use of the technology they are required to work with.
· Ensuring that data and information are received at the correct time, in the correct format, are processed accurately in an agreed format, are appropriately actioned, are stored securely and are transmitted in a way that ensures confidentiality.
· Ensuring the practice’s compliance with the Data Protection Act and Freedom of Information Act, other relevant legislation and professional information management standards such as GMC guidance.
· Implementing and monitoring systems which ensure that patient confidentiality is protected at all times by all staff, who are aware of their responsibilities.
· Ensuring the practice has systems and processes for effective data processing and management.
· Monitoring, evaluating and adjusting the ways in which technology is used in order to benefit patients and the practice.
· Planning for future adoption of new applications of IT to develop and enhance service delivery.
· Develop and maintain the practice web site/intranet.
Managing Risk
The Practice Manager will ensure that potential risks to the practice and its work, including those concerning health and safety of individuals, are identified, addressed and minimised in line with relevant legislation and best practice. This will include:
· Monitoring relevant legal and statutory requirements and their implications for the practice, including the consequences of non-compliance.
· Reviewing policies and procedures to ensure compliance.
· Identification of risks involved in work activities, management of risks and support to others in management of risks.
· Monitoring of work areas and practices to ensure they are safe and free from hazard and that they conform to health and safety legislation.
· Compliance with professional and legal requirements and guidelines
· Delivery of appropriate education and training in health and safety.
· Ensure the practice has a Disaster Recover policy that is updated and in which everyone is trained.
· Ensure all insurances are appropriate and up to date.
Leading Change
The Practice Manager will ensure that changes in the practice are led and managed in an effective manner to ensure successful outcomes. This will include:
· Leading the practice’s strategic and operational planning processes including setting objectives and monitoring progress.
· Anticipating and planning for change and development.
· Assessing risks associated with change.
· Maintaining the practice’s vision.
· Presenting recommendations for developments to the partnership including writing business and development plans as required.
· Maintaining stability and morale at times of change.
· Creating an environment that ensures that the team performs at its best.
· Managing people through changes, planning, monitoring, motivating and evaluating.
Improving Quality
The Practice Manager will support the practice in ensuring that patient care is delivered to the best possible quality. This will include:
· Ensuring that the practice complies with current clinical governance recommendations.
· Keeping up to date with quality developments and current best management practice.
· Enabling others to understand their contribution to quality and working to quality standards.
· Monitoring activities against quality standards, auditing performance and taking effective corrective action to improve performance against standards.
· Investigating and addressing poor quality.
· Evaluating the quality of own and others’ work and re-evaluating after change.
Training and Developing Others
The Practice Manager will ensure that practice staff perform to the best of their ability in their roles by making sure that appropriate training and development processes are in place. This will include:
· Developing and maintaining a culture of learning in the practice.
· Ensuring that the practice has a learning plan which is delivered.
· Ensuring that the practice has systems to identify learning needs, including an appraisal scheme.
· Ensuring that individuals’ learning needs are identified and acted upon by seeking appropriate learning opportunities.
· Supporting team members in developing and applying their knowledge and skills in practice.
· Developing and maintaining process in the practice such as audit and significant event to ensure that learning opportunities are recognised and acted upon by the whole team.
Patient Complaints
The Practice Manager will be responsible for ensuring that all patient complaints are handled in accordance with the practice’s Complaints Procedure. This will include:
· Ensuring patients know how to complain and to whom.
· Ensuring that complaints are acknowledged within the recommended timescale.
· Ensuring that complaints are efficiently and fairly investigated.
· Ensuring that advice and support are sought as appropriate from the practice’s medical defence provider.
· Making sure that the patient receives a response to their complaint within the recommended timescale.
· Ensuring that the complaint is used as a learning opportunity for the practice.
· Ensuring the complaints procedure is updated in line with changes to national complaints procedure
Confidentiality
In the course of their duties, the PM will have access to confidential information relating to patients, their carers and relatives and colleagues within and outside the practice. They may also have access to information relating to the practice as a business. All such information from any source whatsoever will be treated as strictly confidential.
Information relating to patients, their carers and relatives and colleagues within and outside the practice and in relation to the practice as a business will only be shared in accordance with the practice’s Confidentiality Policy, the Data Protection Act and the Freedom of Information Act and in such a way that personal and sensitive patient-identifiable data is protected
The Practice Manager is responsible for ensuring that the practice’s confidentiality and Data Protection policies are updated and implemented and that all staff are adequately trained and that training is updated.
Equality and Diversity
The Practice Manager will comply with the practice’s Equality and Diversity Policy, including:
- Recognising the rights of patients, carers, relatives and colleagues and respecting their needs, beliefs, privacy and dignity.
- Not discriminating against patients, carers, relatives or colleagues on the grounds of any of the protected characteristics in the Equality Act 2010 (or its amendments or later legislation).
- Ensuring practice’s Equality and Diversity policy is reviewed and implemented, including taking action if discriminatory practice of any kind is identified and that regular training is in place.
- Ensuring equity of access to services and equity of delivery of services to minority, marginalised or disadvantaged groups.
- Supporting those who need advocacy to exercise their rights.
- Respecting the rights of patients to accept or refuse treatment or a care provider.
Other Duties
The Practice Manager may, from time to time, be asked to undertake other reasonable duties, with appropriate training. It is important that all members of staff are prepared to undertake additional or relinquish current duties to maintain service delivery to patients. It is expected that requests from the Partner/Business Manager will not be unreasonably refused.
Job Types: Part-time, Permanent
Pay: £19.00-£22.00 per hour
Ability to commute/relocate:
- Wolverhampton, West Midlands: reliably commute or plan to relocate before starting work (required)
Experience:
- Medical Practice Management: 2 years (required)
- Practice Manager: 2 years (preferred)
Work Location: In person
