Bourne Health seek a Practice Manager (Operations) who will provide senior leadership and oversightof the day-to-day operational running of Esher Green Surgery, ensuring that allnon-clinical functions operate effectively and support the delivery ofhigh-quality patient services.
This role requires a confident leader who can quickly understandthe needs of the practice, stabilise and strengthen operational systems, anddrive improvements where required.
Main duties of the job
Key Responsibilities
The Practice Manager (Operations) plays a vital role in supporting the Partners, Practice Team and other SeniorLeaders and ensures the smooth functioning of all systems and procedures, tomaintain the highest standards of patient care.
About us
Bourne Health is a leading Primary Care NHS GP Partnership. The Practice Manager (Operations) will play a pivotal role in building and maintaining positiverelationships both internally and externally. Internally, close collaborationwith the Senior Management team will be essential for aligning operationalstrategy and leadership with organisational goals. Building strong connections with colleagueswithin The Bourne Partnership will contribute to a cohesive and collaborativework environment.
Externally, the Practice Manager (Operations) will engage with suppliers ofservices to ensure effective partnerships and service delivery. Collaborationwith other GP practices and practice groups may be required for industryinsights and best practices.
Esher Green Surgery is based in Esher, Surrey
Job responsibilities
The Practice Manager (Operations) plays a vital role in supporting the Partners, Practice Team and other SeniorLeaders and ensures the smooth functioning of all systems and procedures, tomaintain the highest standards of patient care.
Operations
Oversee theday-to-day operations of the Practice, ensuring staff achieve their primaryresponsibilities
Ensure thePractice and Team are operating within organisational policies and procedures
Manage thePatient Participation Group
Act as the primary point ofcontact for NHSE, ICB, community services, suppliers and other externalstakeholders
Organise and LeadPractice Meetings, ensuring accurate minutes are taken and circulated
Coordinating thePractices diary, ensuring meetings are scheduled appropriately
Implement arobust system for rota management for the Practice to ensure there is adequatecover at all times
Source and managelocum use when required
Act as theOn-call manager for Extended Access Hours
Ensure allsystems/processes are documented for contingency reasons
Leadership
Functionalmanagement of all clinical and administrative team members
Direct linemanagement of Non-Clinical team members
Human Resources
Lead onrecruitment of all team members
Ensure allAppraisals are conducted
With the supportof a HR Manager, ensure the practice is compliant with all HR managementmatters
Managing teamperformance related matters as required in line with the relevant policy
Proactively workto reduce turnover and sickness
Manage Holidaysto support a robust rota and team cover in the Practice
Training &Development
Ensuring allstaff have the appropriate level of training to enable them to carry out theirindividual roles and responsibilities effectively
Oversee MandatoryTraining Compliance
Finance & PracticePerformance
With the supportof the Finance Manager, ensure the Practice is working within agreed budgets
Ensuring Payrollis administered according to the agreed Process
Aim to keepovertime use to a minimum instead ensure the practice staffed according toagreed budgets
Manage the NHSPension contributions for the team
Managing PAYE
Work within theprocurement policy to manage suppliers and services
Ensure the teamachieves QOF, PCN, NHSE and any otheragreed targets
Coordinate and lead on relevantorganisation reports
Lead on changeand continuous improvement initiatives
Coordinateprojects as required, within the Practice
Adopt a strategicapproach to the management of all patient services
Identifyimprovement opportunities and present these to the Senior Leadership team
Information Technology
Manage the PracticeIT system, delegating to staff to act as administrators as appropriate
Activelyencourage and promote the use of patient online services
Ensure compliancewith IT security and Information Governance
Manage thecontent of the Practice Website
Health & Safety
Oversee the managementof the premises, including maintenance and cleaning
Manage theperformance of the relevant contracts for Cleaning and Health & Safetycompliance
Ensure relevantRisk Assessments are in place and regularly reviewed
Ensure any Health& Safety actions are completed in a timely manner
Ensure theBusiness Continuity Plan is up to date
Ensure all FireSafety Regulations are implemented
Complaint Management
Oversee allcomplaints in line with the organisation policy
Maintain NHSchoices website
Governance &Compliance
Work with SeniorLeaders and the Governance Lead on all related matters
Ensure thePractice Accurately records and investigates all Significant Events
Ensuring theorganisation maintains compliance with its NHS contractual obligations
Lead on CQC compliance
This list is not exhaustive and all team members should be prepared to acceptadditional, or surrender existing duties, to enable the efficient running ofthe organisation.
Key Relationships
Internal:
Members of the Senior Management team
Members of the Partnership Board
Colleagues within The Bourne Partnership
Practice Team
External:
Suppliers of services
Other GP practices and practice groups
Other external organisations
Key Performance Indicators KPIs
KPIS will be agreed annually with your Line Manager. These will be agreed according to businessneed.
Key functions that are the minimum indicators toensure that the role is being fulfilled:
QOF performance
Financial Performance Indicators
CQC compliance
This list is not exhaustive but a guide. KPIs will be set annually and reviewedregularly with your Line Manager depending on business need and person specificrequirements.
Thefollowing statement forms part of all job descriptions
Confidentiality / Data Protection / Freedom of Information
Post holdersmust maintain the confidentiality of information about patients, staff andother health service business in accordance with the Data Protection Act of1998. Post holders must not, without prior permission, disclose any informationregarding patients or staff. If any member of staff has communicated any suchinformation to an unauthorisedperson, those staff will be liable to disciplinary action up to and includingdismissal. Moreover, the Data Protection Act 1998 also renders an individualliable for prosecution in the event of unauthoriseddisclosure of information. Following the Freedom of Information Act -FOI 2005,post holders must apply the Trusts FOI procedure if they receive a writtenrequest for information.
Information Governance
All staff mustcomply with information governance requirements. These includes statutoryresponsibilities (such as compliance with the Data Protection Act), followingnational guidance (such as the NHS Confidentiality Code of Practice) andcompliance with local policies and procedures (such as the Trust’sConfidentiality policy). Staff are responsible for any personal information(belonging to staff or patients) that they access and must ensure it is stored,processed and forwarded in a secure and appropriate manner
Post holdersmust at all times fulfil their responsibilities with regard to The BournePartnerships Equal Opportunities Policy and equality laws.
Health and Safety
All postholders have a responsibility, under the Health and Safety at Work Act (1974)and subsequently published regulations, to ensure that The Bourne Partnershipshealth and safety policies and procedures are complied with to maintain a safeworking environment for patients, visitors and employees.
Infection Control
All postholders have a personal obligation to act to reduce healthcare-associatedinfections (HCAIs). They must attend mandatory training in Infection Controland be compliant with all measures required to reduce HCAIs. All post holdersmust comply with the Partnerships Infection Control Policies, including thosethat apply to their duties, such as Hand Decontamination Policy and PersonalProtective Equipment Policy. Risk Management All post holders have aresponsibility to report risks such as clinical and non-clinical accidents orincidents promptly. They are expected to be familiar with The BournePartnerships use of risk assessments to predict and control risk, as well asthe incident reporting system for learning from mistakes and near misses in orderto improve services. Post holders must also attend training identified by theirmanager, or stated to be mandatory.
Flexible Working
As anorganisation we are committed to developing our services in ways that best suitthe needs of our patients. This means that some staff groups will increasinglybe asked to work a more flexible shift pattern and multiple sites so that wecan offer services in the evenings or at weekends.
Safeguarding children and vulnerable adults
Post holdershave a general responsibility for safeguarding children and vulnerable adultsin the course of their daily duties and for ensuring that they are aware of thespecific duties relating to their role.
Sustainability
It is theresponsibility of all staff to minimisethe environmental impact by recycling wherever possible, switching off lights,computers monitors and equipment when not in use,minimising water usage and reporting faults promptly.
The Bourne Partnership is committedto providing a healthy and safe environment for staff, patients and visitors.Staff are therefore not permitted to smoke on organisational property.
Person Specification
Qualifications
- Good standard of education with excellent literacy and numeracy skills
- Educated to degree level in healthcare or business
- Good standard of education with excellent literacy and numeracy skills
Experience
- Experience of working with the general public
- Experience of working in a healthcare setting
- Experience of managing large multidisciplinary teams
- Experience of performance management including appraisal writing, staff development and disciplinary procedures
- Experience of successfully developing and implementing projects
- Experience of workforce planning, forecasting and development
- NHS/primary care general practice experience
- Relevant health and safety experience
- Experience of managing accounting procedures including budget and cash flow forecasting
skills
- Skills Ability to exploit and negotiate opportunities to enhance service delivery
- Excellent communication skills (written, oral and presenting)
- Excellent leadership skills
- Strategic thinker and negotiator
- Ability to prioritize, delegate and work to tight deadlines in a fast-paced environment
- Effective time management (planning and organising)
- Ability to network and build relationships
- Proven problem solving and analytical skills
- Ability to develop, implement and embed policy and procedure
- Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
- Polite and confident
- Flexible and cooperative
- Excellent interpersonal skills
- Motivated and proactive
- Ability to use initiative and judgement
- Forward thinker with a solutions focused approach
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Confident, assertive and resilient
other requirements
- Flexibility to work outside of core office hours
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