PRACTICE MANAGER RECRUITMENT

SIXWAYS CLINICLONDON ROAD

CHARLTON KINGS

CHELTENHAM

GL52 6HS

February/March 2015

INFORMATION FOR CANDIDATES

BackgroundSixways Clinic is a traditional GP surgery with an excellent reputation, situated in a purpose-built health centre in the popular Charlton Kings area of Cheltenham. The practice is located just within a ten minute walk to the town centre and it is in an area that is much sought after with excellent local schools.

Cheltenham itself has an ideal location within an easy commute of Bristol, Birmingham and Oxford. It is centrally located with good road links, including the A40 and M5, as well as excellent rail connections. Cheltenham is also surrounded by lovely countryside on the edge of the Cotswolds.

The existing practice formed when two practices merged in 1980 and moved to the current premises. The practice covers a large area of Cheltenham and the semi-rural area to the east of the town. The practice currently also operates a small branch surgery at Andoversford.

Sixways Clinic is a member of the Gloucestershire Clinical Commissioning Group (CCG) and the Senior Partner is a pro-active member of the CCG and attends regular meetings. The Practice Manager will also attend CCG meetings.

Patients ServicesThere are around 10,800 patients registered at Sixways Clinic, from a mixture of backgrounds, with a high proportion of families with school-age children and elderly patients. Overall there are relatively low deprivation scores. The practice list size is steadily growing and the practice is one of the largest in the area.

The premises are open every weekday from 08.00 -18.30, and the reception closes for a half an hour at 13.00 each day. The branch surgery at Andoversford is available for one morning per week by prior arrangement. The practice does not operate under the Extended Hours scheme and is therefore not open in the evenings or at weekends.

The practice provides the full range of primary health services under a traditional GMS (General Medical Services) contract and provides additional care through Enhanced Services including:

• Child health and immunisation services• Contraception, including coil fits • Coronary Heart Disease care• COPD care and spirometry• Diabetic care • Dementia services• Implants • INR clinics• Maternity services

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• Mental health services• Phlebotomy • Postnatal and 6 week baby checks• Respiratory care • Sexual health services• Travel vaccinations and advice • Women’s health, including cervical smears• Wound dressings

The practice is considering offering a nurse practitioner-led orthopaedic triage service in the future.

The practice achieves high QOF points (Quality and Outcome Framework) and participates in a wide range of Enhanced Services.

Sixways Clinic receives positive patient satisfaction with 91% of patients rating the service in general as good or very good. There is an active Patient Participation Group which meets with representatives from the practice throughout the year.

GP TrainingThe practice is an accredited GP training centre, with one qualified GP trainer and one GP registrar at any time. In order to have qualified as a training practice and to retain this status, the practice has to maintain deanery specified high standards.

People in the PracticeThe doctors, nurses and staff are committed to providing patient-centred and high quality care. Promoting a healthy work-life balance is very important to the Partners.

There are six GP partners who are all full time:

• Dr Graham Mennie

• Dr Siobhan Durkin

• Dr John Sissons

• Dr Chan Kyaw

• Dr Mala Ubhi

• Dr Emily Boulton

The GP partners each have specialist areas of clinical interest and oversee different areas of the practice management.

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The Partnership also employs two part-time salaried GPs, as well as three Practice Nurses including a Care Coordinator, a Nurse Prescriber, a Healthcare Assistant and a Phlebotomist. The nursing team provides the full range of practice nursing duties and chronic disease management. The nursing team report managerially to the Practice Manager and to the Partners.

The Partners also employ a Social Prescribing Lead and a Community Pharmacist who undertakes audits and prescribing changes in the practice.

Apart from the Practice Manager, there is a Finance Manager who helps with the day-to-day running of the practice, two Reception Managers, and a team of ten Receptionist/Administrators. There is also a Secretary and a Notes Summariser. Most of the staff are part-time and many are long-serving.

The Partners would like to improve the active management of staff and develop the team.

Practice MeetingsThe Partners and Practice Manager meet every one to two weeks to discuss practice business. The Practice Manager provides agendas and minutes of these meetings. There are also monthly meetings when the surgery closes for two hours, which allows for staff meetings, training sessions and clinical meetings.

Physical EnvironmentThe building is owned by the Partnership and is a single-storey, purpose-built, health centre, which has been extended in the recent past. The practice is situated just off the main road, behind an independently owned pharmacy. There is a surgery car park for doctors and staff, and a free patients’ car park adjacent.

The practice’s entrance leads into a porch, and then a reception with two workstations, a large airy waiting area, eight GP consulting rooms, three nursing rooms with a nursing administration area and a spare consulting room. The administration section includes a reception back office with three workstations and notes storage, the Practice Manager’s office, the Finance Manager’s Office, an administration office, a secretarial room, a filing room, and a meeting room. There is also a staff cloakroom and a kitchen.

The practice is planning to close the branch surgery completely and is going through the consultation process.

The practice has applied for improvement grants and is planning some maintenance works for the main surgery site. A further extension is a consideration for the future.

The practice has yet to be inspected by the Care Quality Commission and is compiling the necessary policies and documents to support an inspection.

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Financial Management and IT The Practice Manager is responsible for the financial management of the practice, ensuring income generation and cost controls and providing financial forecasting and advice to the Partners. The Practice Manager will oversee the claims for income, bookkeeping and staff salaries, and will liaise with the practice accountants.

The practice uses the SystmOne clinical IT system and is “paper-light” with a shared drive to provide easy access of forms, protocols and patient leaflets. The practice website www.sixwaysclinic.co.uk provides useful information to patients including prescription requests and on-line appointments.

The Role of Practice ManagerThe Partners are looking for a well-organised, efficient and professional manager to take over the running of the practice. The manager will provide leadership to the practice staff and focus on developing people and roles, as well as improving communications throughout the practice. Proactive financial planning will also be an important part of the job. The new manager will become involved in the future changes in the NHS and seek business opportunities to benefit the practice, e.g. by evaluating new services and advising the Partners. The post is full time with exact working hours to be agreed. There may be a need for the new manager to work on occasions outside normal contracted hours.

There is an active local Practice Managers’ forum who meet monthly.

It is not essential that candidates have General Practice experience, although this would clearly be an asset. It is essential that candidates can demonstrate a willingness to learn and integrate quickly into the role. Every opportunity for training will be provided to help the person appointed develop the necessary skills and knowledge to undertake the role.

SIXWAYS CLINIC

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PRACTICE MANAGER

JOB DESCRIPTIONOverall Job Purpose

To manage and coordinate all aspects of the practice’s day-to-day business, ensuring compliance with policies and procedures, motivating and managing staff, optimising efficiency and financial performance, and ensuring the practice achieves its long-term strategies.

Accountability

Accountable to the Partners, with one Partner being nominated to act as a mentor.

Location

The post is based at Sixways Clinic, London Road, Charlton Kings, Cheltenham and the Andoversford branch surgery, as well as any future premises run by the Partnership .

Core Tasks and Functions

Management of Human Resources:

Ensure that the practice is staffed and resourced within the budget by people with appropriate skills, experience and commitment to provide the professional, technical, administrative and inter-personal expertise needed.

a) Develop, maintain and update HR and training policiesb) Ensure the effective recruitment, selection and induction of new staff.c) Ensure clear and up-to-date contracts of employment, employment policies and

procedures, and staff handbook in line with good employment practice.d) Ensure performance is managed and there is appropriate supervision of staff.e) Ensure optimum staffing levels at all times with holiday and sickness absences

managed.f) Develop teamwork ensuring well-run regular staff meetings and organising away-

days and social functions.g) Oversee the staff appraisals.h) Review patterns and methods of work and skills-mix for both individuals and

teams to ensure their efficient and effective functioning.i) Deal with grievances and disciplinary matters as may be required in conjunction

with the partners.j) Ensure personnel and attendance records are maintained.k) Review pay and conditions of staff and advise the partners accordingly.l) Ensure that all statutory requirements are fulfilled and adopt changes as and when

they occur.m) Ensure confidentiality is maintained at all times and encourage the

professionalism of all staff.

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n) Ensure training needs are identified and develop with each staff member an annual training plan as part of the appraisal system. Ensure that training is carried out either in-house or externally.

Policy and Planning:

Maintain an overview of the organisation and take account of developments within and outside the practice, which will impact directly or indirectly. This includes involvement in local and national agencies which formulate and influence primary health care strategy.

a) Participate and work with groups determining future policy, including Clinical Commissioning groups.

b) Develop business cases and tenders to provide future services.c) Explore innovative ideas for provision of services to suit the needs of the practice

population and the professionals working within the practice team.d) Explore opportunities to optimise use of practice facilities, agree contracts and

ensure appropriate legal requirements.e) Liaise with other local practices through the practice managers’ forum and other

relevant forums.

Management of financial resources:

Responsible to the Partners for the effective use of practice finances, working with the partners and practice accountant to plan effective budgetary control, ensuring cost efficiencies and maximisation of profitability.

a) Ensure efficient working methods and best use of resources.b) Ensure controls of expenditure whilst ensuring necessary investment in resources.c) Ensure all income-generating opportunities are explored and maximised.d) Provide budgetary and cash flow forecasting to the partners.e) Ensure policies to protect the practice against fraud and financial mismanagement.f) Oversee the staff payroll including calculation and payment of staff salaries, tax,

NI, management of the NHS Pension Scheme.g) Ensure the appropriate payment of partners’ drawings.h) Manage the practice’s bank account.i) Ensure correct payment of supplies and expenses.j) Ensure correct billing for services and systems to reclaim monies owed to the p

practice.k) Ensure appropriate control of the petty cash account.l) Ensure accurate bookkeeping, monthly bank reconciliations, and preparation for

the practice’s accounts.

Management of Information Technology systems:

Ensure the effective management of information within the practice and with outside agencies.

a) Ensure the functioning and best use of the practice’s clinical computer system and implement new software systems to aid the efficiency of the practice.

b) Ensure that appropriate computer searches, audits and reports are carried out.

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c) Ensure development of the practice’s IT systems.d) Ensure the training of all personnel and users of the practice IT systems.e) Ensure maintenance of hardware and replacements as required.f) Lead on IT crisis prevention and develop systems to protect security of data. g) Ensure policies against the misuse of the Internet and emails.h) Prepare business case for future changes or developments and explore all relevant

avenues of funding.i) Maintain practice website including developing on-line appointments and

prescribing systems. j) Ensure confidentiality of data and conformity to the Data Protection Act and

Medical Records and Reports Acts, the Freedom of Information Act and the Caldicott Report.

Management of Partnership issues:

Provide support to the partners and the partnership to ensure excellent team-working and a sound legal framework.

a) Ensure effective partners’ meetings with clear agendas, minutes and action plans.b) Ensure appropriate and up-to-date partnership agreement.c) Provide management advice and information to the partners in order for them to

make decisions about the running of the practice.d) Organise partners’ away-days and planning meetings to develop strategy and team

working.e) Assist in the recruitment of new partners.f) Deal with partnership changes – retirements, new appointments, legal, financial

and patient-related implications.g) Discuss with the partners regarding the best use of clinical resources and seek

innovative ways of managing the clinical workload.h) Ensure decision-making relating to the partnership is documented.i) Ensure medical indemnity for all clinicians is up-to-date.j) Liaise with the out-of-hours provider as necessary.

Management of operational systems:

Ensure the effective and efficient working systems and operational systems within the practice.

a) Review and ensure that all operational systems, including the telephone system, appointments system, messages, visits, results, prescribing systems, access, incoming mail, scanning, etc. function at an optimum level all times.

b) Ensure the summarising of clinical information on to the patient medical records.c) Ensure the correct registration and deduction of patient records in line with

recommended procedures. d) Ensure systems under the Quality and Outcome Framework (organisational and clinical) including monitoring points attained and projections throughout the year.

e) Approve and help to implement enhanced services and other contractual services.

Care Quality Commission

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Advise the partners on action needed to maintain compliance with the CQC requirements.

a) Manage the process by which the practice maintains registration under the CQC.b) Monitor and develop the operation of the organisation as needed to ensure that the

Essential Standards continue to be met by the practice.c) Support the partners through any inspection visits from the CQC.d) Implement and follow up any action or improvements required by the CQC in

order to maintain registration

Management of premises, equipment and stock:

Advise the practice in making full and effective use of its current premises, equipment and stock.

a) Oversee processes for the maintenance, repair and cleaning of all premises.b) Review best use of premises and maximise income from premises.c) Manage any future premises developments d) Manage agreements with other users of the premises.e) Ensure appropriate insurance of premises, equipment and stock.f) Ensure security measures of premises and personnel, including intruder alarms,

fire alarms and panic buttons. g) Ensure adherence to health and safety and fire procedures throughout the practice

and relevant training and updates are undertaken as required by all practice staff.h) Ensure risk assessments are regularly carried out and documented.i) Ensure that the purchase and control of supplies, drugs and equipment meets the

current and future needs of the practice.j) Ensure appropriate testing and calibration of clinical equipment as appropriate.

Patients Services:

Develop services which best serve the needs of the practice’s patient population.

a) Develop, maintain and market new and existing patients’ services.b) Liaise with relevant patient forums and the Patient Participation Group.c) Ensure health promotion campaigns targeted to relevant groups.d) Develop child and family-friendly policies.e) Manage and review patient satisfaction surveys.f) Manage patient complaints, either informal or formal, using the practice’s in-

house complaints procedure.g) Ensure significant event audits and learning plans.h) Ensure patient information is up-to-date and available, such as the practice

brochure, and patient leaflets.

Personal Development:

Manage own time effectively, plan and meet personal and practice targets. Ensure own personal development through reflection and feedback from partners and colleagues. Ensure that personal continuing training needs are identified and met. Take part in a personal annual appraisal with one of the partners.

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Other Appropriate Duties

Any other duties that may arise appropriate to the manager of a General Practice.

Other Terms

Probationary Period:

There will be a six-month period of mutual assessment, during which time the period of notice will be one week on either side. Reviews will take place every 3 months in the first year.

Notice Period:

Once the probationary period has been completed, there will be a three month period of notice on either side to terminate the employment.

Annual Leave and Study Leave:

Annual leave entitlement will be six weeks plus statutory public holidays. Time off to attend relevant training courses and updates will be approved in agreement with the partners.

Hours of Work:

This post is full-time with hours nominally 37 per week Monday to Friday (working hours to be agreed). However, the post holder will be expected to work the hours needed to fulfil the needs of the practice, which might at times include working longer or unsociable hours.

Pension Scheme:

Entrance into the NHS Pension Scheme is automatic unless the post-holder selects to opt out of the Scheme. This is a contributory scheme by both employee and employer and at the time of writing, the Partners will be contributing to this as the Employer’s contribution, which is in addition to the salary stated below.

Salary:

The starting salary will be in the region of £40,000-£45,000 pa depending on qualifications and experience. Salaries are paid monthly in arrears. There will be an annual review of salary.

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SIXWAYS CLINIC

PRACTICE MANAGER

PERSONAL SPECIFICATION

Necessary Desirable

Academic/Vocational Qualifications

• Educated to a minimum of A levels or equivalent

• Evidence of a commitment to continuing professional development and training in different areas of management

• Relevant business, management, HR or finance qualification or degree

Experience • Experience of, and success at, motivating and managing people

• Experience of working in teams and able to promote a team spirit

• Working in an IT-dependent environment

• Managing financial budgets and financial forecasting

• Customer/patient care• Premises and facilities management• Project management experience

• Working in healthcare• Contingency planning to

ensure business continuity

• Working with a partnership

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Skills• Leadership skills• Team-working skills• Excellent inter-personal skills• Financial acumen• Delegation skills• A “solutions focused” approach• Ability to develop systems to solve

organisational problems• Makes things happen• Good communicator (oral and

written)• Ability to listen and empathise• Mentoring/coaching• Competent with use of office IT• Chairmanship and co-ordination• Good time management• Problem solving• Negotiating• Able to manage change• Multi-tasking skills• Networking• Facilitation• Managing conflict

Qualities• Organised & decisive in

implementing a vision• Empathy for the healthcare/public

service environment• Self-motivated – able to work with

minimal direction• Ability to work steadily towards

goals regardless of distractions• Adaptable, innovative, forward

looking• Enthusiasm, with energy and drive• Gains respect by example• Honest, caring and sympathetic• Good sense of humour, personable• Hard working, reliable and

resourceful• Willing to work flexible hours as

necessary• Considered, steady approach• Clear thinking• Diplomacy

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Other Ability to travel to meetings outside the practice.

HOW TO APPLYMaking an Application:

If you feel that you have the right skills and experience, this is how to apply:

• Complete the attached application form electronically.

• Provide a covering letter of up to two pages, which specifically includes your experience in the key areas of the job (e.g. people management, financial management, facilities management, IT, health & safety). Make sure that your letter is a Word document.

• Email both documents back to our recruitment consultant, Patricia Gray, on info@gppracticemanagerjobs.co.uk by 12.00pm on the closing date of 7th April 2015.

Please note that we will only accept electronic applications. We will let you know shortly after the 7th April if you are invited for an interview or not. You will be offered the opportunity to visit the practice if you are shortlisted for an interview.

Please note that we cannot provide feedback if you are not shortlisted.

Interviews:

If you are shortlisted, you will be invited to attend an interview on 17th April 2015 (pm). This will be a preliminary assessment interview with the GP partners and our recruitment consultant, Patricia Gray. The interview will last 30 minutes and in that time we will ask you to make a short five minute presentation of your career to date and your current/last role. We will then ask you a number of questions relating to your management skills and experience.

Following this initial interview, you may be invited to a second more comprehensive interview with the same panel of interviewers on 24th April (pm). This interview will last about an hour.

Please note that if you are unable to attend either of these dates, we are unlikely to consider your application.

If you have any queries, please contact Patricia Gray at patricia@gppracticemanagerjobs.co.uk.

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