Business Manager

Job description

Job responsibilities

Responsible to Practice Manager / Partners

Strategic Management & Planning

Develop a vision, goals and objectives for the Practice in conjunction with the Management Team and Partners. Contribute to practice strategy, formulate objectives and research and develop ideas for future practice development.

Keep abreast of new business changes and identify potential threats and opportunities.

Ensure the Practice meets the terms of all commissioned NHS and other contracts including QOF, completing contract and quality returns, management and submission of all Practice information for such contracts.

Attend meetings and represent the Practice at relevant external meetings, providing feedback to other Managers, GPs and staff where appropriate.

Work collaboratively with the Daventry Primary Care Network, attending meetings as necessary.

Prepare and annually update the practice development plan in conjunction with the Management Team and GP Partners and oversee the implementation of the aims and objectives.

Assess and evaluate accommodation requirements and manage development and expansion plans.

Collation and distribution of relevant statistics.

Attend and participate in the weekly Management Team meeting.

Working closely with the Practice Manager, Deputy Practice Manager and Clinical Manager to ensure senior management cover is maintained.

Financial Management

Co-ordinate and maintain the financial viability of the Practice, ensuring appropriate record keeping is kept and reporting systems are in place. Prepare financial reports as needed.

Key link alongside the Practice Manager with the Practice Accountants, Solicitors, Banks, HMRC and other outside agencies as appropriate.

Understand and report on the financial implications of contract legislation changes.

Oversee all aspects of the Practice accounts including payroll, drawings, payments etc, supporting the Business Assistant as necessary, to ensure we achieve predicted profits and maximise income.

Through negotiation with the CCG/PCN/other agencies and with preparation and submission of regular development plans, ensure the Practice receives an appropriate and equitable allocation of resources.

Manage the financial aspect of the premises and organise negotiation in relation to Notional Rent.

Ensure annual Accounts are produced and answer queries from Accountants, Bank Manager, Practice Manager and Partners.

Compile annual GP earnings declaration and ensure these are published on our website as required.

Management of the pension processes including auto enrolment, annual returns and maintenance of the staff NHS pension scheme, NEST and GP pensions, in liaison with the Accountants and Practice Manager.

Organisational

To ensure that the Practice meets and exceeds the standard required to be CQC compliant in conjunction with the Practice Manager.

Ensure that the Practice has adequate disaster recovery procedures in place in conjunction with the Practice Manager.

To undertake audits as requested by the Management Team, GP Partners or as identified by other members of the Practice team.

Arrange appropriate insurance cover and locum insurance for the Partners/Practice.

Management of the appointments system and rotas.

Monitor clinician levels to ensure the service is adequately covered.

Responsive to the demand of services, including the booking of Locums to ensure sufficient appointments available at all times.

Monitor services provided to ensure they reflect the needs of the Practice population.

Ensure development and maintenance of practice policies and protocols is carried out. Ensure reviews and updates in line with current and future legislative requirements are carried out and ensure Practice meets core NHS and Care Quality Commission clinical and non-clinical standards.

Leadership

Demonstrates understanding of the management and leadership roles in governance and is able to implement this appropriately within the workplace .

Demonstrates understanding of, and contributes to, the practice vision.

Demonstrates ability to improve quality within limitations of service.

Reviews last years progress and develops clear plans to achieve results within priorities set by others.

Demonstrates ability to motivate self and others to achieve goals.

Demonstrates ability to extend boundaries of service delivery within the practice.

Confidentiality

In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health and Safety

The post-holder will implement and lead on a full range of promotion and management of their own and others health and safety and infection control as defined in the Practice Health and Safety policy, the Practice Health & Safety manual, and published procedures.

Using risk assessments and a system of observation, audit and check, hazard identification, questioning and reporting, ensure personnel across the Practice adhere to their individual responsibilities for health and safety. Actively indeitifying, reporting and correcting hazards immediately when recognised.

Maintain an up to date knowledge of health and safety statutory and best practice guidelines and ensure implementation across the Practice.

Premises Management

Ensure the premises comply with Health and Safety Acts, COSHH, DDA standards etc, undertaking risk assessments and checks.

Management of building and grounds maintenance.

Equality and Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include; acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation; respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues; behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional development

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development and taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality

The post-holder will strive to maintain quality within the practice, and will alert other team members to issues of quality and risk.

Assess own performance and take accountability for own actions, either directly or under supervision.

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.

Work effectively with individuals in other agencies to meet patients needs.

Effectively manage own time, workload and resources.

Information Management and Technology

Oversee the development and integration of Practice IT and telephone systems including electronic patient medical records and links with external organisations.

Liaise with the CCG regarding system procurement, IT funding and national IT development programmes.

Keep abreast of the latest development in primary care IT implementation and modernisation and provide updates to the Management Team and Partners, recommending digital solutions to improve/streamline systems within the Practice.

Monitor standards for data entry and data collection.

Lead Manager for all IMT issues/queries.

Delivery of appropriate IT training for the Practice and production of computer guidelines as necessary.

Management of systems access for new starters, including the Smartcard process, and management of process for leavers.

Management of outstanding tasks, results etc and put an action plan into place to resolve any potential delays.

Management of the SEA process, including data/security breaches.

Responsible for information governance, data protection, privacy officer and the completion/publication of the DSP Toolkit.

Manage the process in respect of all release of notes to individuals and companies/organisations, including dealing with patient requests to view their notes, on-line access and subject access requests.

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to communicate effectively with other team members, patients and carers, recognizing peoples needs for alternative methods of communication and respond accordingly.

Ensure the Practice Booklet and Website are kept up to date, in conjunction with other Managers.

Management in respect of communication with the Practices Patient Group.

Respond to comments left by service users on the NHS Choices website.

Other duties

Undertake any other duties as designated by the Practice Manager or Partners under the clear understanding that they will be consistent and of a similar level of responsibility to those duties outlined above.

Person Specification

Qualifications

Essential

• GCSE Mathematics C or above (or equivalent)
• GCSE English C or above (or equivalent)

Desirable

• First Degree
• Professional management qualification
• Membership of professional body
• European Computer Driving Licence (ECDL) or equivalent

Experience

Essential

• Practical experience of general business management
• Practical experience of managing and motivating people
• Experience of strategic planning and development planning
• Practical experience of budget-setting, financial management and accounting Practices
• Practical experience of managing health and safety at work

Desirable

• Experience of managing change

Knowledge

Essential

• A detailed understanding of General Business Management
• An understanding of Health and Safety legislation

Desirable

• An understanding of the NHS Pension Scheme
• An understanding of General Practice contracts (including GMS) and submissions
• Knowledge of SystmOne
• An understanding of Primary Care Networks

Skills

Essential

• Excellent communication skills (written and oral)
• IT skills
• Time management and the ability to work to deadlines
• Negotiation and conflict management
• Analytical skills
• Problem solving skills
• Interpersonal skills

Behaviours

Essential

• Smart, polite and confident
• Planning and organising
• Performing under pressure
• Adaptability
• Using initiative
• Team working
• Self motivated
• Flexibility
• Confidentiality

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

Abbey House Medical Practice

Address

Golding Close

Daventry

Northamptonshire

NN11 4FE

Employer's website

https://www.abbeyhousemedicalpractice.nhs.uk/ (Opens in a new tab)