Job description

Job responsibilities

The Oaks Family Practice Bolton

• Hours Full time over five days per week
• Salary Dependent on experience
• Accountable to 3 GP partners
• Patient population Approximately six thousand eight hundred registered patients

PURPOSE OF THE ROLE

The Practice Manager will lead the day to day running and development of the practice providing effective operational financial and people management

Working closely with the GP partners they will ensure services are well organised staff are supported and accountable resources are used effectively and contractual and quality requirements are met

This is a hands on leadership role with responsibility for the financial administration and oversight of the practice

The post holder will coordinate external accountants payroll providers and HR advisers where appropriate and ensure their work is accurate and delivered on time

MAIN RESPONSIBILITIES

Leadership and practice development

• Translate the partners priorities into an achievable practice development plan with clear responsibilities deadlines and progress reviews
• Lead nonclinical staff including the Office Manager and coordinate workforce administration across the wider team
• Agree line management arrangements with the partners while clinical supervision and clinical decisions remain with the appropriate clinical leads
• Organise practice and partner meetings prepare reports record decisions and monitor agreed actions
• Lead agreed changes evaluate their impact and identify opportunities to improve services
• Work within delegated authority and refer significant financial commitments contractual changes and employment decisions to the partners

Financial management and business administration

• Prepare the annual practice budget for partner approval including income and expenditure forecasts staffing costs planned investment and cash flow projections
• Maintain accurate accounting records and reconcile bank accounts receipts payments and financial statements
• Investigate discrepancies and maintain an audit trail
• Provide regular financial reports covering performance against budget cash position outstanding income and liabilities financial risks and recommended action
• Oversee practice income including core NHS funding Quality and Outcomes Framework income Beccor enhanced services reimbursements training income and legitimate non NHS work where applicable
• Maintain a claims and submissions calendar and ensure activity is recorded accurately
• Ensure claims and supporting evidence are submitted on time and payments are checked against entitlement
• Pursue missing or incorrect payments and coordinate invoicing and debt recovery
• Manage supplier invoices purchase orders expenses petty cash and permitted patient charges following agreed approval limits and payment controls
• Oversee payroll directly or through a provider checking salary changes overtime locum costs deductions statutory payments PAYE and National Insurance
• Ensure payroll information and required submissions are accurate and timely
• Oversee pension administration including NHS Pension Scheme contributions relevant returns and staff queries
• Coordinate partner pension and superannuation information with the accountant and relevant agencies
• Administer partner drawings and agreed adjustments in accordance with partner instructions and partnership arrangements
• Prepare year end information resolve accountant queries and coordinate accounts finalisation tax information and relevant returns
• Maintain a register of contracts subscriptions leases and renewal dates
• Obtain competitive quotations assess value for money and negotiate supplier arrangements within delegated authority
• Assess the financial viability of proposed services and staffing commitments
• Identify opportunities to improve income and reduce avoidable costs while maintaining safe patient care
• Maintain financial safeguards including controlled banking access appropriate independent approval verification of supplier bank detail changes and secure financial records
• Escalate suspected fraud or financial irregularities immediately
• Review practice insurance and coordinate eligible premises funding and expense reimbursements

Contract delivery and performance

• Maintain oversight of NHS contractual obligations Quality and Outcomes Framework requirements Beccor and locally commissioned or enhanced services
• Work with clinical leads to organise registers searches recalls appointment capacity data quality checks and evidence collection
• Monitor performance identify shortfalls early and agree corrective action with the relevant team members
• Report progress and risks to the partners
• Coordinate statutory contractual workforce and Primary Care Network returns ensuring accuracy and compliance with deadlines

Staff management and human resources

• Lead recruitment retention induction and workforce planning
• Prepare job descriptions arrange interviews and complete appropriate employment checks including professional registration and DBS checks where relevant
• Maintain accurate contracts personnel files policies and employment records
• Apply employment requirements consistently and seek specialist advice when necessary
• Manage staff rotas annual leave sickness absence and cover arrangements
• Monitor workload staffing costs and service resilience and escalate capacity concerns promptly
• Set clear expectations and conduct supervision probation reviews and appraisals
• Address performance concerns fairly and promptly with documented support and improvement plans
• Manage absence capability disciplinary and grievance processes within delegated authority working with the partners and external HR advisers
• Maintain confidentiality fair processes and appropriate records
• Promote respectful working relationships staff wellbeing equality and inclusion
• Respond appropriately to concerns about bullying harassment or discrimination and support staff to raise concerns safely
• Maintain a training register and ensure mandatory training and professional development are planned completed and reviewed

Operational management and patient services

• Oversee reception and administrative services appointment systems telephone and digital access patient registration and correspondence
• Work with clinical leads to maintain safe administrative processes for prescriptions referrals results and recalls
• Maintain clear escalation routes and monitor administrative backlogs
• Review patient demand access and appointment use taking account of vulnerable patients and those facing access barriers
• Coordinate locum arrangements and support the administration of GP training placements and other learners
• Lead the administrative handling of complaints and patient feedback coordinating investigations and responses with the partners
• Track complaint deadlines and ensure agreed learning and improvements are implemented
• Support the Patient Participation Group
• Maintain accurate and accessible patient information on the practice website and other communication channels

Governance quality and regulatory compliance

• Coordinate Care Quality Commission readiness maintaining policies evidence and action plans
• Support the registered manager and clinical leads to meet regulatory requirements
• Maintain the practice risk register and coordinate incident reporting significant event reviews audits and improvement actions
• Maintain safeguarding administration training and escalation systems with the named safeguarding leads
• Coordinate information governance confidentiality and data protection arrangements
• Support completion of the Data Security and Protection Toolkit
• Oversee appropriate records handling access requests and breach escalation with relevant advisers

Premises digital systems and business continuity

• Manage premises maintenance cleaning and security
• Coordinate health and safety fire safety infection prevention arrangements and required equipment checks with relevant leads
• Oversee purchasing supplies and stock systems ensuring essential items are available and equipment is maintained
• Oversee administrative use of clinical and business systems user permissions NHSmail and smartcard arrangements
• Liaise with IT support and ensure staff access is appropriately controlled when joining changing roles or leaving
• Maintain and test business continuity plans for staff shortages IT or telephone failure premises disruption and other service interruptions
• Ensure staff understand their responsibilities during service disruption

Partnership working

• Act as the main operational contact for the Primary Care Network commissioners NHS England local organisations suppliers and professional advisers
• Refer clinical and strategic decisions to the partners
• Represent the practice at relevant meetings communicate agreed actions and ensure follow through
• Assess service development opportunities and contract changes advising the partners on operational and financial implications

PERFORMANCE AND ACCOUNTABILITY

Objectives will be agreed with the partners on appointment and reviewed regularly

Priorities will include

• Timely financial reporting reliable forecasts reconciled accounts and early escalation of significant variances
• Accurate payroll and pension administration timely claims and effective follow up of outstanding income
• Delivery of agreed contractual and quality requirements in collaboration with clinical leads
• Effective workforce planning completed appraisals and training and fair handling of staff issues
• Well organised patient access administrative processes complaints handling and governance arrangements

GENERAL REQUIREMENTS

The post holder must maintain confidentiality act professionally and promote safe equitable and respectful care

Responsibilities must be carried out within their competence and delegated authority

The partners retain responsibility for strategic decisions employment decisions requiring partner approval and clinical governance

The job description may be reviewed with the post holder as practice needs change

Person Specification

Experience

Essential

• * Demonstrable management experience in a complex service organisation with responsibility for daily operations and staff leadership
• * Practical financial management experience including budgets cash flow forecasting accounting records reconciliations financial reporting and payroll oversight
• * Experience of recruitment appraisals absence management and addressing performance or conduct concerns fairly
• * Experience of planning and monitoring targets maintaining accurate records and meeting deadlines
• * Experience of using data to identify problems and improve services

Desirable

• * Experience as a GP Practice Manager Deputy Practice Manager or comparable NHS primary care manager
• * Experience of NHS general practice funding claims processes Quality and Outcomes Framework locally commissioned services and Primary Care Network working
• * Experience of NHS Pension Scheme administration general practice accounts partner drawings and liaison with specialist medical accountants
• * Substantial practical HR experience particularly in complex employee relations cases
• * Experience of Care Quality Commission preparation complaints management quality improvement and information governance in healthcare
• * Experience of supporting a GP training practice and using clinical systems reporting tools or NHS claims platforms

Qualifications

Essential

• Essential
• * Relevant management or business qualification or equivalent demonstrable experience
• * Commitment to ongoing professional development

Desirable

• Desirable
• * Formal HR qualification such as CIPD
• * Relevant qualification in finance accounting or healthcare management

Knowledge and skills

Essential

• Essential
• * Strong communication and interpersonal skills with the ability to handle sensitive conversations manage conflict and work constructively with partners staff and patients
• * Confident use of spreadsheets email and business systems with the ability to learn clinical and NHS administrative systems
• * Sound understanding of confidentiality data protection equality good governance and professional boundaries
• * Ability to prioritise competing demands exercise sound judgement and remain effective under pressure
• * Ability to lead change and translate priorities into practical plans
• * Understanding of fair employment processes and when specialist HR advice is required
• * Ability to work within delegated authority and recognise when concerns or decisions require escalation

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

The Oaks Family Practice

Address

Crompton Health Centre

501 Crompton Way

Bolton

BL1 8UP

United Kingdom

Employer's website

https://www.theoaksfamilypractice.co.uk/ (Opens in a new tab)