Job summary

We are looking for a Practice Manager to support and oversee our specialist NHS GP surgery providing primary care to people experiencing homelessness in Westminster, Great Chapel Street Medical Centre (GCS). You will be employed by Homeless Health Community Interest Company (HHCIC), holders of the NHS APMS GP contract since 2018.

Your responsibilities will encompass management of staff, practice finances, business planning and strategy to ensure that the practice maintains exceptional service quality and sustainability.

Your work will incorporate close work with the HHCIC directors (two of which are also the joint clinical lead GPs at GCS) as well as administrative/reception team, with HR oversight of all staff including clinical team members. Duties will also involve patient-facing activities relating to issues escalated to management level.

Main duties of the job

The Practice Manager will have overall responsibility for managerial and commercial aspects of Great Chapel Street Medical Centre. Responsibilities include developing and maintaining a safe, responsive, and trusted clinical environment for service users and staff, while ensuring the practice’s profitability and sustainability. This requires effective collaboration with partners, service users, and both internal and external professional colleagues. The role requires on-site presence but with some potential for remote working hours within the week.

About us

GCS has been a specialist GP surgery solely for people experiencing homelessness since the late 1970s. We solely register patients over the age of 18 years old, currently experiencing homelessness in Westminster.

Our clinical care revolves around trauma-informed, holistic assessment leading into complex case management with multiagency working across health, adult social care, safeguarding, rough sleeping commissioning teams, street outreach workers, day centre and hostel support staff, substance use commissioning and treatment teams and mental health teams.

This mission drives our work in this highly specialised field, in which patients experiencing homelessness suffer disproportionately poor health, premature ageing. They have often faced multiple barriers to healthcare during their lifetimes, or had poor past experiences of health/support services.

Our focus is on providing as much of a one-stop-shop approach to primary healthcare for this vulnerable population, as well as also engaging in hostel/day centre in-reach healthsupport, and outreach support on the streets along with other rough sleeping supportworkers.

Our clinical team is composed of 4 GPs (2 WTE), 2 Homeless Health Clinical Nurse Specialists ( WTE), 1 Band 5 nurse and Womens Health Navigator. Our admin team consists of two full-time administrative/reception staff members. GCS has visiting allied health professionals working jointly from within our clinical rooms.

Job description

Job responsibilities

The Practice Manager will have overall responsibility for managerial and commercial aspects of Great Chapel Street Medical Centre. Responsibilities include developing and maintaining a safe, responsive, and trusted clinical environment for service users and staff, while ensuring the practice’s profitability and sustainability. This requires effective collaboration with partners, service users, and both internal and external professional colleagues. The role requires on-site presence but with some potential for remote working hours within the week.

Responsibilities

Human Resources :

Supervise recruitment, retention, and general personnel management.

Ensure legal and gainful employment of staff, monitoring skill-mix and deployment.

Manage staffing levels within budget.

Oversee staff induction, training, appraisals, and mentoring.

Implement systems for resolving disputes and grievances.

Keep up-to-date with employment legislation.

Maintain HR documentation, including job descriptions, employment contracts, and

policies.

Financial Management :

Oversee and monitor all current contracts, informal business agreements, and strategic plans set by the directors.

Stay updated on practice performance metrics (, QOF, Enhanced Services,

Prescribing) and ensure target delivery as per contracts and agreements.

Generate monthly financial and performance reports for the directors.

Manage monthly payroll and PAYE for staff, maintaining appropriate records.

Oversee contributions to the Practice pension schemes.

Implement and manage systems for handling and recording payments and invoices, ensuring accuracy and resolving discrepancies promptly.

Initiate and manage the rollout of new business plans.

Business Planning/Organisation :

Organise meetings, prepare agendas, and ensure minute distribution.

Ensure compliance with Care Quality Commission (CQC) requirements.

Develop and update practice protocols and procedures.

Maintain and secure practice premises, including fire prevention and security systems.

Manage procurement of equipment, supplies, and services within budget.

Develop and review Health & Safety policies, ensuring current legislation compliance.

Arrange insurance coverage and business continuity plans.

Maintain and service practice equipment.

Liaise with external professional colleagues to stay informed on relevant issues and agendas, representing the practice at meetings when necessary, including PCN matters and those relating to services commissioned by Westminster City Council Rough Sleeping Teams.

Support re-procurement/tendering processes such as that required for APMS contract (HHCIC awarded a 5+5+5 year contract in 2023 which may be reviewed at each 5 year point and necessitate a formal process) and Rough Sleeping Initiative (RSI) funded contracts (via Department for Levelling Up, Housing and Communities, procured by Westminster City Council Rough Sleeping team).

Information Management and Technology :

Support a successful digital service, ensuring it is accessible, efficient, confidential, and trustworthy and remains updated and relevant.

Motivate and train staff in IT use, ensuring effective digital service.

Set and monitor data entry and collection standards.

Ensure effective IT data security, backup, maintenance, and disaster recovery plans.

Liaise with Area Teams on IT procurement, funding, and national development programs.

Update the practice website as needed.

Team Leadership :

Provide advice and support to the staff and the partnership to ensure effective teamworking.

Manage effective communication, both internal and external and ensure the website and other communication platforms are accurate and up to date.

Facilitate business directors and practice meetings and maintain an up-to-date action plan.

Support the management of the Patient Participation Group.

Direct patient contact when required to deal with practice complaints, or to issue formal warnings regarding behaviour/enforce practice Acceptable Behaviour Policy

Report back to the Directors ahead of quarterly meetings including financial reports and forecasts

Person Specification

Qualifications

Essential

  • Literacy and numeracy skills sufficient to manage a small to medium sized business
  • Desirable

  • Educated to degree level in healthcare or business
  • Leadership and/or management qualification
  • Experience

    Essential

  • Experience of managing multidisciplinary teams
  • Experience of performance management including appraisals, staff development and disciplinary procedures
  • Experience of successfully developing and implementing projects
  • Experience of HR processes, workforce planning and development
  • Experience of financial and budgetary management
  • Desirable

  • Experience of working in a healthcare setting
  • NHS/Primary care general practice experience
  • Premises and health & safety experience
  • Experience of working with people experiencing homelessness
  • Knowledge and skills

    Essential

  • Good interpersonal and communication skills
  • Good skills in organisation and prioritisation
  • Proficiency in data management software excel
  • Desirable

  • Proficiency with SystmOne EHR system
  • Knowledge of NHS systems