Skene Medical Group

Skene Medical Group
SKENE MEDICAL GROUP
WESTHILL, ABERDEENSHIRE. AB32 6FG
PRACTICE MANAGER VACANCY
APPLICATION PACK 2015
HOW TO APPLY
Making 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: Daytime
The 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: Evening
This 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 INFORMATION
Last 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 recent
Employer
Dates from and to
Job title and duties
Reason for
leaving
4
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)?
Yes / No:
(declaration subject to the Rehabilitation of Offenders Act 1974)
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.
xes
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)
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:
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Skene Medical Group
PRACTICE MANAGER
PERSON SPECIFICATION
Essential
Academic/
Vocational
Qualifications
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Experience
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Desirable
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
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Degree or equivalent
Relevant business,
management, HR or
finance professional
qualification or degree
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
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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
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Skills
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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
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Organised & decisive in
implementing a vision
Process management
Ability to develop
comprehensive systems
to solve organisational
problems
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Qualities /
Aptitudes
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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 Jennifer Brownhill
Dr Gregor McIntosh
Dr Colin Hunter
Dr Joanne Currie
Dr Christopher Mercer
Dr Rona Ritchie
Dr Kathleen N’Dow
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
ASSOCIATE GPS
NURSE
PRACTITIONER
ADMIN
COORDINATOR
DATA / IT
COORDINATOR
PRACTICE
NURSE TEAM
ADMINISTRATION
TEAM
SECRETARIAL
TEAM
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PRACTICE MANAGER
JOB DESCRIPTION
Overall 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.
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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 wellrun regular staff meetings encouraging a healthy and strong team culture
Review work patterns and skill mix for both individuals and teams to
ensure their efficient and effective functioning.
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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.
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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:
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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
Ensure appropriate control of the petty cash for the Practice
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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:
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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.
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Ensure appropriate management of the Enhanced Services contracts and
advise the Partnership of any opportunities
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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:
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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.
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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:
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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.
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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
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Practice and relevant training and updates are undertaken as required by
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:
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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:
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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.
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Other Terms of the Post
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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