Practice Manager, Firsway Health Centre, Trafford

Firsway Health Centre is a large, successful practice based in Sale, Cheshire. We have an exciting opportunity for an accomplished and experienced manager to lead and manage our Practice. We are seeking someone who is enthusiastic, motivated and has experience of HR, Health and Safety, Managing Finances and ensuring regulatory compliance. The ideal candidate will be flexible in their approach, working Monday to Friday and very occasionally at weekends. Previous experience in the NHS is welcomed but not essential.

The role encompasses all aspects of managing the organisation including assisting with strategic planning, managing income and expenditure, all aspects of human resource management, health and safety management as well as providing a high-quality service to our patient population.

Terms and Conditions: we offer membership of the highly respected NHS Pension Scheme and 25-30 days’ annual holiday entitlement including extra birthday day off.

Some remote working will be allowed, as to suite business requirements.

About us
We are a large practice with a patient list size of circa 15,400. We are a Partnership of 6, with 9 Salaried GPs, a nursing team of 5, an experienced managerial team of 7 (Business and Finance Manager, Deputy Practice Manager, Patient Services Managers, Medicines Managers) and a friendly group of administrative and reception staff. We are a training as well as a learning practice and regularly have 6 Specialist Trainees, a Foundation Year 2 doctor and undergraduate students based here. We also offer learning opportunities to other grades and have a large apprenticeship programme operating for clinical, managerial and administrative staff. We are active in our local, supportive, Primary Care Network and have excellent relationships with external stakeholders.
We have a strong culture of patient safety, high quality and empathy. Our Mission Statement reflects our values as a Practice with patients being at the heart of all of our activities.

Job description and Job responsibilities
Key areas of responsibility
Strategic management and planning
• Keep abreast of current affairs and identify potential threats and opportunities
• Contribute to practice strategy; formulate objectives and research and develop ideas for future practice development
• Monitor and evaluate performance of the practice team against objectives; identify and manage change
• Develop and maintain effective communication both within the practice and with relevant outside agencies
• Prepare and annually update the practice development/strategic plan, oversee the implementation of the aims and objectives
• Assess and evaluate accommodation requirements and manage any development and expansion plans
Financial management
• Manage practice budgets and seek to maximise income
• Understand and report on the financial implications of contract and legislation changes
• Manage practice accounts; submit year-end figures promptly and liaise with the practice accountant
• Monitor cash-flow, prepare forecasts and reports for the partners as required
• Oversee the manage and reconciliation of the Practice’s bank accounts; negotiate/liaise with the practice bankers
• Oversee and monitor the reconciliation of income and expenditure statements and purchase/sales ledger transactions
• Manage partners’ drawings
• Manage and monitor PAYE for practice staff and maintain appropriate records
• Manage contributions to the practice pension scheme(s) and maintain appropriate records
• Manage appropriate systems for handling and recording of cash and cheques and petty cash
• Ensure appropriate financial controls in place to protect access to the practice’s bank accounts
Human resources
• Oversee the recruitment and retention of staff and provide a general personnel management service
• Ensure that all staff are legally and gainfully employed. Monitor skill-mix and deployment of staff
• Manage staffing levels within target budgets
• Evaluate, organise and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role
• Develop and implement effective staff appraisal and monitoring systems
• Support and mentor staff, both as individuals and as team members
• Implement effective systems for the resolution of disputes and grievances
• Keep abreast of changes in employment legislation
• Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies)
Organisational
• Convene meetings as required and specifically: attend Partners meetings and take notes. Chair Management Meetings and Nurse Meetings and attend Practice Clinical Meeting
• Oversee the production of the annual calendar of meetings
• Develop practice protocols and procedures, review and update as required
• Ensure that practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place
• Manage the procurement of practice equipment, supplies and services within target budgets
• Develop and review health and safety policies and procedures and keep abreast of current legislation
• Arrange appropriate insurance cover
• Ensure that the practice has adequate disaster recovery and business continuity procedures in place
• Arrange appropriate maintenance for practice equipment
Patient services
• Adopt a strategic approach to the development and management of patient services
• 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
• Maintain registration policies and monitor patient turnover and capitation
• Oversee and/or develop repeat prescribing systems
• Oversee and/or develop and manage an effective appointments system
• Oversee and/or organise Practice timetables, duty rotas and holiday cover
• Routinely monitor and assess practice performance against patient access and demand management targets
• Develop and implement an effective complaints management system
• Liaise with patient groups/PALS (Patient Advice and Liaison Service)
Information management and technology and Information Governance
• Evaluate and plan practice IT implementation
• Keep abreast of the latest developments in primary care IT including DoH (Department of Health) initiatives such EPRs (electronic prescribing records) and disease coding and regularly update the practice management team
• Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training
• Set targets and monitoring standards for data entry and data collection
• Ensure that the practice has effective IT data security, back-up, maintenance and disaster recovery plans in place
• Ensure all procedures/policies around Information Governance are in place together with organising and keeping records of staff training
• Liaise with the CCG regarding systems procurement, IT funding and national IT development programmes.
• Maintain the practice’s website.
Health & safety
• The post-holder will implement and lead on the full range of promotion and management of their own and others’ health, safety and security as defined in the practice health and safety policy, the practice health and safety manual and the practice infection control policy and published procedures. This will include (but will not be limited to):
• Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
• Maintain an up to date knowledge of health and safety and infection control statutory and best practice guidelines and ensure implementation across the business
• Using personal security systems within the workplace according to practice guidelines
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business
• Making effective use of training to update knowledge and skills and initiate and manage the training of others
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards and initiation of remedial/corrective action where needed
• Actively identifying, reporting and correction of health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general/patient areas generally clean, identifying issues and hazards/risks in relation to other work areas within the business and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers
• Undertaking periodic infection control training (minimum annually)
• Routine management of own team/team areas and maintenance of work space standards
Communication
• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise people’s needs for alternative methods of communication and respond accordingly
Contribution to the implementation of services
• Apply practice policies, standards and guidance.
• Update information according to CQC guidelines.
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate
Representation of the Practice externally
Active engagement with and attendance at each meeting of the Sale Central Primary Care Network
Engage with all statutory bodies external to the practice as required including Trafford Clinical Commissioning Group and any subsequent successor, CQC, Trafford Council
Person Specification
Qualifications
Essential
• Preferably educated to degree level, but certainly with evidence of a sound education to A level standard or equivalent
• Evidence of a commitment to continuing professional development
• Relevant management or finance qualification or degree
• Experience
Desirable
• Relevant management or finance qualification or degree
Experience
Essential
• Experience of and success at communicating and managing people
• Experience of working in teams and able to promote a team spirit
• Working in an IT environment
• Experience as a business manager, with knowledge of employment law and small business accounts
Desirable
• Management experience in the NHS or in practice management
Skills
Essential
• A solutions focused approach
• Intelligent with a fast learning ability
• Excellent communication (oral and written) and inter-personal skills
• Ability to listen and empathise
• Delegation and empowerment of staff
• Appropriate IT skills
• Leadership skills, including excellent people management skills
• Good time management
• Computer literate
• Problem solving
• Negotiating and managing conflict
• Able to manage change and cope with pressure
• Networking and facilitation
Qualities
Essential
• Good sense of humour, personable
• Self motivating and self confident able to work with minimal direction
• Adaptable and innovative
• Enthusiasm, with energy and drive
• Gains respect by example and leadership
• Trustworthy, honest, reliable, caring and sympathetic
• Strategic thinking with vision
• Hard working, reliable and resourceful
• Willing to work flexible hours as necessary
• Considered, steady approach
• Diplomacy
For further details, or to arrange an informal visit, please contact Lauren Hinds, Deputy Practice Manager or email laurenhinds@nhs.net .
www.firswayhealthcentre.co.uk

For more information about this job vacancy please contact Lauren Hinds, laurenhinds@nhs.net.

Connect with Firsway Health Centre on Workforce Connect

Firsway Health Centre, Jackson and Partners, 121 Firsway, Sale, Cheshire, M33 4BR (view map). For more information about the practice please visit https://www.firswayhealthcentre.co.uk/.

Closing date: 05/01/2024Job reference: Practice Manager Firsway Health CentreJob type: PermanentStaff group: Administrative and ClericalJob location: TraffordEmployer: Firsway Health CentreSalary: £45,000 to £55,000