Tel: 01244 680169Fax: 01244 680162

Email: handbridge.medicalcentre@nhs.netWebsite: www.handbridgemedcentre@nhs.net

Application informationFor the post of

Practice Manager

1November 2013

HANDBRIDGE MEDICAL CENTREAn Outline Profile of the Practice

Handbridge Medical Centre (HMC) is a well established surgery, working from the current premises since 1989 and previously in the city centre. The practice has a growing list size, now about 7000 patients and is well regarded locally. The QOF achievement is high, patient surveys reflect appreciation of the quality and sensitivity of patient care and there is stability of doctors within the partnership. Performance against prescribing targets and CCG quality markers is consistently high.

The practice has 3 full-time partners and 1 part-time partner and also employs 2 salaried GPs. HMC is a training practice for GP Registrars and is also training 2 administration staff in the national apprenticeship programme. There is a skill mixed nursing team, including 2 nurses and 1 HCA. There is a strong commitment to communication both within the in-house clinical team, and together with the wider Primary Health Care Team. Monthly meetings are well attended and effective, ensuring a holistic approach and continuity of patient care. The clinical teams are well supported by an administration team, including receptionists, data input clerk, IT and Data Manager and practice secretary, all answering directly to the Practice Manager. Annual appraisal for all staff is compulsory and professional development is encouraged and supported.

The partners are committed to providing high quality care to improve the health of their patients. Whilst being strongly clinically driven the partners also expect the practice to perform well financially, within the confines of the NHS budget. The Doctors value team spirit and expect their staff to be similarly committed, combining their skills and knowledge to give the best possible service to the patients.

The practice offers all the usual GP services and participates in the majority of DES and LES opportunities. The surgery premises were converted from a different use specifically for the practice to move to in 1989 and gave a greatly improved environment at that time. Unfortunately, due to the changes in primary care, with shift of work from secondary care, growing list size and increased demands on primary care we now find the building holds many restrictions and is no longer suitable for our needs. It is the partners’ ambition to continue to work with the NHS locally to build more appropriate premises for the HMC patient population, but as yet, despite acknowledging the need, the financial resources have not been available. An incoming Practice Manager will have a considerable role in taking this forward in the coming years.

HMC has been paper-light for many years and in 2013 changed from Synergy (iSoft) to the EMISweb clinical system. The practice has well developed clinical and administrative protocols, good employment and financial electronic records (using IRIS) and is CQC compliant in almost all areas at this time.

2November 2013

The incoming manager will ensure the smooth running of this patient centred practice and develop, innovate and lead the practice forward, working closely with staff and partners and outside agencies such as the CCG, patient participation group, and Area Team.

The Team

HMC is part of the West Cheshire Clinical Commissioning Group. We are active participants of the network meetings, and one partner holds a clinical leadership role for the CCG.

The Doctors

Dr Carole Holme (senior partner) Full time partner. Partnership CCG representative. Interested in all aspects of general practice and special interest in Gynaecology (previously colposcopy Hospital Practitioner) , Family Planning (coil fitter) and Mental Illness.

Dr Mark Thompson Full time partner. IT lead for practice. Special interest in Diabetes and Dermatology. Specialist in chronic outer ear and mastoid conditions - works as Clinical Assistant at local hospital.

Dr Sue O'Dell Full time partner. Finance Lead for practice. GP trainer.Special interest in Dermatology, Family planning (coil and contraceptive implant fitter), joint injections and minor surgery.Clinical Lead for Children for West Cheshire CCG.Named GP for Safeguarding Children in Western Cheshire.

Dr Catrin Clwyd Jones Half time partner. Practice Prescribing Lead. Personnel Lead for practice.Special interest in Respiratory Care, Rheumatology and Epilepsy

Dr Anna Wood Salaried Doctor - 3 sessions

Dr Nina Battersby Salaried Doctor - 2 sessions

The Nursing Team

Sr Caroline Edwards, team leader Sr Julia Lawson HCA Angela Leach

3November 2013

Staff at HMC

Practice Manager IT & Data Manager 6 receptionists (including a reception "team leader") 2 apprentice receptionists secretary data entry clerk cleaner

Allied staff

District Nurses Community Matron Midwifery team Macmillan nursing team Health Visitor Mental Health Team

Services

The Practice offers all essential GMS services as well as: Full programme of Chronic Disease Monitoring - CHD, asthma/COPD, diabetes, epilepsy etc Full range of Family Planning Services including Intra Uterine Device and contraceptive

implant fittings & removals. Minor Surgery, including nail surgery Joint aspirations & injections Travel advice and vaccinations Counselling done in practice by wider primary care MHT

4November 2013

Outline profile of the post

A complete outline of the areas of responsibility are listed below. It is essential the candidate has good interpersonal qualities, a "can do" attitude and can demonstrate significant experience and skill in small business management, particularly focussing on financial and strategic development. Staff management skills and proven experience are also critical to this role. Candidates will be annually appraised and must be able to show a commitment to continuing professional development.

With a changing NHS an understanding of the current situation is essential, but the partners also expect the practice manager to be forward thinking, innovative and strategic to take us into the future financially secure and able to offer an excellent service to our patients.

The practice manager will head the administrative team and act as a bridge to the Partnership. Leadership skills are important for managing the staff, but equally the partners’ needs to be guided and supported in strategic and business planning and decision making.

Further professional development opportunities will be available as needed and discussed at each appraisal.

References will be requested and a DBS (Disclosure and Barring Service) check will be undertaken. You will be asked to complete an occupational health assessment.

Business management, marketing and development

o Identify and develop new business initiatives as a practice provider and explore commissioning opportunities (we are part of a local provider group).

o Devise and update a rolling 5 year strategic business plan, to include financial, HR, capital expenditure, IT, clinical and operational plans. This will include a plan to move premises.

o Lead patient communication initiatives to promote outstanding patient care, and work closely with the chair of the Patient Participation Group

o Ensure quality and timely decision making regarding business initiativeso Negotiate variations in contracts as appropriateo Prepare the annual practice report, working closely with the Senior Partnero Establish mechanisms to monitor the effectiveness and consistent application of all practice

policies and identify areas for improvement and implement corrective action as appropriateo Present a professional image and always promote the practice

Administration

o Arrange practice meetings and record decisions where requiredo Arrange and chair meetings between the practice and outside agencies o Renew and implement legal matters such as insurances and health and safety policy

5November 2013

o Oversee professional indemnity covero Maintain and update the practice leaflet and website, delegating where appropriateo Deal with all complaints according to the complaints procedure within the agreed timescaleo Oversee Clinicians and Administrative team rotas - though task to be delegated

Quality Assurance

o Be actively involved with clinical commissioning and maintain excellent ratings for the NHS Choices website and national surveys

o Be proactive in developing patient services and implementing service standardso Ensure full confidentiality for patientso Produce reports where appropriate and be responsible for overseeing auditso Assist with practice policy generallyo Ensure the practice achieves and maintains Care Quality Commission registrationo Regularly review significant eventso Implement a practice culture of continuous quality improvemento With the partners, assist them corporately and at an individual level to fulfil the

requirements of revalidation

Human Resources

o Be responsible for recruitment and selection of staff, including contracts of employment and job descriptions

o Be responsible for monitoring sickness/dependent absenceo Carry out annual appraisals for all administration staffo Be responsible for the disciplinary and dismissal process and after discussion with the

partners take any legal advice necessaryo Be aware of current employment legislationo Develop and maintain good employee/employer relationshipso Ensure members of the existing staff team are aware of any changes that occur in the

practiceo Maintain good communication at all times with the practice teamo Oversee rotas which allow good staff cover at all times as well as giving the flexibility

required at short notice to cover for illness etc.o Implement pay rises and increments when appropriateo Organise appropriate paperwork for doctors/staff Disclosure & Barring Service checkso Meet with attached staff as and when necessary and arrange/attend regular meetings with

partners and allied staff to discuss all issues around patient careo Ensure suitable facilities are available to enable allied staff to work within the practiceo Be responsible for the health and safety policy and its implementationo Facilitate the maintenance and ongoing development of our multidisciplinary primary health

care team

6November 2013

o Ensure that regular staff meetings are arranged and staff kept informed of all changes within the practice

Finance

o Liaise with the bank, accountants and the partners for financial matterso Deal with invoicing and regular bank reconciliationso Organise and attend meetings with the accountants and partnerso Negotiate with companies the best discounts available on all vaccines, appliances and

services required by the practiceo Liaise with the services agency regarding queries with payments relating to the NHS

contract, such as enhanced services and chase up unpaid invoiceso Directly contribute to profit improvement by exploring areas for increase income and

reducing costso Deal with insuranceo Analyse data relating to clinical commissioning as appropriate and contribute to planning

and organisation both at practice and consortium level

Premises

o Take the lead in the organisation of a search for new premiseso Manage any maintenance contracts and the general upkeep of the surgery premises,

including housekeeping and organisation of cleaning

Information Technology

o Oversee the IT manager to ensure the practice keeps up to date with IT systems and technological issues

o Understand the practice communication systems and manage service contractso Share skills and expertise with otherso Oversee staff training to ensure effective use of IT systems

There may be other duties which may be decided upon by the partners from time to time.

7November 2013

Practice Manager - Person Specification

Academic/vocational qualificationsNecessary:

- Preferably educated to degree level, but certainly with evidence of higher level qualification- A demonstrable commitment to professional development

Desirable:- Relevant management or finance qualification and experience

ExperienceNecessary:

- Demonstrable experience of people management at a senior level- Experience of team-working and promoting team spirit- Appraisal systems, handling grievance and disciplinary issues- Business management experience with knowledge of employment law, health and safety

legislation, risk assessment, employment contracts- Demonstrable experience of budgetary and financial management, use of spreadsheets,

small business accounts- Experience of working in a computer environment

Desirable:- Management experience in the NHS

SkillsNecessary:

- Advanced numeracy skills- Excellent communication (oral and written) and inter-personal skills- Leadership and excellent people management skills- A ‘solutions focussed’ approach and ‘can do’ attitude- Ability to listen and empathise- Negotiating and managing conflict- Computer literate and other appropriate IT skills- Good time management and ability to prioritise- Ability to drive and manage change- Appropriate delegation and empowerment of staff- Ability to cope with pressure and anticipate the unexpected- Enjoy embracing a changing NHS and managing the business to ensure continuing success- Problem solving, networking and facilitation

Qualities/Attributes- Self confident and self motivated, able to work with minimal direction- Able to work as part of an integrated, multi-skilled team

8November 2013

- Gains respect by example and leadership- Ability to use own initiative, judgement, resourcefulness and common sense- Personable, approachable, good sense of humour- Able to work under pressure and with enthusiasm, energy and drive- Ability to work in a changing environment with strategic thinking and vision- Trustworthy, honest, reliable, caring and sympathetic- Hardworking, reliable and resourceful with flexibility of working hours if required- Desire to learn and develop personally- Diplomacy- Good sickness record- Smart and professional dress and presentation

Other- Must work in a non-smoking environment - Car driver with clean licence

9November 2013

The Principal Contract Terms

An annual salary of £30,000 to £35,000

The hours required will be commensurate with the salary and experience and will be 25-30 hours per week. There may be an occasional requirement to attend an evening or weekend meeting.

Annual leave will be 30 days pro-rata plus all statutory bank holidays.

Access to NHS Pension Scheme.

There will be a mutual assessment period of six months with quarterly reviews. This period may be extended if required.

Period of notice will be 4 weeks during the probationary period rising to twelve weeks thereafter.

10November 2013