Vacancy: Practice Manager

Townfield Doctors Surgery: 34 College Way, Hayes, UB3 3DZ

Practice Profile

Background

The practice is located in a purpose-built health centre in a quiet residential area of Hayes, next to Uxbridge College Hayes Campus and nearby to local facilities such as shops and supermarkets.  The practice is conveniently situated for easy access to the M4 and M25 motorways.

Townfield Doctors Surgery is a member of HH Collaborative PCN. The practice manager will attend appropriate PCN meetings.  

The practice is a great place to work and the partners considered to be good employers.  Many staff have been employed for a long time.  

The practice is very forward-thinking and is always looking for development opportunities.  

The partners plan to become a GP training practice in the future.  

Patients Services

There are around 8,400 registered patients with a stable list-size. The patient profile is a diverse population, includes ethnic minority, Eastern European, and relatively high deprivation. There is also a strong Irish community.  The challenges this presents include the transitory nature of patients, language barriers, and the health needs of immigrants.  Some patients work at Heathrow Airport, doing shift work.  The partners are multi-lingual and the practice is integral with the local community, listening to patients and design services based on recommendations by patient participation group.

The premises are open Monday to Friday from 8am to 6:30pm. The practice is not open at weekends at the moment.  

The practice provides the full range of primary health services under a PMS (Personal Medical Services) including the following in addition to regular same day urgent clinics and chronic diseases management. 

• Antenatal clinics & Maternity care
• Blood pressure monitoring
• Child health and immunisation services
• Contraception, including coil fitting 
• Coronary Heart Disease care
• Respiratory (Asthma/COPD) care and spirometry
• Cryotherapy
• Diabetic care 
• Dementia services
• ECGs
• Joint injections
• Menopause/HRT
• Minor surgery
• Postnatal and 6 week baby checks
• Travel vaccinations, not advice
• Weight management
• Women’s health, including cervical smears
• Wound dressings 

A physiotherapist and a counsellor employed by the Federation operate from the premises.

The practice achieves high QOF points (Quality and Outcome Framework) and participates in most of the enhanced services.  

Patients are happy with the service received by the doctors and nurses but the practice struggles with access and providing enough appointments to meet the demand and feedback from surveys indicates some patients’ frustrations.

There is a patient participation group which meets regularly and the practice manager attends their meetings.

Partners in the Practice

There are three GP partners: 

• Dr Suresh Thankappan 
• Dr Selvi Babu 
• Dr Jawad Zelamal 

The GP partners have different areas of clinical interests and roles in overseeing the management of the practice.  Dr Selvi Babu is also a clinical director of the PCN and has an active role in Primary Care Provider Collaborative at ICB level.

The practice also employs regular locum doctors and ANPs. 

Practice Meetings

The practice manager and GP partners meet once a week. The practice manager provides agendas and minutes of these meetings to maintain smooth running of the safe services.  There are also monthly multidisciplinary meetings to discuss patient care and occasional meetings with external speakers, such as hospital consultants.  Staff also meet together with the practice manager once every week and we have regular practice away-days.  Our staff attend the PCN away days as well.

Physical Environment

The two-storey purpose-built premises are leased by the practice from a private landlord.  The premises are attractive, light and spacious with the ground floor dedicated to GP consulting rooms, the reception and waiting area.  The first floor, connected by stairs and a lift, is used for nurses and treatment rooms with a secure section of the building dedicated to office accommodation including the practice manager’s office, a large meeting room and a staff room/kitchen.  There is dedicated parking outside the practice for the GPs and manager.

The partners would like to make better use of the premises, eg there is a minor operating theatre which could be used to provide more services and some extra income to the practice.

Financial Management and IT 

The practice manager is responsible for overseeing the practice’s finances, ensuring income generation and cost controls and providing financial forecasting and advice to the partners.  The manager monitors the practice bank accounts, undertakes bank reconciliations, and staff salaries using IRIS payroll software.  The manager also undertakes claims for income, bookkeeping, and paying expenses.   We have a well trained assistant practice manager who can undertake majority of the tasks, still needs guidance from the practice manager.

The practice uses the clinical EMIS Web clinical IT system and is “paper-light”.  The practice has developed protocols and templates to ensure consistency and quality in the management of chronic diseases and to achieve high targets.  The practice website provides useful information to patients and could be developed further in the future.

The Role of Practice Manager

The partners are looking for a well-organised, efficient and professional manager with excellent people skills and financial acumen to provide leadership to the practice staff.  

The new manager will become involved in the future changes in the NHS and seek business opportunities to benefit the practice, eg. by evaluating new services and advising the partners.   
The new manager may also participate in the network and similar organisations to develop service provision in the locality, working collaboratively with the PCN and The Hillingdon Confederation CIC.

The post is full time with exact working hours to be agreed although there can be flexibility about exact working hours.  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 which meets monthly.

It is essential that candidates have General Practice experience, and preferably with the EMIS system.  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.

Job Description

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.

Location

The post is based at Townfield Doctors Surgery, 34 College Way, Hayes, UB3 3DZ.

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.  

1. Develop, maintain and update HR and training policies
2. Ensure the effective recruitment, selection and induction of new staff.
3. Ensure clear and up-to-date contracts of employment, employment policies and procedures, and staff handbook in line with good employment practice.
4. Ensure performance is managed and there is appropriate supervision of staff.
5. Ensure optimum staffing levels at all times with holiday and sickness absences managed.
6. Develop teamwork ensuring well-run regular staff meetings and organising away-days and social functions.
7. Carry out the staff appraisals.
8. Review patterns and methods of work and skills-mix for both individuals and teams to ensure their efficient and effective functioning.
9. Deal with grievances and disciplinary matters as may be required in conjunction with the partners.
10. Ensure personnel and attendance records are maintained.
11. Review pay and conditions of staff and advise the partners accordingly.
12. Ensure that all statutory requirements are fulfilled and adopt changes as and when they occur.
13. Ensure confidentiality is maintained at all times and encourage the professionalism of all staff.
14. 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.  

1. Participate and work with groups determining future policy, including PCN.
2. Develop business cases and tenders to provide future services.
3. Explore innovative ideas for provision of services to suit the needs of the practice population and the professionals working within the practice team.
4. Explore opportunities to optimise use of practice facilities, agree contracts and ensure appropriate legal requirements.
5. 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.   

1. Ensure efficient working methods and best use of resources.
2. Ensure controls of expenditure whilst ensuring necessary investment in resources.
3. Ensure all income-generating opportunities are explored and maximised.
4. Provide budgetary and cash flow forecasting to the partners.
5. Ensure policies to protect the practice against fraud and financial mismanagement.
6. Undertake the staff payroll including calculation and payment of staff salaries, tax, NI, management of the NHS Pension Scheme.
7. Ensure the appropriate payment of partners’ drawings.
8. Manage the practice’s bank account.
9. Ensure correct payment of supplies and expenses.
10. Ensure correct billing for services and systems to reclaim monies owed to the practice.
11. Ensure appropriate control of the petty cash account.
12. 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.  

1. 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.
2. Ensure that appropriate computer searches, audits and reports are carried out.
3. Ensure development of the practice’s IT systems.
4. Ensure the training of all personnel and users of the practice IT systems.
5. Ensure maintenance of hardware and replacements as required.
6. Lead on IT crisis prevention and develop systems to protect security of data. 
7. Ensure policies against the misuse of the Internet and emails.
8. Prepare business case for future changes or developments and explore all relevant avenues of funding.
9. Maintain practice website including developing on-line appointments and prescribing systems.  
10. 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.  

1. Ensure effective partners’ meetings with clear agendas, minutes and action plans.
2. Ensure appropriate and up-to-date partnership agreement.
3. Provide management advice and information to the partners in order for them to make decisions about the running of the practice.
4. Organise partners’ away-days and planning meetings to develop strategy and team working.
5. Assist in the recruitment of new doctors.
6. Deal with partnership changes – retirements, new appointments, legal, financial and patient-related implications.
7. Discuss with the partners regarding the best use of clinical resources and seek innovative ways of managing the clinical workload.
8. Ensure decision-making relating to the partnership is documented.
9. Ensure medical indemnity for all clinicians is up-to-date.
10. 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.  

1. 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.
2. Ensure the summarising of clinical information on to the patient medical records.
3. Ensure the correct registration and deduction of patient records in line with recommended procedures.
4. Ensure systems under the Quality and Outcome Framework (organisational and clinical) including monitoring points attainment and projections throughout the year.
5. Approve and help to implement enhanced services and other contractual services.

Care Quality Commission

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

1. Manage the process by which the practice maintains registration under the CQC.
2. Monitor and develop the operation of the organisation as needed to ensure that the Essential Standards continue to be met by the practice.
3. Support the partners through any inspection visits from the CQC.
4. 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.  

1. Oversee processes for the maintenance, repair and cleaning of all premises.
2. Review best use of premises and maximise income from premises.
3. Manage any future premises developments 
4. Liaise as appropriate with other users of the premises.
5. Ensure appropriate insurance of premises, equipment and stock.
6. Ensure security measures of premises and personnel, including intruder alarms, fire alarms and panic buttons.  
7. 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.
8. Ensure risk assessments are regularly carried out and documented.
9. Ensure that the purchase and control of supplies, drugs and equipment meets the current and future needs of the practice.
10. Ensure appropriate testing and calibration of clinical equipment as appropriate. 

Patient Services:

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

1. Develop, maintain and market new and existing patients’ services.
2. Liaise with relevant patient forums and the Patient Reference Group.
3. Ensure health promotion campaigns targeted to relevant groups.
4. Develop child and family-friendly policies.
5. Manage and review patient satisfaction surveys.
6. Manage patient complaints, either informal or formal, using the practice’s in-house complaints procedure.
7. Ensure significant event audits and learning plans.
8. 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.

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 five weeks plus statutory public holidays pro rota. 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 37½  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 postholder selects to opt out of the Scheme.  This is a contributory scheme by both employee and employer.  

Salary:

The starting salary will be in the region of 48k to 51k pa depending on qualifications and experience. Salaries are paid monthly in arrears. There will be an annual review of salary. 

Personal Specifications

How to apply

Making an Application:

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

• Provide your CV and a covering letter of up to two pages which specifically includes your experience in the key areas of the job (eg. people management, financial management, facilities management, IT, health & safety). Email to Ahmad Zelamal by 6:30pm on the closing date of 20th July 2026.

Interviews:

If you are shortlisted, you will be invited to attend an interview on Thursday 30th July 2026 afternoon.