PRACTICE/BUSINESS MANAGER

Job description

Job responsibilities

Finance

• Maintain accurate record keeping and reliable accounting systems for all aspects of finance
• Review individual areas of expenditure and take remedial action as necessary.
• Take responsibility for the PAYE and NHS pension systems in line with Inland Revenue requirements, ensure financial and confidential controls are in place.
• Monitor insurance policies and ensure payments are kept up to date
• Review policies regularly.
• Prepare financial information for review and consideration by the GPs; carry out monthly bank reconciliation and balance monthly accounts.
• Ensure practice controls are in place to maximise practice income, produce action plans/remedial plans in response to opportunities/gaps.
• Forecast, calculate and arrange payment of GPs monthly drawings in line with partnership agreement; seek independent financial advice when necessary.
• Negotiate terms and conditions for banking and accountancy services; update and review the development of financial systems and services in liaison with bank and accountant.
• Prepare and present annual cash flow and budget projections.
• Prepare final accounts and submit to the accountant.

Practice Development/Strategic Planning

• Convene meetings, prepare agenda and ensure distribution of minutes as necessary.
• Develop practice protocols and procedure, review and update as required.
• Ensure the practice has adequate contingency procedures in place.
• Adopt a strategic approach to the development and management of patient services.
• Ensure service development and delivery is in accordance with local and national guidelines.
• Ensure the practice is fit for purpose and complies with all CQC requirements.
• Ensure that the practice complies with NHS contractual obligations in relation to patient care.
• Maintain registration policies and monitor patient turnover and capitation.
• Oversee, review and manage an effective appointments system.
• Routinely monitor and assess practice performance against patient access and demand management targets.
• Maintain an effective complaints management system.
• Liaise with patient groups and initiate surveys and reports.

Information Governance

• Co-ordinate, publicise, monitor the standards of handling information throughout the Practice, ensuring that employees are fully informed of their own responsibilities for maintaining the standards and that information about the standards is made available to the public where appropriate.
• Establish systems for the flow of patient records around the practice and the integration of information into patient records, oversee changes to record-keeping systems in line with the local and/or national guidelines.
• Establish requirements for computer searches and reports, ensure completion and appropriate reporting mechanisms, review and undertake necessary action.
• Review the consistency of all data entry and contribute to practice policy for clinical data entry.
• Oversee all systems for data security and protection, ensure compliance with current legislation including Data Protection.
• Lead process of project management for new systems or extension of existing; undertake feasibility study and make recommendations; plan and execute implementation.
• Lead on IT crisis prevention; assess effectiveness of the system and the safety and security of data.

Human Resources

• Take responsibility for the management of clinical and non-clinical staff.
• Review effectiveness of staff meeting; chair and co-ordinate the agendas ensure implementation of action points; encourage multidisciplinary team meetings.
• Undertake detailed workload analysis for all staff, arbitrate on issues of workload, undertake skill mix review, and implement necessary change.
• Contribute to local workforce planning; forecast practice workforce needs; manage the recruitment process for all staff.
• Forecast practice staff training needs; facilitate or run in-house training, organise the induction of all staff; identify and facilitate appropriate external training; actively participate in local training needs analysis projects.
• Keep up to date with employment legislation and ensure that all practice policies and paperwork (including contracts) comply with statutory requirements; make amendments as necessary; promote good employment practice.
• Manage practice discipline and grievance procedures for all staff.
• Conduct staff appraisals

Patient and Community Services

• Monitor practice information; monitor effectiveness and quality of practice information and image.
• Undertake health needs analysis; plan review and implement clinics in response to identified local needs.
• Manage practice-based complaints procedure; establish procedures to minimise complaints; monitor levels of patient satisfaction.
• Maintain and manage a robust safeguarding children and adults system
• Keep up to date with local service provision; represent the practice at external meetings; establish effective relationships with local healthcare consumer organisations etc.

Partnership

• Identify and use appropriate schemes to bring GPs into practice.
• Ensure full involvement of locums working in the practice; co-ordinate good employment practice; identify need for locum staff.
• In liaison with legal advisor, draft, and review partnership agreement, monitor compliance and recommend remedial action if required.
• Ensure compliance with legal requirements for partnership tax.
• Liaise with GPs re PPDP and audits.

Confidentiality:

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
• 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 & Safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include:

• Using personal security systems within the workplace according to Practice guidelines
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
• understand and apply the principles of the cold chain
• assist with risk assessment procedures, ensure the safety of patient, self and colleagues as reasonably practicable at all times

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, corers and colleagues, to include:

• Acting in a way that recognizes 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, corers 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
• 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

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members sharing and requesting information as appropriate: dealing with external agencies as necessary.
• Communicate effectively with patients and corers to explain the role of the HCA and to advise within own competence:
• Recognize peoples needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services:

• Apply Practice policies, standards and guidance.
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate.

Person Specification

Qualifications

Essential

• Degree level or equivalent qualification

Desirable

• Recognised Management qualification to Diploma level or above

Experience

Essential

• Previous practice management experience, including dealing with external organisations at management level and able to manage change.
• Knowledge and understanding of facilities management

Desirable

• Experience in primary care / NHS
• Evidence of job stability

Qualities / Attributes

Essential

• Ability to think critically
• Well organised and able to multi-task.
• Able to work under pressure.
• A leader with excellent communication skills.
• Expertise in dealing with the public.
• Evidence of team working and being a good team player
• Self-motivated
• An appreciation of the importance of treating everyone fairly and without prejudice
• Reliable and trustworthy

Desirable

• Flexible with hours to suit the practice needs

Knowledge and Skills

Essential

• Proven experience and knowledge of managing GP finances including funding streams with a view to maximising profitability using an accounts package.
• Experience of assessing and implementing new directives and policies within an organisation.
• Knowledge and understanding of HR principles. Proof of ability to manage and deal with recruitment & appraisals.
• Knowledge and understanding of employment law.
• Proof and ability to manage health & safety and risk assessment.
• Knowledge and experience of staff motivation, training and appraisal.
• I.T. literate with all commonly used programmes email and internet, able to learn and adapt to new software.
• Able to analyse data and translate into action .
• Experience of contributing to strategic decisions.
• Experience of representing at meeting and feeding back to others in a timely manner.

Desirable

• Evidence of recent learning and development.
• Experience of working with public / patient groups

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

St Anthony’s Health Centre

Address

St. Anthonys Road

Newcastle Upon Tyne

NE6 2NN

Employer's website

https://www.stanthonyshealthcentre.nhs.uk/your-surgery/ (Opens in a new tab)