Abbey Medical Practice is looking for a dynamic and forward-thinking Practice Manager to join its supportive and friendly team. Based close to the centre of Lincoln, we provide a full range of GMS services to our patient population of 9000, along with being a training Practice.
The Practice is fortunate to be based in modern premises, with our original building having undergone a major refurbishment and extension two years ago.
Main duties of the job
The successful candidate will be accountable to the three GP Partners and work closely with our clinical and non-clinical teams to provide a high-quality service to our patients, as well as running the Patient Participation Group. We work closely with our Primary Care Network (IMP PCN), consisting of 9 local Practices to provide additional services and employ staff to work across the PCN to add to all our teams. The role is a challenging one, but an exciting opportunity for the right candidate. Experience and knowledge in HR, Finance, IT, Health and Safety, and CQC compliance would be ideal. Strong leadership skills, excellent communication processes, a positive approach to team working, and a desire to deliver a high standard of patient care are essential to be successful in this role. About us
The clinical team here at Abbey consists of GPs, ANPs, Practice Nurses, Nursing Associates, and Phlebotomists. They are supported by staff from the Additional Roles Reimbursement Scheme (ARRS) which includes Pharmacists, Mental Health Nurses, and a First Contact Physio. Our Reception and Administration teams make up the non-clinical side of the practice. Our Nursing, Reception, and Administration teams are all well led by our team leaders, who then work closely with the Practice Manager. We have a big emphasis on teamwork at Abbey, not only within the individual teams but as a Practice-wide team. We have regular team meetings and practice meetings to discuss any issues which arise or different ways of working, along with reviewing any significant events. Job responsibilities
The following are the core responsibilities of this role. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels. The Practice Manager is responsible for: Overseeing the day-to-day operations of the organisation, ensuring staff achieve their primary responsibilities Functional management of all clinical and administrative staff Direct line management of the following staff: Lead Nurse, Senior Receptionist, Senior Administrator, and salaried GPs Managing the recruitment and retention of staff; develop, implement and embed an effective succession plan Key liaison with Primary Care Network, the PCN Manager and any ARRS staff who provide a supporting service at the organisation Ensuring that all staff undertake a robust induction process, including staff employed via the PCN Establishing, reviewing and regularly updating job descriptions and person specifications. Ensuring all staff are legally and gainfully employed Developing, implementing and embedding an effective staff appraisal process Implementing effective systems for the resolution of disciplinary and grievance issues Maintaining an effective overview of and ensuring compliance with HR legislation Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively Managing the financial elements of the organisation, including budgets, bank accounts, Xero accounting system, petty cash, etc., seeking to maximise income and reduce expenditure in conjunction with the partners Maintaining an effective liaison with the accountant, overseeing organisation accounts, ensuring year-end figures are presented Briefing partners on all financial matters, including forecasting Managing and processing partners drawings, PAYE, and pensions for practice staff Ensuring the organisation has appropriate insurance cover Developing, implementing and embedding an efficient business resilience plan (BRP) Managing contracts for services, cleaning Managing the procurement of organisation equipment, supplies and services Coordinating the reviewing and updating of all organisation policies and procedures Leading change and continuous improvement initiatives; coordinating all projects within the organisation Coordinating and leading the compilation of organisation reports and the practice development plan (PDP) Ensuring the team reaches QOF targets (supported by the nursing and administrative leads) Adopting a strategic approach to the management of all patient services matters Developing, implementing and embedding an effective communication strategy (internal and external) Ensuring the organisation maintains compliance with its NHS contractual obligations Actively encouraging and promoting the use of patient online services Publishing communications for internal and external use such as an organisation newsletter on a quarterly basis Maintaining the organisation and NHS choices websites Liaising at external meetings as required Marketing the practice appropriately Management of the Patient Participation Group Effectively managing all complaints in line with current legislation and guidance The management of the premises, including leading on health and safety aspects such as risk assessments and mandatory training Managing the organisation IT system, delegating staff to act as administrators Ensuring compliance with IT security and IG Coordinating the organisation diary, ensuring meetings are scheduled appropriately In addition to the primary responsibilities, the manager may be requested to: Deputise for the Partners at internal and external meetings Act as the primary point of contact for NHS(E), ICB, community services, suppliers and other external stakeholders Partake in audit as requested by the audit lead Person Specification
Experience Essential
Experience of working with the general public Experience of managing accounting procedures including budget and cash flow forecasting Experience of working in a healthcare setting Experience of managing large multidisciplinary teams Experience of performance management including appraisal writing, staff development, and disciplinary procedures Experience of successfully developing and implementing projects Experience of workforce planning, forecasting, and development Desirable
NHS/primary care general practice experience Relevant health and safety experience Qualifications
Essential
Good standard of education with excellent literacy and numeracy skills Desirable
Educated to degree level in healthcare or business Leadership and/or management qualification AMSPAR qualification Personal qualities
Essential
Polite and confident Flexible and cooperative Excellent interpersonal skills Motivated and proactive Ability to use initiative and judgement Forward thinker with a solutions-focused approach High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure Confident, assertive and resilient Ability to drive and deliver change effectively Skills
Essential
Ability to exploit and negotiate opportunities to enhance service delivery Excellent communication skills (written, oral, and presenting) Strong IT skills (generic) Excellent leadership skills Strategic thinker and negotiator Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment Effective time management (planning and organising) Ability to network and build relationships Proven problem solving and analytical skills 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 Desirable
SystmOne (Clinical system) user skills Other requirements
Essential
Flexibility to work outside of core office hours Disclosure Barring Service (DBS) check To be discreet and always maintain confidentiality Full UK driving licence
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The successful candidate will be accountable to the three GP Partners and work closely with our clinical and non-clinical teams to provide a high-quality service to our patients, as well as running the Patient Participation Group. We work closely with our Primary Care Network (IMP PCN), consisting of 9 local Practices to provide additional services and employ staff to work across the PCN to add to all our teams. The role is a challenging one, but an exciting opportunity for the right candidate. Experience and knowledge in HR, Finance, IT, Health and Safety, and CQC compliance would be ideal. Strong leadership skills, excellent communication processes, a positive approach to team working, and a desire to deliver a high standard of patient care are essential to be successful in this role. About us
The clinical team here at Abbey consists of GPs, ANPs, Practice Nurses, Nursing Associates, and Phlebotomists. They are supported by staff from the Additional Roles Reimbursement Scheme (ARRS) which includes Pharmacists, Mental Health Nurses, and a First Contact Physio. Our Reception and Administration teams make up the non-clinical side of the practice. Our Nursing, Reception, and Administration teams are all well led by our team leaders, who then work closely with the Practice Manager. We have a big emphasis on teamwork at Abbey, not only within the individual teams but as a Practice-wide team. We have regular team meetings and practice meetings to discuss any issues which arise or different ways of working, along with reviewing any significant events. Job responsibilities
The following are the core responsibilities of this role. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels. The Practice Manager is responsible for: Overseeing the day-to-day operations of the organisation, ensuring staff achieve their primary responsibilities Functional management of all clinical and administrative staff Direct line management of the following staff: Lead Nurse, Senior Receptionist, Senior Administrator, and salaried GPs Managing the recruitment and retention of staff; develop, implement and embed an effective succession plan Key liaison with Primary Care Network, the PCN Manager and any ARRS staff who provide a supporting service at the organisation Ensuring that all staff undertake a robust induction process, including staff employed via the PCN Establishing, reviewing and regularly updating job descriptions and person specifications. Ensuring all staff are legally and gainfully employed Developing, implementing and embedding an effective staff appraisal process Implementing effective systems for the resolution of disciplinary and grievance issues Maintaining an effective overview of and ensuring compliance with HR legislation Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively Managing the financial elements of the organisation, including budgets, bank accounts, Xero accounting system, petty cash, etc., seeking to maximise income and reduce expenditure in conjunction with the partners Maintaining an effective liaison with the accountant, overseeing organisation accounts, ensuring year-end figures are presented Briefing partners on all financial matters, including forecasting Managing and processing partners drawings, PAYE, and pensions for practice staff Ensuring the organisation has appropriate insurance cover Developing, implementing and embedding an efficient business resilience plan (BRP) Managing contracts for services, cleaning Managing the procurement of organisation equipment, supplies and services Coordinating the reviewing and updating of all organisation policies and procedures Leading change and continuous improvement initiatives; coordinating all projects within the organisation Coordinating and leading the compilation of organisation reports and the practice development plan (PDP) Ensuring the team reaches QOF targets (supported by the nursing and administrative leads) Adopting a strategic approach to the management of all patient services matters Developing, implementing and embedding an effective communication strategy (internal and external) Ensuring the organisation maintains compliance with its NHS contractual obligations Actively encouraging and promoting the use of patient online services Publishing communications for internal and external use such as an organisation newsletter on a quarterly basis Maintaining the organisation and NHS choices websites Liaising at external meetings as required Marketing the practice appropriately Management of the Patient Participation Group Effectively managing all complaints in line with current legislation and guidance The management of the premises, including leading on health and safety aspects such as risk assessments and mandatory training Managing the organisation IT system, delegating staff to act as administrators Ensuring compliance with IT security and IG Coordinating the organisation diary, ensuring meetings are scheduled appropriately In addition to the primary responsibilities, the manager may be requested to: Deputise for the Partners at internal and external meetings Act as the primary point of contact for NHS(E), ICB, community services, suppliers and other external stakeholders Partake in audit as requested by the audit lead Person Specification
Experience Essential
Experience of working with the general public Experience of managing accounting procedures including budget and cash flow forecasting Experience of working in a healthcare setting Experience of managing large multidisciplinary teams Experience of performance management including appraisal writing, staff development, and disciplinary procedures Experience of successfully developing and implementing projects Experience of workforce planning, forecasting, and development Desirable
NHS/primary care general practice experience Relevant health and safety experience Qualifications
Essential
Good standard of education with excellent literacy and numeracy skills Desirable
Educated to degree level in healthcare or business Leadership and/or management qualification AMSPAR qualification Personal qualities
Essential
Polite and confident Flexible and cooperative Excellent interpersonal skills Motivated and proactive Ability to use initiative and judgement Forward thinker with a solutions-focused approach High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure Confident, assertive and resilient Ability to drive and deliver change effectively Skills
Essential
Ability to exploit and negotiate opportunities to enhance service delivery Excellent communication skills (written, oral, and presenting) Strong IT skills (generic) Excellent leadership skills Strategic thinker and negotiator Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment Effective time management (planning and organising) Ability to network and build relationships Proven problem solving and analytical skills 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 Desirable
SystmOne (Clinical system) user skills Other requirements
Essential
Flexibility to work outside of core office hours Disclosure Barring Service (DBS) check To be discreet and always maintain confidentiality Full UK driving licence
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