Job Description

We have an exciting opportunity for a new Practice Manager to join our long established, well-regarded Practice situated in the new state of the arts, 19 Hills Health and Wellbeing Centre, Ringland.

We are a forward-thinking small practice, with a 6,500-patient list and an active member of Newport East Network Cluster.

Our Practice Team includes 3 GP Partners and 2 Pharmacists, Physician Associate, 2 Practice Nurses, 1 HCA and outstanding administrative staff.

The successful candidate will take responsibility for organisational leadership, the smooth running of the practice, service improvement and delivery of key targets across all clinical and administrative areas within the practice.

Candidates must have experience in a similar role and have a sound knowledge of finance, HR and planning. Excellent communication skills, leadership skills and IT competency are essential.

Main duties of the job

The purpose of this position is to provide leadership, strategic vision and management skills to guide and develop the Practice to meet future quality and business needs, including the delivery of high-quality patient care services, maximising profitability and maintaining a pleasant and rewarding working environment.

The successful candidate will need to demonstrate robust leadership and communication skills, be well organised, highly motivated and financially astute. They will have delegated responsibility for management of the practice, remaining accountable to the Partnership through regular reporting.

The job requires the ability to balance the need for overall strategic leadership with the requirement to ensure that day-to-day operational issues are dealt with quickly and effectively. This will entail appropriate delegation of responsibility to members of the clinical team and other members of staff, whilst retaining overall accountability.

The post-holder will be responsible for autonomous management of the non-clinical work of clinical and nonclinical staff to ensure the high quality of reception, administration, secretarial and clinical services across the Practice.

The post-holder will be the senior nonclinical figure within the practice, leading on practice strategy, ensuring compliance with relevant legislation and high-quality management practises in conjunction with the Partnership.

We use EMIS computer system and full training will be provided.

Oversee systems to ensure that the practice delivers the highest quality of care to its registered population

Co-ordinate and lead the process of organisational development

Develop, maintain and review new and existing services

Identify new opportunities, assess viability and prepare business plans for discussion, approval and implementation

Support GP Cluster developments and initiatives

Initiate and implement processes to maximise opportunities provided via contractual services and oversee the monitoring and reporting systems in place for these services

Undertake periodic review of clinical services; recommend and implement changes or extensions to services as agreed with the Partnership

Identify significant challenges and threats to the practice and ensure an effective, timely response

Co-ordinate agenda for Partnership meetings and Practice Team meetings and ensure implementation of actions arising

Contribute to partnership meetings to advise on policy matters and engage in discussion to ensure robust and well considered decision-making

Regularly review the effectiveness and purpose of all meetings in the practice.

Lead on partnership changes including retirement, new appointments, legal, financial and patient related implications

Ensure the practice is compliant with all statutory and legal requirements including health & safety, employment law and GMS contract

In liaison with the duly appointed solicitors, draft or review the Partnership Agreement; monitor compliance and recommend remedial action if required

Governance (systems, processes risk and services)

Maintain a robust clinical governance structure

Responsible for information governance, including ensuring that good information governance principles are in place and understood throughout the practice and for GDPR, legal compliance of information governance and submission of relevant information (IG Toolkit)

Co-ordinate the process of clinical audit and submission of relevant information (CGPSAT) under local / national Clinical Governance arrangements.

Ensure results of clinical audit are disseminated with action taken in response to findings

Develop and disseminate all relevant policies, procedures, standards and guidance to all GPs and staff; review and update regularly

Oversee and implement an effective risk management system, ensuring compliance with legal requirements.

Maintain systems to minimise risk, identify potential problems and operate an incident policy compliant with information governance

Ensure practice is compliant with GDPR.

Manage practice significant events reviews.

Ensure there is a robust Research Governance system in the practice where any research work is undertaken.

PR and Patient involvement

Ensure the efficient provision of high-quality reception and administrative services to patients

Produce and update practice information and evaluate the effectiveness and quality of this in both electronic and paper formats

Develop the public profile of the practice through social media and raise local awareness of the Practice and the services it provides

Operate an effective complaints management system, compliant with current Welsh Government requirements.

Financial Management

Oversee effective financial management systems, reporting to the partners as appropriate

Understand and report on the financial implications of contract and legislation change

Manage practice budgets effectively and establish and maintain systems to maximise income.

Identify opportunities to increase income and report areas of underperformance.

Support the partners in contractually meeting clinical targets from NHS Wales

Reconcile monthly statement of contractual payments against practice records, analyse information and address all financial inconsistencies

Monitor and report progress against contractual requirements and ensure maximum profit attained

Manage Practice accounts; submit year-end figures promptly and liaise with the Practice Accountants

Manage appropriate systems for handling and recording of cash and cheques and petty cash

Monitor cashflow, prepare regular forecasts and reports to the partners

Responsibility for settlement of accounts, with automated payments, online banking, cheques etc.

Operate payroll and pensions functions and ensure that robust procedures are in place for PAYE and NHS pensions systems in line with HMRC and NHS Pensions agency requirements and that financial and confidentiality controls are in place

Ensure GP partner monthly drawings are paid in line with the Partnership Agreement in liaison with Practice Accountants

Monitor insurance policies and ensure payments are kept up to date, review policies meet the needs of the practice regularly

Prepare a business case for any potential financial developments, identifying need, resources required, value for money and an implementation plan

Human Resources

Authorise and organise staff recruitment

Make recommendations on partner recruitment

Lead the recruitment and selection process when appointing members of the practice team including GPs

Evaluate, organise and oversee staff induction and training.

Ensure that all clinical staff working in the practice are registered with the appropriate professional body and that they have the necessary indemnity cover in place

Undertake detailed workload analysis for all staff, arbitrate on issues of workload; undertake skill-mix review, succession planning and implement necessary changes.

Identify practice staff training needs through training needs analysis; organise in-house training in line with identified need; identify and facilitate appropriate external training

Keep up to date with employment legislation and ensure that all practice policies and paperwork (including contracts of employment) comply with statutory requirements; make amendments as necessary; promote good employment practices

Manage practice discipline and grievance procedures for all staff

Develop and implement effective staff appraisal and monitoring systems.

Job Types: Full-time, Permanent

Pay: 25,000.00-40,000.00 per year

Schedule:

Monday to Friday No weekends
Work Location: In person

Reference ID: PM2025