Practice Manager

Job Responsibilities: Contract Management Manage all Practice contracts with the support of the Contracts Manager PCN, QOF, Public Health, Local Enhanced Services and others. Negotiate reviews of current contracts and new contracts. Finance In collaboration with our accountants and the Partners oversee the financial processes of the Practice. Strategy & Planning Support the Partners in developing and reviewing the strategy and plans on an annual basis. Provide the necessary detailed information for these discussions. People Development and Management Ensure all staff have active development plans with effective appraisals and supervision. Manage Direct Reportees Operations Manager, Office Manager and care coordinators. External Partner Liaison This is a key part of the role and will involve liaison with a variety of organisations but in particular: East PCN Norfolk and Suffolk ICB Local Practice Managers Forum. Operational Oversight The daily operations of the Practice are run by your team but it is the Practice Managers responsibility to make sure this is efficient and effective by having good monitoring tools in place. This includes IT, buildings, suppliers, online systems etc. We use a system called TeamNet and MS Teams to manage Communications, Governance and HR processes within the Practice and you will be responsible for continuing to develop the use of this. You will become the expert on TeamNet and MS Teams and how to use it. Marketing and Communications Develop, implement and embed an effective marketing and communications strategy (internal and external). This includes digital communications and the web site. Governance Ensure clinical and non-clinical governance is effective and well managed CQC, infection control, audits, legal etc. TeamNet underpins much of our Governance processes. The Practice Manager is responsible for: a) Overarching management of all clinical and administrative staff b) Managing the recruitment and retention of staff, having an effective appraisal system, and resolving disciplinary or grievance issues c) Maintaining and ensuring compliance with HR legislation d) Overseeing that all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively e) Managing the financial elements of the practice, including budgets, petty cash, payroll, payments and receipts. This includes PCN income and expenditure, ensuring financial and contractual scrutiny is given on all transactions and activity f) Ensuring the practice explores all opportunities to maximise income and reduce expenditure in collaboration with the partners g) Briefing partners, when required, on all financial matters, including forecasting and future sustainability a) Managing contracts for services, e.g., cleaning and building maintenance b) Coordinating the procurement of practice equipment, supplies and services c) Coordinating the reviewing and updating of all practice policies and procedures d) Act as the primary point of contact for NHS(E), ICB, PCN, and any other external organisations and stakeholders e) PCN working with the partners to ensure that the practice team is kept up to date on PCN activities, future and recruitment opportunities, briefing the partnership when required f) Leading and coordinating all projects within the practice (this would include developing the PCN, the further development of the practice, planning, risk-assessing and staffing reviews) g) Coordinating the compilation of practice reports, the practice development plan and business continuity plan, and exploring examples of good practice to influence the planning of the surgerys priorities which may include writing business cases and service level agreements h) Ensuring the team reaches the QOF targets i) Adopting a strategic approach to the management of all patient services matters j) Ensuring ongoing practice CQC compliance. Managing the process by which the practice maintains registration under the CQC. Working with the registered manager, partners, and the team in preparation for CQC inspections k) Developing and coordinating an effective communication strategy (internal and external) and overseeing the communications for internal and external use, such as the practice newsletter, website and social media l) Overall responsibility for all incoming emails into the practice including NHS(E), CCG, and other external agencies, ensuring they are viewed, actioned and forwarded when required m) Ensuring the practice maintains compliance with its NHS contractual obligations n) Providing support to the partners and the partnership to ensure excellent team-working and a sound legal framework, including the recruitment of new partners, the organisation of awaydays, and planning meetings, ensuring GP rotas and holiday arrangements are managed efficiently a) Instigating effective partners meetings with clear agendas, minutes and action plans b) Marketing the practice appropriately c) Management of all complaints in line with current legislation and guidance d) Management of the estates and facilities, including health and safety aspects such as risk assessments and mandatory training e) Working with external IT providers to ensure that the practices IT system and other technology (including alarms, phone systems, etc.) are secure, efficient and compliant with all relevant legislation. Making sure all practice staff are given the training necessary to enable them to use the IT systems as safely and effectively as possible f) Running searching and interpreting data analysis when required g) Ensuring compliance with IT security and IG in liaison with the external Data Protection Officer h) Coordinating the practice diary, making sure meetings are scheduled appropriately Job description Job responsibilities Job Responsibilities: Contract Management Manage all Practice contracts with the support of the Contracts Manager PCN, QOF, Public Health, Local Enhanced Services and others. Negotiate reviews of current contracts and new contracts. Finance In collaboration with our accountants and the Partners oversee the financial processes of the Practice. Strategy & Planning Support the Partners in developing and reviewing the strategy and plans on an annual basis. Provide the necessary detailed information for these discussions. People Development and Management Ensure all staff have active development plans with effective appraisals and supervision. Manage Direct Reportees Operations Manager, Office Manager and care coordinators. External Partner Liaison This is a key part of the role and will involve liaison with a variety of organisations but in particular: East PCN Norfolk and Suffolk ICB Local Practice Managers Forum. Operational Oversight The daily operations of the Practice are run by your team but it is the Practice Managers responsibility to make sure this is efficient and effective by having good monitoring tools in place. This includes IT, buildings, suppliers, online systems etc. We use a system called TeamNet and MS Teams to manage Communications, Governance and HR processes within the Practice and you will be responsible for continuing to develop the use of this. You will become the expert on TeamNet and MS Teams and how to use it. Marketing and Communications Develop, implement and embed an effective marketing and communications strategy (internal and external). This includes digital communications and the web site. Governance Ensure clinical and non-clinical governance is effective and well managed CQC, infection control, audits, legal etc. TeamNet underpins much of our Governance processes. The Practice Manager is responsible for: a) Overarching management of all clinical and administrative staff b) Managing the recruitment and retention of staff, having an effective appraisal system, and resolving disciplinary or grievance issues c) Maintaining and ensuring compliance with HR legislation d) Overseeing that all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively e) Managing the financial elements of the practice, including budgets, petty cash, payroll, payments and receipts. This includes PCN income and expenditure, ensuring financial and contractual scrutiny is given on all transactions and activity f) Ensuring the practice explores all opportunities to maximise income and reduce expenditure in collaboration with the partners g) Briefing partners, when required, on all financial matters, including forecasting and future sustainability a) Managing contracts for services, e.g., cleaning and building maintenance b) Coordinating the procurement of practice equipment, supplies and services c) Coordinating the reviewing and updating of all practice policies and procedures d) Act as the primary point of contact for NHS(E), ICB, PCN, and any other external organisations and stakeholders e) PCN working with the partners to ensure that the practice team is kept up to date on PCN activities, future and recruitment opportunities, briefing the partnership when required f) Leading and coordinating all projects within the practice (this would include developing the PCN, the further development of the practice, planning, risk-assessing and staffing reviews) g) Coordinating the compilation of practice reports, the practice development plan and business continuity plan, and exploring examples of good practice to influence the planning of the surgerys priorities which may include writing business cases and service level agreements h) Ensuring the team reaches the QOF targets i) Adopting a strategic approach to the management of all patient services matters j) Ensuring ongoing practice CQC compliance. Managing the process by which the practice maintains registration under the CQC. Working with the registered manager, partners, and the team in preparation for CQC inspections k) Developing and coordinating an effective communication strategy (internal and external) and overseeing the communications for internal and external use, such as the practice newsletter, website and social media l) Overall responsibility for all incoming emails into the practice including NHS(E), CCG, and other external agencies, ensuring they are viewed, actioned and forwarded when required m) Ensuring the practice maintains compliance with its NHS contractual obligations n) Providing support to the partners and the partnership to ensure excellent team-working and a sound legal framework, including the recruitment of new partners, the organisation of awaydays, and planning meetings, ensuring GP rotas and holiday arrangements are managed efficiently a) Instigating effective partners meetings with clear agendas, minutes and action plans b) Marketing the practice appropriately c) Management of all complaints in line with current legislation and guidance d) Management of the estates and facilities, including health and safety aspects such as risk assessments and mandatory training e) Working with external IT providers to ensure that the practices IT system and other technology (including alarms, phone systems, etc.) are secure, efficient and compliant with all relevant legislation. Making sure all practice staff are given the training necessary to enable them to use the IT systems as safely and effectively as possible f) Running searching and interpreting data analysis when required g) Ensuring compliance with IT security and IG in liaison with the external Data Protection Officer h) Coordinating the practice diary, making sure meetings are scheduled appropriately