Job summary
An exciting opportunity has arisen for an enthusiastic, motivated and forward-thinking practice manager to join our friendly and supportive team at Bryn Cross Surgery in Ashton-in-Makerfield.

Bryn Cross Surgery is a well-established suburban training practice serving approximately 5500 patients, with a committed and experienced clinical and administrative team. We are a member of the SWAN Primary Care Network (PCN). The successful candidate will work closely with our three involved and enthusiastic GP partners to lead the day-to-day management and future development of the practice. We value the relationship with our patients and take pride in the endeavour to deliver a high standard of care.

Main duties of the job
As practice manager, you will provide leadership across all aspects of practice operations, ensuring the delivery of safe, efficient and high-quality services to our patients. You will be accountable to the GP partners.

Key Responsibilities

• Overall operational management of the practice, ensuring staff achieve their primary responsibilities
• Strategic planning and service development
• Financial management, budgeting, contract monitoring and maximising profitability
• Governance, compliance and quality improvement
• Oversight of all aspects of HR, including recruitment, staff development and performance management
• Management of contracts for services (e.g. cleaning, gardening, window cleaning)
• Establishing, reviewing and regularly updating job descriptions and person specifications for staff and trainees allocated to the practice
• Management of CQC requirements and regulatory standards including health & safety and data protection
• Premises, IT and business continuity oversight
• Supporting the partners in achieving the practices clinical and organisational objectives
• Leading change and continuous improvement initiatives
• Supporting digital innovation and leading digital transformation initiatives in line with NHS priorities
• Collaborating with PCN colleagues, ICB representatives, community services, and partner organisations

About us
Bryn Cross Surgery has three supportive and engaged GP partners, two experienced practice nurses and one Advanced Clinical Practitioner (ACP). We have a dedicated, knowledgeable and long-serving reception and administrative team. We have a strong focus on patient care, teamwork and continuous improvement. There are opportunities for professional development and continuous learning.

Job responsibilities
The practice manager is responsible for:

Business Management

• Contract performance monitoring, review and sign up
• Keep abreast of new business changes and opportunities and produce workable solutions to present to the GP Partners
• Lead on business development, systems and project management
• Develop business protocols and procedures, review and update as required
• Manage the procurement of practice equipment, supplies and services within target budgets
• Maintain full and comprehensive insurance cover for the building and contents, including public and employers liability
• Attend business meetings and represent the GP practice at external meetings where considered appropriate by the GP Partnership, including PCN meetings.
• Lead the online presence of the practice
• Plan, schedule and chairing of meetings ensuring agendas are prepared, meeting minutes taken and actions undertaken
• Lead on all matters related to the management and maintenance of the practice premises
• Lead on health and safety matters and conduct annual risk assessments
• Ensure the fire safety standards and training are maintained in line with legislation
• Ensure the building is safe and secure at all times

Finance

• Explore and deliver opportunities to improve profitability through maximising income and management of overhead expenditure
• Manage contracts for services e.g. utilities, maintenance, gardening, window cleaning, etc ensuring value for money
• Maintain an effective liaison with the finance colleagues

Contract Delivery, Performance and Quality

• Lead on change and continuous improvement initiatives; coordinating all projects within the practice
• Interpret and lead on implementation of national, local and practice quality standards alongside the GP Partners
• Oversee the development and management of patient services
• Lead on all matters related to the demand and capacity of services and appointments and work with the GP Partners and the clinical team to overcome challenges and seek solutions together
• Lead on ensuring that all clinicians are registered with the appropriate professional body, revalidation has been undertaken and ensure that DBS and liability insurance is in place
• Lead on all matters related to the Care Quality Commission (CQC) registration and compliance with the registered manager
• Ensure the team achieve QoF targets
• Lead with the partners on Equality & Diversity
• Lead on all Health and Safety matters related to the GP practice
• Lead on IT matters including with the partners overseeing confidentiality and adherence to GDPR
• Respond appropriately to any Freedom of Information requests
• Implement the Practice Complaints Procedure
• Implement the Significant Events Procedure
• Alert other team members to issues of quality and risk
• Effectively manage own time, workload and resources
• Maintain responsibility for own personal development
• Communicate effectively with other team members, external agencies and organisations, with patients and carers and the Patient Group as and when appropriate
• Recognise peoples needs for alternative methods of communication and respond accordingly

Human Resources

• Lead on all matters related to human resource management in line with General Practice/NHS standards and good practice to include performance and disciplinary
• Be the direct line manager for the administrative team and on non-clinical matters for the nursing and salaried GP team
• Oversee the recruitment and retention of staff
• Oversee staff induction and ongoing training needs
• Lead on performance management for employed staff
• Develop staff skill-mix, monitor skill-mix, deployment of staff and set role boundaries
• Implement an effective staff appraisal process
• Ensure all staff have an up-to-date DBS check as required for their role
• Ensure all staff are competent and safe to carry out their work including initial employment checks
• Maintain and develop the practices employment policies and procedures to comply with all relevant employment legislation

Equality and Diversity

• The post holder will support the equality, diversity and rights of patients, carers and colleagues
• Act in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behave in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights

This job description does not represent an exhaustive list of duties and may be amended in the light of practice and service changes and developments. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

Person Specification
Experience
Essential

• Experience of working in an NHS Primary Care setting or GP Practice
• High levels of integrity with patient care being a priority
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Confident, assertive, and resilient
• Motivated with an ability to drive and deliver change effectively
• Flexibility to work outside of core office hours
• Maintains confidentiality at all time
• Experience of managing accounting procedures including budget and cash flow forecasting
• Experience of managing multidisciplinary teams
• Experience of performance management, including appraisal writing, staff development and disciplinary procedures
• Experience of successfully developing and implementing projects, workforce planning and practice development
• Excellent communication and interpersonal skills (written, oral and presenting)
• Strong IT skills (generic)
• Excellent leadership skills
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• SystmOne or similar user skills
• Effective time management (Planning & Organising)
• Ability to network and build relationships
• Ability to develop, implement and embed policy and procedure
• Ability to motivate teams enhance morale and maintain a positive working environment including team building sessions
• Polite and confident
• Flexible and cooperative
• Ability to use initiative and judgement with a solution focused approach

Qualifications
Essential

• Good standard of education with excellent literacy and numeracy skills

Desirable

• AMSPAR Qualification / Post Graduate level HR, Business or Primary Care Management qualification of similar

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.