Clinical Workforce Manager - General Practice

Job summary

Riverside Health Partnership seeks a full-time, motivated, committed senior manager for the position of Clinical Workforce Manager to work with our excellent senior team of managers under the direction of the Group Practice Manager and GP Partners.

We highly value emotional intelligence, excellent organisational skills, the ability to work independently and most importantly, ability to coordinate effectively from a strategic perspective. We offer flexibility in working hours, patterns and excellent renumeration in recognition of a senior management position dependant on experience.

We offer additional benefits such as paid-for private health cover, day off for birthdays and employee of the month/year schemes (recognition and rewards). We will wait for the right candidate and we welcome informal practice visits. Please email alison.johnson16@nhs.net to arrange.

We are a large, multi-site training practice with 16 GPs, 4 ANPs, 7 PNs, a large pharmacy team, 10 GP Trainees, 3 HCAs and a large, highly performing management team.

Main duties of the job To work in conjunction with the senior management team, the Clinical Workforce Manager is responsible for managing the rota team and with the effective coordination, management and development of the practice's clinical workforce, ensuring that appropriate clinical staffing is available to meet patient demand and support the safe and efficient delivery of primary care services across a multi-site practice.

The postholder will have responsibility for clinical workforce planning, rota management, recruitment coordination, workforce utilisation, absence and leave management, and the day-to-day operational management of clinical staffing.

Working closely with the Practice Manager, GP Partners and clinical leads, the Clinical Workforce Manager will identify workforce pressures, anticipate future staffing requirements and ensure that clinical resources are deployed effectively.

The postholder will also support the development of a new rota team, workforce processes, policies and systems to ensure the practice maintains a resilient, appropriately skilled and cost-effective clinical workforce.

About us

Riverside Health Partnership is a very friendly, supportive and well-run, 4-site training practice of over 23,000 patients based in Bassetlaw. The primary site is Retford, a North Notts market town, by the A1 with other sites at Misterton and Gringley (bordering SE Lincs ans S Yorks) and Harworth (ex mining town off the A1 nr Doncaster).

We are well within the driving distance of Newark, Lincoln, Doncaster, Mansfield, Rotherham and Sheffield. Only 80mins on mainline to London. Good schooling, affordable housing and an abundance of countryside pursuits.

Job description

Job

responsibilities

Job Summary:

The main responsibilities of the Clinical Workforce Manager are to proactively plan for full-service delivery of the full complement of primary care services to patients.

To maintain control and have a full oversight of the clinical rotas for all clinical staff, including wider PCN colleagues to ensure there is always a safe level of staffing to ensure the practice can deliver safe, high standard quality care for patients.

Working with the requirements of NHS Digital appointment mapping and recording of clinical work, ensure that the work of all staff is captured and recorded appropriately. Following practice protocol to ensure all sites have adequate clinical cover to provide a safe working environment for all staff and our patients.

To liaise with clinical staff and keep them informed of any changes to their rota. The post holder must be able to prioritise their workload and be able to deal with any acute changes accurately and appropriately. Key

Responsibilities

1. Clinical Workforce Planning Lead the day-to-day planning and coordination of the clinical workforce across the practice. Ensure appropriate clinical staffing levels are maintained to meet patient demand, contractual requirements and service priorities.

Be the point of contact for the practice sickness absence line and delegate rota emergency rota amendments Review workforce capacity against anticipated and actual patient demand. Identify current and future workforce gaps and develop appropriate solutions in conjunction with the Practice Manager and partners.

Maintain an overview of the clinical workforce establishment, including substantive staff, additional roles, trainees, locums and other temporary clinicians. Support longer-term workforce planning, succession planning and service development.

Provide workforce information and recommendations to support management and partnership decision-making. 2. Clinical Rotas and Workforce Deployment Take overall responsibility for the preparation, maintenance and effective management of clinical rotas for a multi-site practice.

Assist with the implementation of an electronic clinical rota management system, identifying suitable options for the practice, coordinating system setup and staff training, and embedding the system into day-to-day workforce planning to improve rota efficiency.

Develop and support a resilient rota management team, ensuring appropriate cross-training, and shared system access are in place to provide continuity of rota management and eliminate single points of failure during periods of planned or unplanned staff absence.

Ensure rotas provide appropriate clinical capacity while considering skill mix, clinician availability, patient demand and operational requirements. Coordinate annual leave, study leave, training, sickness absence and other planned or unplanned clinical workforce changes.

Identify gaps in clinical cover promptly and arrange appropriate solutions. Work closely with reception, care navigation and operational teams to ensure appointment capacity reflects available clinical resources. Regularly review rota arrangements and recommend improvements to maximise efficiency and resilience. 3.

Recruitment and Onboarding With the support of the HR Manager, coordinate recruitment activity for clinical vacancies in conjunction with the Practice Manager. Support the preparation of job descriptions, person specifications and recruitment advertisements.

Coordinate shortlisting and interview arrangements and participate in recruitment panels where appropriate. Coordinate induction arrangements to ensure new clinicians are appropriately introduced to practice systems, policies and ways of working. Monitor vacancies and recruitment progress and escalate potential workforce risks. 4.

Clinical Workforce Management Act as a key point of contact for clinical staff regarding workforce and operational matters. Build positive and effective working relationships across the clinical team. Support the management of attendance, absence, leave and other workforce matters in accordance with practice policies.

Conduct or support return-to-work discussions and other routine workforce management processes where delegated. Promote effective communication between clinical staff, management and the wider practice team. Identify emerging workforce concerns and escalate appropriately to the Practice Manager and/or GP Partners.

Support staff engagement, retention and wellbeing initiatives. 5. GP Trainee Management Take operational responsibility for the effective coordination, management and integration of GP trainees within the practice.

Act as a key non-clinical point of contact for GP trainees throughout their placement, working closely with GP Trainers, Educational and Clinical Supervisors. Coordinate the arrival and onboarding of GP trainees, ensuring appropriate induction arrangements are in place before and at the start of each placement.

Coordinate trainee rotas, taking account of educational requirements, protected teaching time, tutorials, supervision, study leave, annual leave and other training commitments. Ensure appropriate supervision arrangements are reflected within clinical rotas and escalate any gaps or operational concerns promptly.

Coordinate trainee appointment templates and clinical session arrangements, ensuring workload and appointment structures are appropriate to the trainee's stage of training and agreed level of competence.

Support the planned progression of trainee appointment length, workload and clinical exposure in conjunction with their GP Trainer or supervisor. Support effective communication between GP trainees, GP Trainers, supervisors, the management team and the wider practice workforce.

Monitor trainee attendance, annual leave, study leave and other absences and ensure these are appropriately reflected within workforce planning and clinical rotas. Coordinate administrative requirements associated with trainee placements and maintain accurate records relating to each placement.

Liaise with relevant training organisations and external stakeholders regarding placement arrangements and operational matters as required. Support the practice in preparing for new trainee placements and changes between training rotations.

Identify and escalate any concerns relating to trainee wellbeing, integration, attendance or operational arrangements to the appropriate GP Trainer, supervisor or Practice Manager.

Maintain appropriate boundaries between operational workforce management and clinical/educational supervision, recognising that responsibility for clinical competence, educational assessment and progression remains with the trainee's designated clinical and educational supervisors.

Ensure GP trainees receive a well-organised, supportive and inclusive placement experience, with appropriate rotas, induction, supervision arrangements and integration into the wider practice team, while enabling the practice to benefit from trainees as valued members of the clinical workforce. 6.

Workforce Performance and Development Support the coordination of appraisals, one-to-one meetings and development reviews for relevant clinical staff. Maintain oversight of mandatory training and identify outstanding requirements. Work with clinical leads to identify training and development needs.

Support workforce development initiatives that improve skill mix, staff retention and career development. Maintain appropriate records relating to workforce development and training. Support the implementation of new clinical roles and changes to existing workforce models. 7.

Workforce Data and Reporting Maintain accurate clinical workforce information and establishment records. Monitor and report on key workforce indicators including vacancies, sickness absence, turnover, leave, training compliance and use of temporary staffing.

Analyse clinical capacity and workforce utilisation to identify trends and opportunities for improvement. Provide regular workforce reports to the Practice Manager, GP Partners and management team as required. Use workforce information to support evidence-based decisions regarding recruitment, capacity and service delivery.

Monitor expenditure associated with locum and temporary clinical staffing and identify opportunities to improve value for money. PLEASE SEE FULL

JOB DESCRIPTION

ATTACHED FOR

MAIN DUTIES

Person Specification Skills and Attributes Essential Excellent organisational and planning skills Strong interpersonal and communication skills Ability to build effective working relationships with clinical and non-clinical colleagues Ability to work independently and use initiative Ability to prioritise effectively in a busy and changing environment Strong problem-solving and decision-making skills Ability to analyse workforce information and identify trends High level of accuracy and attention to detail Ability to handle sensitive or difficult conversations professionally Ability to maintain confidentiality and exercise appropriate judgement Calm and resilient approach when dealing with unexpected staffing pressures

Qualifications

Essential Qualifications and Knowledge Good standard of education, including