Practice Manager

Main Roles and Responsibilities

• To work as part of the administration team to manage and provide a comprehensive and co-ordinated support service for third-party administrative organisations, the administration and clinical teams and clients.
• To manage initial client enquiries and client bookings ensuring timely response to all queries and requests.
• To liaise with clients, schools, charities and other organisations with regards to the services provided to them by Whole Child Therapy.
• To ensure the timely sending of documents to clients with regards to the services provided to them by Whole Child Therapy.
• To ensure safe and updated keeping of staff and organisation documents.
• To manage and maintain the clinical and management team’s diaries and schedules ensuring that any specific requirements for appointments are met.
• To ensure the secure filing of documents in line with current data protection regulations and policies. This is to include the management of the online filing system and ensuring that other staff are using these systems correctly. For example that correct document naming guidelines are followed and that documents are stored in the correct location.
• To add and update clients’ details on the online systems used by the organisation and to ensure that the system is kept up to date and correct.
• To invoice clients for service delivered and ensure the timely payment of invoices by clients. This will include preparing and following-up quotations and proposals for services as requested/instructed.
• To provide management and coordination support to the clinical team, acting as productivity and scheduling manager for the wider team.
• To manage human resources tasks relating to all personnel at Whole Child Therapy, such as but not limited to the recording of contracts of employment, sickness absences and annual leave requests.
• To oversee and manage accountancy, such as but not limited to the recording of expenses submitted by staff members.
• To manage health and safety within the Organisation.
• To manage the tasks and time of the administrative assistant(s).
• To provide support for the hosting of events, training and other services delivered by Whole Child Therapy.
• General office and housekeeping tasks, including purchasing of supplies and equipment

 

Specific Role Requirements

 

1. Communication

• 1. Provide support and information to individual’s parents, carers and/or school adjusting your use of language to allow for their level of comprehension to understand.
• 2. Adjust communication according to age and comprehension level of the individual, using gesture and augmentative communication aids as necessary.
• 3. Develop external relationships with appropriate contacts.
• 4. Provide and receive complex and sensitive information with regard to a client’s needs, difficulties and expectations.
• 5. Demonstrate empathy and sensitivity in response to clients, parents and children.
• 6. Work sensitively with parents who are themselves dealing with anger, grief and frustration as they come to terms with the impact of their child’s condition.
• 7. Communicate effectively with parents/carers, team members, colleagues and other agencies, including health and educational staff using written and verbal communication skills.
• 8. Ensure the timely sending of appropriate documents to clients to enable Whole Child Therapy services to be delivered.
• 9. Act appropriately when exposed to children who may be wet, soiled, sick, have saliva control issues etc.

 

 

1. Practice Management

• 1. Develop practice management mechanisms that increase quality of service and productivity.
• 2. Participate in formulating strategic business plans.
• 3. Research and report on factors influencing business performance.
• 4. Analyse competitors and market trends.
• 5. Conduct reviews and evaluations for cost-reduction opportunities, efficient high-end delivery of services, and any other opportunities that could benefit the Organisation.
• 6. Liaise with personnel to ensure personal and professional documents are up-to-date.
• 7. Supervise personnel to ensure service is delivered effectively.
• 8. Manage clinical bookings as required.

 

1. Human Resources

• 1. To be professionally and accountable for all aspects of your own work.
• 2. Review and reflect on own practice and performance through the effective use of professional supervision or management meetings, self-reflection and appraisals.
• 3. Organise, manage and keep updated all personnel files, including but not limited to employment contracts, insurances, DBS, qualification certificates, personal identity documents, etc.
• 4. Coordinate and supervise the work delivered by personnel to the organisation’s clients ensuring services are delivered to high standard and as agreed.
• 5. Deal with grievance, resolve issues between management and staff, and follow disciplinary procedures when necessary.
• 6. In consultation with the Management team, develop, publish and implement the Organisation’s policies and procedures, staff handbooks, and any other internal and/or external information that is relevant to the business.
• 7. Advise managers on policies required by the business in general.
• 8. Assist employees to understand and adhere to the organisation’s policies and procedures.
• 9. Promote equality, diversity and well-being as part of the culture of the organisation.
• 10. Assist in recruiting staff, which involves but is not limited to developing job descriptions and person specifications, preparing and publicising job adverts, managing job applications, shortlisting, interviewing and selecting candidates, and ensuring the applicant has the required experience, education and skills necessary for the job.
• 11. Oversee recruitment and hiring process which involves but is not limited to contacting references, performing background checks and processing staff paperwork.
• 12. Inform applicants about job details such as benefits and conditions, and conduct new personnel orientations.
• 13. Assist in undertaking regular salary reviews and in advising on pay and other remuneration issues, including promotion and benefits.
• 14. Negotiate with personnel and their representatives (for example, trade union and governing body officials) on issues relating but not limited to pay and working conditions.
• 15. Maintain employee records.
• 16. Develop HR planning strategies, which consider immediate and long-term staff requirements.
• 17. Ensure personnel receive adequate and up-to-date training, including but not limited to the management of client data (as per the General Data Protection Regulation 2016 – GDPR), health and safety, safeguarding and child protection, and if required, deliver training such as but not limited to new staff inductions.
• 18. Analyse training needs in conjunction with management staff.
• 19. Ensure all clients, personnel and visitors are treated in a fair and equal manner at all times.

 

1. Health and Safety

• 1. Be responsible for self and others in relation to managing risk, health and safety and work within the policies and procedures laid down by the service.
• 2. Be responsible for and vigilant at all times in maintaining a safe environment within the clinic.
• 3. Be responsible for equipment used in the office and therapy rooms where appropriate.
• 4. Carry out risk assessments and consider how risks could be reduced, showing an awareness of Health and Safety implications and act accordingly.
• 5. Inform others and act immediately on safety notices, hazard warning notices and any other notifications in relation to equipment used/prescribed by the service.
• 6. Record any accidents, incidents, and near misses, and produce management reports when required.
• 7. Report and manage all witnessed and reported clinical and non-clinical accidents, incidents or near misses promptly and when required, co-operate with any investigations undertaken.
• 8. Be responsible for the safe setting up, installation and maintenance of equipment used in the clinic.
• 9. Set up equipment when it arrives, show personnel/parents/professionals how to use it safely, and advise on when/how often it should be used.
• 10. Report any defects or difficulties to Clinical Director.
• 11. Arrange for repairs and adaptations as necessary.
• 12. Have a sound knowledge of theory and practice of manual handling of specialist equipment.
• 13. Outline safe operational procedures which identify and take into account all relevant hazards.
• 14. Observe the hygiene code and demonstrate good infection control and hand hygiene.
• 15. Carry out regular site inspections to check and maintain equipment for their safety and functionality, and ensure policies and procedures are being properly implemented.
• 16. Ensure working practices are safe and comply with legislation.
• 17. Ensure self and others are aware of the responsibilities placed on them by the Health & Safety at Work Act (1974) and ensure that the agreed safety procedures are carried out to maintain a safe environment for all personnel, clients, community members, and visitors.
• 18. Prepare health and safety strategies and develop internal policy.
• 19. Ensure personnel receive adequate training about health and safety issues and risks.
• 20. Keep records of inspection findings and produce reports that suggest improvements.
• 21. Demonstrate understanding and application of national guidelines/legislation relating to health, safety and social care in the provision of children’s services.
• 22. Keep up to date with new legislation and maintain a working knowledge of all health and safety legislation and any developments that affect the employer’s industry.

 

1. Policy and Service Improvement/Development

• 1. Work as part of the administration team, arrange, and participate in regular administration team and business management meetings.
• 2. Participate in the operational planning, development, and implementation of the organisation’s policies and procedures, staff handbooks, and any other internal and/or external information that is relevant to the business, and advise managers on policies required by the business in general.
• 3. Participate in the operational planning, development, and implementation of the organisation’s products and services within the Administration Team and the wider team.
• 4. Advise the Clinical Director of any equipment/materials needed for the service.
• 5. Manage procurement under the supervision of the Clinical Director.
• 6. Contribute to the organisation’s service and product development, gather information, instigate projects and suggest ideas to management staff.

 

1. Financial Management

• 1. Prepare, send and manage client invoices.
• 2. Provide financial information, service proposals and any other induction information to clients and when necessary interpret that information to ensure clients are aware of the services the Organisation delivers/proposes.
• 3. Develop financial management mechanisms that minimise financial risk.
• 4. Ensure financial accounting, monitoring and reporting systems are adequately managed.
• 5. Ensure the organisation’s budgets are adequately managed.

 

 

RESPONSIBILITY – Risk Management / Health & Safety

 

• The post holder has a responsibility to themselves and others in relation to managing risk, health and safety and will be required to work within the policies and procedures laid down by the Organisation.
• Members of staff are required to observe the hygiene code and demonstrate good infection control and hand hygiene.
• Employees must be aware of the responsibilities placed on them by the Health & Safety at Work Act (1974) to ensure that the agreed safety procedures are carried out to maintain a safe environment for self, other staff, community members and visitors.
• To act immediately on safety notices, hazard warning notices and any other notifications in relation to equipment used/prescribed by the organisation.
• To report all clinical and non-clinical incidents or near misses promptly and when required to co-operate with any investigations undertaken.
• All staff have a responsibility to access occupational/emotional health, other staff support services and/or any relevant others in times of need and advice.

 

 

RESPONSIBILITY –  Records Management

 

• The post holder has responsibility for the creation and maintenance of records in accordance with the General Data Protection Regulation (2016).
• To immediately report any temporary or permanent incidents of loss of data in accordance with the General Data Protection Regulation (2016).
• The post holder has a responsibility to maintain timely and accurate record keeping and in accordance with professional and the organisation’s

 

 

RESPONSIBILITY – General

• To be professionally and legally accountable for all aspects of your own professional work.
• To review and reflect on own practice and performance through the effective use of professional supervision and appraisal in line with local guidelines.

 

 

 

This job description is not exhaustive and the post holder may be required to undertake such other duties from time to time as are consistent with the responsibility of the post.

This job description is subject to review and development from time to time in liaison with the post holder. As an employee of Whole Child Therapy Ltd you will be required to adhere to all the Organisation’s policies and procedures.

 

Additional duties and responsibilities:

 

Performing with appropriate professional care any other tasks, duties and responsibilities within reason that further the aims and objectives of Whole Child Therapy Ltd.

 

 Whole Child Therapy Ltd is committed to safeguarding and promoting the welfare of children and adults and expects all staff to share this commitment. An enhanced DBS (Disclosure and Barring Service) check and registration with the Update service will be required.

Whole Child Therapy Ltd reserves the right to vary or amend the duties and responsibilities of the post and the post-holder at any time according to the needs of its business.