Business Manager
COURT THORN SURGERY
This job is now closed
Job summary
We are seeking a dynamic and experienced Business Manager to join our team. The successful candidate will play a crucial role in the smooth operation of the practice, ensuring efficient management of resources, staff, and services. This position offers a unique opportunity to contribute to the strategic development and growth of Court Thorn Surgery. The role will be supported by the Assistant Manager, ensuring a collaborative and well-coordinated approach to practice management.
Main duties of the job
Key Responsibilities:
- Operational Management: Oversee the day-to-day operations of the practice, ensuring compliance with all relevant regulations and policies.
- Financial Management: Manage budgets, financial planning, and reporting. Monitor and control practice expenditure.
- HR Management: Lead, motivate, and manage the practice team, including recruitment, appraisals, and staff development.
- Strategic Planning: Work with the partners to develop and implement strategic plans to enhance the practices services and performance.
- Patient Services: Ensure high standards of patient care and satisfaction. Handle patient complaints and feedback effectively.
- IT and Facilities Management: Oversee the management of practice IT systems and facilities to ensure they are up-to-date and functioning effectively.
Qualifications and Experience:
- Proven experience in business or practice management, preferably within a healthcare setting.
- Strong financial acumen and experience managing budgets.
- Excellent leadership and team management skills.
- Ability to think strategically and implement effective business plans.
- Strong communication and interpersonal skills.
- Knowledge of relevant healthcare regulations and compliance requirements.
About us
Court Thorn Surgery is a well-established and patient-focused practice dedicated to providing high-quality healthcare services to our community. We pride ourselves on our friendly and collaborative work environment. An exciting opportunity has arisen as our current Business Manager is moving to our Primary Care Network within Eden. Additionally, we are proud to have an award-winning Patient Participation Group that actively collaborates with our healthcare team to ensure that our services meet the needs of our community.
What We Offer:
- Competitive salary and benefits package.
- Supportive and collaborative work environment.
- Opportunities for professional development and training.
- The chance to make a significant impact on the delivery of healthcare services within our community.
Date posted
18 July 2024
Pay scheme
Other
Salary
Depending on experience Competitive, commensurate with experience
Contract
Permanent
Working pattern
Full-time
Reference number
A0739-24-0000
Job locations
Low Hesket
Carlisle
Cumbria
CA4 0HP
Job description
Job responsibilities
Court Thorn Surgery
Generic Responsibilities
All staff at Court Thorn Surgery have a duty to conform to the following
Equality, Diversity & Inclusion (ED&I)
A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire (SHEF)
This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.
Confidentiality
This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.
Quality & Continuous Improvement (CI)
To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.
This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
Induction Training
On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the Deputy Practice Manager.
Learning and Development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.
Collaborative Working
All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.
Service Delivery
Staff at Court Thorn Surgery must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.
Security
The security of the practice is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.
Professional Conduct
At Court Thorn Surgery, staff are required to dress appropriately for their role. Administrative staff will be provided with a uniform whilst clinical staff must dress in accordance with their role.
Leave
All personnel are entitled to take leave. Line managers are to ensure all of their staff are afforded the opportunity to take a minimum of 25 days (pro-rata for part time) days leave each year, and should be encouraged to take all of their leave entitlement.
The primary and secondary responsibilities for this role are detailed overleaf.
Primary Responsibilities
The following are the core responsibilities of the practice business manager. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.
The practice business manager is responsible for:
a. Overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities
b. Functional management of all clinical and administrative staff
c. Direct line management of the following staff: Dispensary Manager, Assistant Manager, All Reception Team.
d. Managing the recruitment and retention of staff; develop, implement and embed an effective succession plan
e. Establishing, reviewing and regularly updating Job Descriptions and Person Specifications, ensuring all staff are legally and gainfully employed
f. Developing, implementing and embedding an effective staff appraisal process
g. Implementing effective systems for the resolution of disciplinary and grievance issues
h. Maintaining an effective overview of HR legislation
i. Managing the financial elements of the practice, including budgets, petty cash, etc. seeking to maximise income and reduce expenditure
j. Managing contracts for services i.e. cleaning, gardening, window cleaning etc.
k. Maintaining an effective liaison with the accountant, overseeing practice accounts, ensuring year-end figures are presented
l. Briefing partners on all financial matters, including forecasting
m. Managing and processing partners drawings, PAYE and pensions for practice staff
n. Ensuring the practice has appropriate insurance cover
o. Developing, implementing and embedding an efficient business resilience plan (BRP)
p. Coordinating the reviewing and updating of all practice policies and procedures
q. Leading change and continuous improvement initiatives; coordinating all projects within the practice
r. Coordinating and leading the compilation of practice reports and the practice development plan (PDP)
s. Ensuring the team reach QOF targets (supported by the nursing and administrative leads)
t. Managing the procurement of practice equipment, supplies and services
u. Adopting a strategic approach to the management of all patient services matters
v. Developing, implementing and embedding an effective communication strategy (internal and external)
w. Ensuring the practice maintains compliance with its NHS contractual obligations
x. Actively encouraging and promoting the use of patient online services
y. Liaising at external meetings as required
z. Marketing the practice appropriately
aa. Supporting the management of the Patient Participation Group
bb. Supporting the management of all complaints
cc. The management of the premises, including health and safety aspects such as risk assessments and mandatory training
dd. Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively
Secondary Responsibilities
In addition to the primary responsibilities, the practice business manager may be requested to:
a.Deputise for the partners at internal and external meetings
b. Act as the primary point of contact for NHS(E), CCG, community services, suppliers and other external stakeholders
Job description
Job responsibilities
Court Thorn Surgery
Generic Responsibilities
All staff at Court Thorn Surgery have a duty to conform to the following
Equality, Diversity & Inclusion (ED&I)
A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire (SHEF)
This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.
Confidentiality
This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.
Quality & Continuous Improvement (CI)
To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.
This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
Induction Training
On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the Deputy Practice Manager.
Learning and Development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.
Collaborative Working
All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.
Service Delivery
Staff at Court Thorn Surgery must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.
Security
The security of the practice is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.
Professional Conduct
At Court Thorn Surgery, staff are required to dress appropriately for their role. Administrative staff will be provided with a uniform whilst clinical staff must dress in accordance with their role.
Leave
All personnel are entitled to take leave. Line managers are to ensure all of their staff are afforded the opportunity to take a minimum of 25 days (pro-rata for part time) days leave each year, and should be encouraged to take all of their leave entitlement.
The primary and secondary responsibilities for this role are detailed overleaf.
Primary Responsibilities
The following are the core responsibilities of the practice business manager. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.
The practice business manager is responsible for:
a. Overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities
b. Functional management of all clinical and administrative staff
c. Direct line management of the following staff: Dispensary Manager, Assistant Manager, All Reception Team.
d. Managing the recruitment and retention of staff; develop, implement and embed an effective succession plan
e. Establishing, reviewing and regularly updating Job Descriptions and Person Specifications, ensuring all staff are legally and gainfully employed
f. Developing, implementing and embedding an effective staff appraisal process
g. Implementing effective systems for the resolution of disciplinary and grievance issues
h. Maintaining an effective overview of HR legislation
i. Managing the financial elements of the practice, including budgets, petty cash, etc. seeking to maximise income and reduce expenditure
j. Managing contracts for services i.e. cleaning, gardening, window cleaning etc.
k. Maintaining an effective liaison with the accountant, overseeing practice accounts, ensuring year-end figures are presented
l. Briefing partners on all financial matters, including forecasting
m. Managing and processing partners drawings, PAYE and pensions for practice staff
n. Ensuring the practice has appropriate insurance cover
o. Developing, implementing and embedding an efficient business resilience plan (BRP)
p. Coordinating the reviewing and updating of all practice policies and procedures
q. Leading change and continuous improvement initiatives; coordinating all projects within the practice
r. Coordinating and leading the compilation of practice reports and the practice development plan (PDP)
s. Ensuring the team reach QOF targets (supported by the nursing and administrative leads)
t. Managing the procurement of practice equipment, supplies and services
u. Adopting a strategic approach to the management of all patient services matters
v. Developing, implementing and embedding an effective communication strategy (internal and external)
w. Ensuring the practice maintains compliance with its NHS contractual obligations
x. Actively encouraging and promoting the use of patient online services
y. Liaising at external meetings as required
z. Marketing the practice appropriately
aa. Supporting the management of the Patient Participation Group
bb. Supporting the management of all complaints
cc. The management of the premises, including health and safety aspects such as risk assessments and mandatory training
dd. Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively
Secondary Responsibilities
In addition to the primary responsibilities, the practice business manager may be requested to:
a.Deputise for the partners at internal and external meetings
b. Act as the primary point of contact for NHS(E), CCG, community services, suppliers and other external stakeholders
Person Specification
Other
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
- Maintains confidentiality at all times
- Full UK driving licence
Experience
Essential
- Experience of working with the general public
- Experience of managing accounting procedures including budget and cash flow forecasting
- Experience of working in a health care setting
- Experience of managing large multidisciplinary teams
- Experience of performance management, including appraisal writing, staff development and disciplinary procedures
- Experience of successfully developing and implementing projects
- Experience of workforce planning, forecasting and development
- Experience of chairing meetings, producing agendas and minutes
Desirable
- NHS / Primary Care General Practice experience
- Relevant health and safety experience
Qualifications
Essential
- Educated to degree level in healthcare or business
- Good standard of education with excellent literacy and numeracy skills
- Leadership and / or Management Qualification
Desirable
- AMSPAR Qualification
Skills
Essential
- Ability to exploit and negotiate opportunities to enhance service delivery
- Excellent communication skills (written, oral and presenting)
- Strong IT skills (generic)
- Excellent leadership skills
- Strategic thinker and negotiator
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management (Planning & Organising)
- Ability to network and build relationships
- Proven problem solving & analytical skills
- Ability to develop, implement and embed policy and procedure
- Ability to motivate and train staff
Desirable
- EMIS / Systmone / Vision user skills
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Excellent interpersonal skills
- Motivated and proactive
- Ability to use initiative and judgement
- Forward thinker with a solutions focused approach
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Confident, assertive and resilient
- Ability to drive and deliver change effectively
- Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
Person Specification
Other
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
- Maintains confidentiality at all times
- Full UK driving licence
Experience
Essential
- Experience of working with the general public
- Experience of managing accounting procedures including budget and cash flow forecasting
- Experience of working in a health care setting
- Experience of managing large multidisciplinary teams
- Experience of performance management, including appraisal writing, staff development and disciplinary procedures
- Experience of successfully developing and implementing projects
- Experience of workforce planning, forecasting and development
- Experience of chairing meetings, producing agendas and minutes
Desirable
- NHS / Primary Care General Practice experience
- Relevant health and safety experience
Qualifications
Essential
- Educated to degree level in healthcare or business
- Good standard of education with excellent literacy and numeracy skills
- Leadership and / or Management Qualification
Desirable
- AMSPAR Qualification
Skills
Essential
- Ability to exploit and negotiate opportunities to enhance service delivery
- Excellent communication skills (written, oral and presenting)
- Strong IT skills (generic)
- Excellent leadership skills
- Strategic thinker and negotiator
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management (Planning & Organising)
- Ability to network and build relationships
- Proven problem solving & analytical skills
- Ability to develop, implement and embed policy and procedure
- Ability to motivate and train staff
Desirable
- EMIS / Systmone / Vision user skills
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Excellent interpersonal skills
- Motivated and proactive
- Ability to use initiative and judgement
- Forward thinker with a solutions focused approach
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Confident, assertive and resilient
- Ability to drive and deliver change effectively
- Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
COURT THORN SURGERY
Address
Low Hesket
Carlisle
Cumbria
CA4 0HP
Employer's website
Employer details
Employer name
COURT THORN SURGERY
Address
Low Hesket
Carlisle
Cumbria
CA4 0HP
Employer's website
For questions about the job, contact:
Date posted
18 July 2024
Pay scheme
Other
Salary
Depending on experience Competitive, commensurate with experience
Contract
Permanent
Working pattern
Full-time
Reference number
A0739-24-0000
Job locations
Low Hesket
Carlisle
Cumbria
CA4 0HP