Skene Medical Group

SKENE MEDICAL GROUPWESTHILL, ABERDEENSHIRE. AB32 6FG

PRACTICE MANAGER VACANCY

APPLICATION PACK 2015

HOW TO APPLYMaking an Application:

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

You must :- Complete and sign the attached application form (completing all fields) Provide a signed 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.

Send your signed completed application form and letter by 12 midday (latest) on 12th June 2015 to:-

Mrs Babs Thomson, Practice Manager, Skene Medical Group, Discovery Drive, Arnhall Business Park,Westhill,Aberdeenshire. AB32 6FG

You will only be contacted by 26th June 2015 if you have been shortlisted for interview. Please ensure your contact telephone number and email address are on your application form, as shortlisted applicants will be contacted using one of these methods.

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. The First Round interviews will be on:-Date: 10th July 2015 Time: DaytimeThe interview will be with the Partners and will last 45 minutes. We will ask you a number of questions relating to your management skills and experience. You will then have 15 minutes with the current Practice Manager for an informal discussion.

If required you may be asked to attend for a Second Round Interview which will be on:-Date: 14th July 2015 Time: EveningThis interview will be with the Partners and will last 30 minutes and you may be asked to present a short 5 minute presentation outlining your management experience to date and career progression

The post will commence on Monday 2nd November 2015

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Skene Medical Group

POSITION APPLIED FOR PRACTICE MANAGER – FULL TIME (37 HOURS PER WEEK)

APPLICANT INFORMATIONLast Name       First Name      

Address      

Address cont       Post code

     

Telephone (Home)

      Telephone (Work)      

Telephone (Mob)       E-mail Address      

EDUCATION

School/College/University Dates attended Examinations/qualifications obtained

                 

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Other relevant qualifications/skills & dates obtained

     

Membership of Institutes/Professional bodies

     

PREVIOUS EMPLOYMENT – Starting with the most recentEmployer Dates from and to Job title and duties Reason for

leaving                       

                       

                       

                       

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Current / Last salary:      

Career breaks (if applicable) - dates and reasons for breaks.

     

Personal hobbies or interests (please limit to 100 words)

     

ABOUT YOUR APPLICATION – Please tell us in a maximum of 500 words your reason for applying for this position.

     

Please use an additional sheet if required

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CRIMINAL CONVICTIONS

Have you ever been convicted of a criminal offence (excluding Motor Traffic offences)?

(declaration subject to the Rehabilitation of Offenders Act 1974)

Yes / No:      

If ‘Yes’ please provide details below.     

REFERENCES (REFERENCES WILL ONLY BE TAKEN WITH YOUR PRIOR PERMISSION)Please give the names and addresses of two referees. Where possible, one should be either your present or most recent employer. Full Name       Title      Email Address

      Telephone number / Mobile

     

Postal Address

     

     How long have you known them and in what context? Details below.

     

Full Name       Title      Email Address

      Telephone number / Mobile

     

Postal Address

     

     

How long have you known them and in what context? Details below.     

Where did you see this vacancy advertised?      

Are you legally entitled to work in the UK? YES/NO

(You may be asked to provide supporting documentation)

     

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DECLARATION

I understand that the Practice is permitted to hold personal information about me as identified on this application Form, as part of it’s recruitment procedures and personnel records.

By submitting this Application Form, I hereby declare that the information contained in this form is correct. Any false or misleading information provided by me on my application form or any other relevant documents may result in any subsequent employment being terminated

SIGNATURE: DATE:

Skene Medical Group

PRACTICE MANAGERPERSON SPECIFICATION

Essential DesirableAcademic/Vocational Qualifications

Educated to a minimum Highers or A level or equivalent

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

Degree or equivalent Relevant business,

management, HR or finance professional qualification or degree

Experience General management experience Staff management, supervision and

development experience Leading, supporting and developing a team Familiar with employment law and

employment related legislation Evidence of business planning Financial and contract management Demonstrate successful change

management, implementing and monitoring new systems

Experience and / or knowledge of general practice, GP contracts and finance

Contingency planning to ensure business continuity

Project management Facilities management Health & safety Complaints handling GP IRIS Payroll

experience GP IRIS Accounts

experience

Skills Leadership skills Excellent inter-personal skills Excellent communicator (oral and written) Delegation skills A “solutions focussed” approach Listening and empathy skills Ability to make decisions independently Team management and development Competent with use of office IT Chairmanship and co-ordination Good time management Problem solving Negotiating Able to manage change Networking Facilitation Managing conflict Thorough, completer finisher Calm under pressure Ability to work to timescales / deadlines

Organised & decisive in implementing a vision

Process management Ability to develop

comprehensive systems to solve organisational problems

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Qualities / Aptitudes

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 and leadership Honest, caring and sympathetic Strategic thinking with vision Good sense of humour, personable Hard working, reliable and resourceful Willing to work flexible hours as necessary Considered, steady approach Diplomacy

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People in the Practice

Partners:

Dr George Ellis Dr Colin Hunter Dr Rona RitchieDr Jennifer Brownhill Dr Joanne Currie Dr Kathleen N’DowDr Gregor McIntosh Dr Christopher Mercer

There are also three salaried associate GPs, Dr Glenda Oag, Dr Helen Lendrum and Dr Catherine Stone. The Practice Nursing team is led by an experienced Nurse Practitioner, Fiona Leslie.

The clinicians are supported by a dedicated and talented team of Administration and Secretarial staff headed by Lorraine Cameron, Admin Coordinator and Rosalind Walker, Data / IT Coordinator.

About the Practice

The Practice is in Westhill, Aberdeenshire which is a garden suburb of Aberdeen.

The Practice is situated in Skene Healthcare Centre, co-located with NHS Grampian Community Nursing, Midwifery and Health Visiting teams. There is also a Physiotherapy department based in the building with other visiting allied health professionals. The Social Services Care Management team is also co-located within the building, allowing for an integrated approach to patient care.

Skene Medical Group is a Dispensing Practice.

The Practice population is approximately 15,220.

Skene Healthcare Centre is situated in Arnhall Business Park and is a purpose built modern facility, with excellent staff facilities, including free on site parking and a gym for staff use. It is also close to local shops and supermarkets.

Skene Medical Group is a GP training Practice and also provides the community element of the University of Aberdeen medical undergraduate training programme.

The Practice holds a 17c Contract with Grampian Health Board.

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The Role of Practice Manager

The Partners are seeking a well-organised, efficient and professional manager with excellent skills in communication and people-management. The manager will have skills and experience of operational, personnel, financial and contracts management. The new manager will be fully involved in the potential future changes in the NHS and seek business opportunities to benefit the Practice and improve profitability, e.g. by evaluating new services and advising the Partners. The post is full time with the exact working times to be agreed. The new manager will have to be prepared to work flexibly on occasions e.g. to accommodate meetings outside normal working hours and to ensure that the needs of the service are met.

There is an active local Practice Managers Group which meets six weekly and provides networking and support from other managers in the area.

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.

Organisational Chart

SKENE MEDICAL GROUP PARTNERS

PRACTICE MANAGER

NURSE PRACTITIONER

ADMIN COORDINATOR

DATA / IT COORDINATOR

PRACTICE NURSE TEAM

ADMINISTRATION TEAM

SECRETARIAL TEAM

ASSOCIATE GPS

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PRACTICE MANAGER

JOB DESCRIPTIONOverall Job Purpose

To manage and coordinate all aspects of the Practice’s day-to-day business and to support the Partners in delivering the highest possible quality of care to patients. The post holder will manage change so that all resources are used as effectively as possible 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. The Practice Manager will contribute to the decision making process in the Practice by attending Practice meetings to include regular Partners’ Meetings.

Performance of Duties

The Practice Manager will perform the following duties personally and, where appropriate, by delegation. Delegation will be undertaken where satisfactory and safe performance review procedures are in place. The Practice Manager will be expected to act autonomously consulting the GP Partnership as appropriate.

Main Activities and Functions:Management of Human Resources:

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

Ensure the effective recruitment, selection and induction of new staff. With the support of Peninsula Business Services (contracted employment

service support) ensure that clear and up-to-date contracts of employment, employment policies and procedures and the Employee Handbook are up to date and in line with good employment practice.

Ensure staff individual performance is managed and that there is appropriate supervision of staff.

Ensure optimum staffing levels at all times with holiday and sickness absences managed in liaison with the Senior Management Team

Develop a clear team approach to problem solving ensuring there are well-run regular staff meetings encouraging a healthy and strong team culture

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Review work patterns and skill mix for both individuals and teams to ensure their efficient and effective functioning.

Deal with grievances and disciplinary matters as may be required in conjunction with the Partners supported by Peninsula Business Services (PBS)

Ensure personnel and attendance records are maintained. Review pay and conditions of staff and advise the Partners accordingly. Ensure that all statutory requirements are fulfilled and adopt changes as

and when they occur supported by PBS Ensure patient and Practice confidentiality is maintained at all times and

encourage the professionalism of all staff. Ensure that all staff have an annual appraisal and review of their personal

development plan 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:

Regularly review the organisation and 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.

Participate in development and work with Aberdeenshire Health and Social Partnership determining future policy

Develop business cases to present to the Practice Partnership to provide future services or implement changes impacting the Practice

Explore innovative ideas for provision of services to suit the needs of the Practice population and the professionals working within the Practice team.

Explore opportunities to optimise use of Practice facilities Liaise with other local Practices through Practice Manager meetings and

other relevant forums e.g. 17c Contract meetings, GP and local Health & Social Partnership meetings

Management of financial resources:

Management of staff monthly Payroll to include the accurate administration of the NHS Scottish Public Pension Agency (SPPA) Scheme e.g. auto enrolment of new starters, leavers, end of year. Ensuring that any introduced changes are accurately implemented and staff are fully informed

Ensure accurate management of Practice invoicing and expenditure. Manage the Practices’ bank accounts ensuring accurate book keeping and

monthly bank reconciliation. Manage the Practice account VAT and ensure accurate monthly VAT returns

and annual VAT adjustment procedures are completed Checking monthly the Medical Services payments from NHS Grampian to

ensure all payments expected are received Ensure that robust systems are in place for submitting and logging all financial

claims and ensuring payment is received

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Ensure appropriate control of the petty cash for the Practice Preparation of end of year financial information for Practice accountant, Inland

Revenue (HMRC) and the SPPA. Ensure efficient working methods and best use of resources. Ensure controls of expenditure whilst ensuring necessary investment in

resources. Ensure all income-generating opportunities are explored and maximised

providing advise and recommendations for the Practice Partnership Ensure policies are in place to protect the Practice against fraud and financial

mismanagement.

17c GP Contract / Quality and Outcomes Framework (QOF):

The Practice Manager will:

Keep up to date with all changes in the national QOF quality indicators and manage the Practices’ 17c Contract accordingly, maximising the quality of care for the patient population.

Ensure appropriate management of the Enhanced Services contracts and advise the Partnership of any opportunities

Oversee all contracts activity, supporting staff with delegated responsibilities

Management of IT and Operational systems:

Support the Practice Data / IT Coordinator to ensure there are effective and efficient working IT and operational systems within the Practice and support the Administrator Coordinator to ensure smooth administration of systems and Practice procedures on a day to day basis:-

Ensure that all IT and operational systems, including the telephone system, Patient Clinical system (Vision) that encompasses patient electronic health records, appointments, messaging, results and prescribing are functioning optimally on a day to day basis and ensure the implementation of new software upgrades systems to aid the efficiency of the Practice.

Ensure maintenance of hardware and replacements as required in liaison with NHS Grampian IT Procurement team and the Practice Partnership

Ensure that incoming mail, patient information, scanning into patient records etc functions at an optimum level all times.

Ensure the summarising of clinical information on to the patient medical records is managed within an optimum timeframe.

Ensure the correct registration and deduction of patient records in line with recommended procedures.

Ensure that appropriate computer searches, audits and reports are carried out. Ensure development of the Practice’s IT systems. Ensure the training of all personnel and users of the practice IT systems. Lead on IT crisis prevention and develop systems to protect security of data. Ensure there are policies against the misuse of the Internet, social media and

emails. Prepare any business case for future changes or developments and explore all

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relevant avenues of funding. Develop the Practice website including on-line appointments and prescribing

systems. Ensure confidentiality of patient and Practice information and conformity to the

Data Protection Act, Access to Medical Records Act and the Freedom of Information Act.

Management of Partnership issues:

Provide support to the Partnership to ensure excellent team-working within a sound legal framework.

Ensure effective Partners’ meetings with clear agendas, minutes and action plans.

Ensure there is an appropriate and up-to-date Partnership Agreement. Provide management advice and information to the Partners in order for

them to make decisions about the running of the Practice. Assist in the recruitment of new Partners and salaried GP Associates. Support the Partners in Partnership changes – retirements, new

appointments, legal, financial and patient-related implications. Ensure decision-making relating to the Partnership is documented. Ensure medical indemnity for all clinicians is up-to-date. Ensure GP annual appraisal and contractual training

Management of Practice Meetings:

Organise weekly multi-disciplinary meetings rota to include Operational, Significant Event, Clinical, Child Protection, Community Health and Social Care Team and Palliative Care meetings

Organise monthly Senior Team meetings Organise quarterly Health & Safety meetings Attend monthly staff team meetings as required Attend external meetings on behalf of the Partnership as required Attend and support the Patient Participation Group quarterly meetings

Management of Health & Safety:

With the support of Peninsula Business Support (Health & Safety) advise the Practice in health & safety management and liaise with building Managing Agent as required.

Oversee the Managing Agent for the building to ensure the maintenance, repair and cleaning of premises is carried out as required.

Scrutinise building service charges for the Partnership percentage to ensure best utilisation of contractors and expenditure

Ensure appropriate Practice insurance of premises, equipment and stock. Ensure security measures of premises and personnel, including intruder

alarms, fire alarms and panic buttons. Ensure adherence to health and safety and fire procedures throughout the

Practice and relevant training and updates are undertaken as required by

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all Practice staff. Ensure risk assessments are regularly carried out and documented. Ensure that the purchase and control of supplies, drugs and equipment

meets the current and future needs of the Practice. Ensure appropriate testing and calibration of clinical equipment as

appropriate. Ensure that the Practice Dispensary is managed with robust processes

and procedures to ensure compliance with legislation and management of controlled drugs

Management of Complaints / Significant Events:

Acknowledge patient complaints in accordance with the timescales in the Practice Complaints Procedure and adhering to national NHS complaints guidance

Ensure all complaints and significant events are investigated fully and appropriately responded to in a timely manner

Ensure Partners and staff are supported through any process and maintain the Practice’s ‘no blame’ culture

Ensure quarterly complaints recording to NHS Grampian Ensure annual Complaints and Significant event audits and learning plans are

completed and disseminated appropriately

Management of Patient Information:

Manage and review patient satisfaction surveys. Ensure patient information is up-to-date and available, such as the

Practice Patient Information Leaflet and the waiting room plasma screen patient information

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 the Partners.

Other Appropriate Duties

The above list is intended as a general guide. The Practice Manager is expected to adapt their working role to fit the needs of the Practice and Partnership. Duties may vary dependent on legislation changes, new government guidelines, new technology etc.

Other Terms of the Post

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Probationary Period:

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

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 is calculated in hours 185 hours (5 weeks) and 74 hours Public Holidays (10 days) per annum The Practice is only closed for 4 Public Holidays annually which will be automatically deducted from the above Public Holiday entitlement dependent on your normal working hours on a given day. 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 which is 37 hours per week, Monday to Friday (the spread of working hours is 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. This is a contributory scheme by both employee and employer.

Salary:

The current salary range is:

£37,171 to £47,854 per annum

The starting salary will be dependent on qualifications and experience.

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