Practice Manager – Gibson Lane Practice
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Practice Manager - Gibson Lane Practice
BASE – Gibson Lane, Kippax, Leeds LS25 7JN , with branch surgeries in Garforth and Monk Fryston
SALARY - £50k - £55k per annum
HOURS – 37 and a half per week, full time
STARTING DATE – 1st January 2025 (but negotiable)
INTERVIEWS – September 2024
RESPONSIBLE TO – The Partners
ACCOUNTABLE TO – The Partners
RESPONSIBLE FOR – Management of Gibson Lane Practice
JOB SUMMARY
• To provide leadership and management skills to the practice
• To work with the team to support the development of Gibson Lane Practice in the ever-changing environment of the NHS
• To ensure the practice achieves its contractual targets and sustains financial viability
• To manage the operational requirements of the practice
• To represent the practice at any external meetings as required
• To ensure the practice complies with CQC regulations and contractual requirements
• To ensure effective, efficient, and safe working with IT (Information Technology) within the practice
CORE FUNCTIONS
LEADERSHIP:
• To work closely with the lead GP (General Practitioner)
• To develop and maintain effective relationships with all key stakeholders, both internal and external
• To contribute to the development of the practice
• To effectively lead, manage and develop practice staff, building a collaborative working environment and ensuring an efficient and excellent service
• To work closely with the practice Business Manager to ensure all monetary claims are made as required, to review all annual contracts for the surgery, to manage the procurement of practice equipment, supplies, and services within agreed budgets
• Liaise with solicitors on legal matters
PATIENT SERVICES:
• To ensure that the practice complies with NHS contractual obligations in relation to patient care
• To maintain registration policies and monitor patient turnover and capitation
• To oversee and manage effective appointment systems
• To routinely monitor and assess practice performance against patient access and demand targets
• To oversee the complaints management system with the Office Manager
• To manage the significant events system
• To represent the practice at the Patient Participation Group (PPG)
• To manage any complaints relating to clinical negligence or any sent to the ICB
STAFFING:
• To be responsible for ensuring all staff are effectively recruited and inducted into the organisation
• To be responsible for the management and development of all staff
• To directly line manage other managers in the organisation such as Office Manager, Business Manager, Operations Manager
• To ensure that any disciplinary/capability/grievance issue is effectively managed
• To ensure that the absence management policy is consistently and effectively applied throughout the practice
• To manage staffing levels within an agreed budget
• To ensure that up to date HR documentation is maintained, working with the Business Manager
• To ensure that all relevant HR policies, procedures, and processes are developed, maintained, and communicated to staff
• To ensure that all relevant administration for partners, salaried gps and nurses is effectively managed eg GMC, MDU (working with the Business Manager)
• To ensure that all staff receive the necessary training to meet the requirements of their roles
• To keep abreast of changes in employment legislation
• To be the registered ‘Freedom to Speak up Guardian’ for the practice and to undertake any relevant training required for this role.
STRATEGIC:
• To represent the practice in a range of forums eg PCN, ICB
• To provide and receive highly complex, sensitive, and contentious information and to present information to a wide range of internal and external stakeholders in formal settings
• To effectively manage organisational change, involving and communicating with key stakeholders as appropriate
• To adopt a strategic approach to the development and management of patient services
• To develop strong working relationships with local practices, ICB, NHS England and LS25/26 PCN
• To chair relevant meetings with varied internal and external key stakeholders eg practice meetings
• To maintain a good knowledge of emerging policies, procedures, and requirements from government departments, feeding these back to the partners to inform thinking and development for the practice
• Ensure service development and delivery is in accordance with local and national guidelines
• Ensure that the practice complies with NHS contractual obligations in relation to patient care
• To be responsible for key performance measures including LES, DES, QOF, QIS, GPOP, childhood immunisations and any future incentive targets
• To ensure the practice complies with CQC regulations
• To ensure that the practice dispensary is run efficiently and adheres to the relevant legislation; working with the Business Manager to achieve a profitable process
INFORMATION MANAGEMENT AND TECHNOLOGY:
• To be the nominated Data Protection Officer for the practice
• To ensure that information governance systems are updated appropriately
• To ensure that all Practice IT and telephone systems always function effectively and liaise with external providers where necessary to resolve any issues alongside the Business Manager
• To keep abreast of new technology and ensure existing IT is used to its full potential
• To liaise with computer suppliers and user groups
• To ensure that all practice system users are trained to maximise use of all software and hardware
• To ensure compliance with national, NHS and practice data protection and release guidelines
• To ensure the IG and DSP toolkit requirements are met
• To ensure National Workforce Service requirements are met, working alongside the Business Manager
• To be IT lead for the practice – to deal with any IT issues, ensure the practice has effective IT data security, to maintain the practice disaster recovery plan, to maintain the practice website, to support all staff in use of IT systems and oversee/evaluate IT training
COMMUNICATION:
• Ensure compliance with the latest NHS recommendations
• Understand the practice communication systems
• Build and maintain good working relationships with the NHSE, CCG, hospitals, community agencies, other GP practices, the LS25/26 PCN, South & East Leeds GP Group, Leeds GP Confederation, pharmacists, voluntary and private organisations
• Represent the practice at meetings and seminars
• Assist and support the doctors corporately and at individual level to fulfil the requirements of revalidation and annual appraisal
• Present a professional image and always promote the practice
• Share skills and expertise with others
PREMISES AND EQUIPMENT (WILL BE SUPPORTED BY SENIOR GP PARTNER AND BUSINESS MANAGER):
• Responsible for the management of the building
• Represent the practice to negotiate contracts and their renewals
• Liaise with NHSE in relation to notional rent reviews
• Ensure property owned by the GP Partners is safe, effective, and fit for purpose along with the Operations Manager
• Responsible for planning and premises expansion projects
FINANCE:
Work with the GP Partners to:
• Ensure the Practice meets and fully complies with the contractual requirements set by NHSE
• Develop and implement processes to achieve clinical targets of QOF, QIS, Directed and Local Enhanced services and the Impact and Investment fund targets (IIF PCN) (working with the Business Manager)
• Directly contribute to profit improvement by exploring areas for increasing income and reducing costs.
GENERAL:
• To take responsibility for maintaining confidentiality at all times
• To adhere to the provisions of the Health and Safety at Work Act and to ensure their own safety and the safety of colleagues and patients
• To actively participate in an annual appraisal, agreeing mandatory training requirements and development needs
• To be aware of their individual responsibilities under the Equal Opportunities Policy and ensure they adhere to the provisions of the policy
• To present a professional image and always promote the practice
This job description is not exhaustive. It describes the main duties and responsibilities of the post. It may be subject to change considering developing organisational and service needs – any change will follow consultation with the post holder.
PERSON SPECIFICATION – PRACTICE MANAGER:
EXPERIENCE
ESSENTIAL:
Experience of sustained success as a manager delivering across budgetary control, practice leadership and staff management.
Demonstrable evidence of success in operational management, including recruitment and retention of staff.
Experience of establishing and delivering systems and processes within a highly regulated environment.
Experience of managing through complex and unpredictable change.
Experience of managing IT (Information Technology) systems.
Demonstrably successful staff management experience, including the setting of objectives, team and individual appraisal, recruitment, and disciplinary issues.
DESIRABLE:
Experience of working in Primary Care
Experience of working within a Primary Care Network
Experience of involvement in a provider response to a CQC inspection
QUALIFICATIONS
ESSENTIAL:
Educated to a degree level OR with demonstrable evidence of having acquired an equivalent amount of directly relevant experience across a range of relevant operational areas.
GSCE or equivalent grades 4 (C) or above.
Demonstrable evidence of continuing professional development relevant to the role.
KNOWLEDGE
ESSENTIAL:
Sound knowledge of budget and economic management processes
Knowledge of IT systems
Knowledge of all relevant legislative processes for management of an organisation
DESIRABLE:
Knowledge of the workings of the NHS, Primary Care – including Primary Care Networks and General Practice
Knowledge of the functioning of Electronic Patient Record systems – Systmone
Knowledge of Leeds Heath Care System structures and ability to understand local arrangements
PERSONAL ATTRIBUTES
ESSENTIAL:
Demonstrates self-awareness, an understanding of own impact on others and an ability to manage self, achieve results and maintain professional conduct in difficult and challenging situations.
Personally, and professionally motivated to achieve against the highest standards.
Demonstrates innovation and creativity in decision making by encouraging new ways of working developing a culture of continual improvement.
Able to negotiate with, and influence staff, non-employed workers, and partners irrespective of level of seniority and often without direct accountability or control.
Is responsive and flexible, proactively searches for ways to make improvements.
Recognises the limits of own skills and abilities and looks to others for expertise and support, as necessary.
Recognises and works within the limits of delegated authority.
Recognises the importance of individual contribution towards effective team performance and is consistently able to get the best out of their team and others they work with.
SKILLS
ESSENTIAL:
Excellent leadership skills, able to articulate and communicate a clear vision and ensure effective implementation.
Ability to resolve conflict in an effective manner.
Ability to set realistic and achievable objectives for self and others and is tenacious in the pursuit of achievement.
Ability to establish and maintain credibility with all levels of staff. Is honest, fair, and supportive and able to establish effective rapport with staff, peers, and wider networks.
Ability to work under pressure and meet deadlines.
An excellent communicator with strong and effective influencing skills.
Good IT skills across a range of systems including the full range of Microsoft office packages, banking, and accounting software, and SystmOne.
OTHER
ESSENTIAL:
Independently mobile between practice sites
Able to work flexibly to meet the needs of the practice
Disclosure and Barring Service Check approval
