Practice Administrative Manager

Manor View Practice is seeking a Practice Administrative Manager

Job Summary

The Practice Administrative Manager is responsible for managing all administration functions of Manor View Practice; ensuring streamlined processes, high levels of productivity and high-quality outputs and provide excellent operations management support within the management team.

Main Duties

• Direct line management of all administrative team leads, across multiple locations
• Establish KPIs for each team, monitor progress and make changes where necessary in order to achieve targets
• Create and provide regular highlight reports against KPIs
• Oversee and support achievement of QOF targets
• Oversee and support achievement of ECF contract / targets
• Provide leadership and guidance to all staff administrative teams; ensuring that they always adhere to policy and procedure
• Continually monitor volumes of activity and workforce capacity; seeking to make recommendations for change if required.

Line Management

• Providing leadership and guidance to all staff ensuring that they always adhere to policy and procedure.
• Direct line management of the following staff:
  • QOF Lead
  • ECF Contract / Care-Co-ordinator Lead
  • Prescription Clerk Lead
  • Clinical Coding Lead
  • Lead Administrator (including registration team)
  • Lead Secretary
• Support staff development, providing guidance and direction, ensuring staff are up to date with mandatory training.
• Approving, recording, and coordinating teams annual/sick/other leave as appropriate and ensuring correct reporting procedures are followed by staff in line with agreed policies.
• Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively and identify training needs where required.
• Completing appraisals and performance management of teams as required
• Managing the recruitment and retention of staff.
• Act as a role model to lead, monitor, motivate and inspire the teams.

Performance

Quality and Outcomes Framework 

The QOF gives an indication of the overall achievement of a practice through a points system. MVP aims to deliver high quality care across a range of areas for which they score points. The final payment is adjusted to take account of our workload, local demographics, and the prevalence of chronic conditions in the practice's local area.

This role will oversee MVP’s QOF team; ensuring all targets are me in a timely, efficient, and effective manner, by working with the QOF Lead to continually monitor capacity and access and identifying options and opportunities to flex clinics and streamline appointments so that patients are provided with the right care, at the right time and in the right place.

Patient Pathways

Our Care Co-Ordinator team seeks to support some of our most vulnerable cohorts of patients and improve their patient pathways, access to care and uphold continual communication so that we can provide personalised care.

This role will oversee the mechanisms of the team and support the Care Co-Ordinator Lead in maintain and transforming provision of care for the following key areas:

• Safeguarding
• Cancer and Palliative care
• Care Homes
• ADHD / autism patients and pathways

Enhanced Commissioning Framework (ECF)

As part of this local level contract for GP practices, the ECF serves as an incentive scheme set by the Hertfordshire and West Essex ICS, for GP practices to improve the quality of care delivered to its registered patients.

This role will support the ECF Lead as required to achieve our targets and ensure patients receive appropriate provision of care.

Wider key relationships

This role will be expected to work across to MVP in order to provide support, successfully achieve targets and maintain staff engagement.

Clinical Pharmacy Lead

to work together to successfully achieve QOF targets.

Communication consultant

to ensure forms, guidelines and communications pertaining to any administrative areas are up-to-date and functional.

Fail Safe Leads

working with the Partner Lead and admin lead to establish and communicate a range of fail-safe alert procedures for significant unexpected findings.

Management Team

• Giving regular feedback, both positive and negative to the wider management team to maintain great working relationships and promote best practice.

Other Duties

• The Practice Administrative Manager may, from time to time, be asked to undertake other reasonable duties, with appropriate training. It is important that all members of staff are prepared to undertake additional or relinquish current duties to maintain service delivery to patients. It is expected that requests from the Partners will not be unreasonably refused.

Person Specification

• Previous experience in primary care.
• Previous experience of CQC (care quality commission) in the primary care setting
• Comprehensive knowledge of EMIS, Docman, IGPR, coding and EDT
• Experience of providing accurate documentation and correspondence.
• Experience of managing a team and working in a health care environment
• Excellent organisational and time management abilities.
• Excellent communication skills
• Ability to multitask and prioritise workload
• Strong Microsoft Office skills
• Ability to record information in a concise, accurate and legible manner.
• Ability to prioritise conflicting demands.
• Team player who is also able to work independently
• Punctual, reliable and have the desire to succeed.