Job summary
This is a long
established, friendly, efficient and supportive practice, widely respected for
its collaborative working and training. We embrace change and new technologies
whilst maintaining the traditional model of patient care.
Talented
individuals are encouraged to thrive and make a difference and an exciting
opportunity has arisen for an accomplished and highly motivated manager, with
strategic vision, to join this 9,000-patient medical practice.
Candidates must be conscientious,
provide solid leadership and have a sound knowledge of strategic business
management, finance, planning and HR.
The successful
candidate will have hands-on responsibility for organisational leadership,
service improvement and delivery of key targets across all clinical and
administrative areas within the practice.
Main duties of the job
The Practice Business Manager
is a key member of the team and expected to demonstrate senior management and
leadership qualities. The successful candidate will also have the ability to
identify and implement the practices objectives using a combination of
personal involvement, motivation of other staff and delegation when
appropriate.
The post
is tasked with assessing organisational performance, developing achievable
goals and implementing processes that improve organisational effectiveness and
efficiency, ensuring statutory and other legal requirements are met.
Previous
management experience, excellent communication, team-working skills, proven
senior leadership experience, a high-level IT literacy and analytical skill are
essential requirements for this post.
About us
This is 3 partner, PMS (Personal
Medical Services) training practice provides patient services to a stable list
of c.9000 patients, however due to recent changes within the premises, has the
capacity to grow into a larger practice. This is a patient centric practice and
patient views are important to the partners and very much respected.
Whilst being clinically
driven, the practice also performs well financially and presents as a strongly
democratic, happy and balanced team, with good communication between the
doctors/partners and team members.
There is a good team ethos
within the practice described as supportive, caring and friendly, with a
community feel within the team. The Partners are mindful of equality and
kindness and proud of their team members, many of which have been with the
practice for several years. It is very
important to the partners that this is maintained and developed.
The practice is a very
comfortable place to work, with a good team of friendly staff, making the
surgery, its location and the environment a very pleasant and desirable place
of work.
Job description
Job responsibilities
Key responsibilities
Finance
Responsible for the finances of the practice.
Ensure the organisational requirements of the practice contracts with NHSE are fully met and complied with
Support the Partners to develop and implement processes to achieve clinical targets of QOF and enhanced services
Directly contribute to profit improvement by exploring areas for increasing income and reducing costs.
Analyse data relating to clinical commissioning as appropriate and contributing to planning and organisation
Develop and control budgets and financial systems
Prepare financial budgets and cash-flow forecasts
Liaise with the accountant, bank and business insurance companies as appropriate or as directed by the Partners
Oversee the administration of the NHS Pension and Stakeholder Pension Schemes
Liaise with the ICB and payment agencies regarding queries with payments relating to the contract, e.g. enhanced services.
Manage the Partners drawings in consultation with the accountant
Strategic Planning
Working with the Partners to;
- Keep abreast of current affairs and identify potential opportunities and threats
- Assess and evaluate accommodation requirements and manage development and opportunities if appropriate
- Implement and update the Practice Development Plan, overseeing the implementation of the aims and objectives
Assist the practice in the wider community and with forging links with other local practices, education bodies, the LMC and relevant agencies and in particular working collaboratively within the PCN
- Formulate objectives and research and develop ideas for future practice development
- To represent the practice at PCN, federation, locality and ICB meetings
- To make recommendations to the Partners for practice development with regard to enhancing patient services and potential sources of income
Human Resources
Overall responsibility for all aspects of HR
- Recruitment and selection of staff working, including contracts of employment and job descriptions
- Employment Law compliance
- Awareness of current employment legislation
- Development and maintenance of good employee/employer relationships
- Ensuring that members of the existing staff team are aware of any changes that occur in the practice
- To maintain good communication at all times with the practice team
- To oversee rotas which allow good staff cover at all times as well as giving the flexibility required at short notice to cover for illness, staff wellbeing, etc.
- To implement pay rises/scales and increments at the appropriate time
- Responsibility for appropriate paperwork for doctors/staff DBS (Disclosure and Barring Service) checks
- To meet with PCN and attached staff as and when necessary and arrange/attend regular meetings with partners to discuss all issues around patient care
- To ensure that suitable facilities are available to enable all staff to work within the practice
- Be responsible for the health and safety policy and its implementation
- Facilitate the development of a multi-disciplinary effective primary health care team
Information Technology
- Ensure the update of appropriate information governance systems
- Ensure all Practice IT and telephone systems are functioning effectively
- Ensure the IG and DSP toolkit requirements are met
- Keep abreast of new technology and ensure existing IT is used to its full potential
Risk Management
As SIRO (Senior Information Risk Officer), overall responsibility for all aspects of Information Risk for the practice
Patient Services
- Ensure that the Practice complies with NHS contractual obligations in relation to patient care
- Maintain registration policies and monitor patient turnover and capitation
- Oversee and manage effective appointment systems
- Routinely monitor and assess practice performance against patient access and demand targets
- Maintain the Patient Participation Group
CQC
- Oversee and maintain compliance with CQC regulations and ensure that the practice meets the essential standards and is inspection ready
Training & Education
Working with the Partners, GP Trainer to achieve the following;
To participate and/or assist in the training of all administrative staff
To maintain a training on-line tool for staff and update staff requirements.
To undertake the booking of training events for clinical staff as required.
To organise in-house training when required.
To maximise training grants available.
To write bids for training opportunity funding as required.
To provide a robust induction for students and training GPs in the practice, explaining the areas of confidentiality, health and safety and procedures and policies to the students and trainees
To invoice claims for student work.
To participate in any training programme implemented by the practices as part of this employment.
To personally undertake in mandatory training.
To mentor staff in their specific roles.
Premises and Equipment
- Manage all aspects of practice premises
- Represent the practice to negotiate leasing contracts and their renewals
- Liaise with NHSE in notional rent review
- Ensure property owned by the partners is safe, effective and fit for purpose
Communication
- Ensure compliance with the latest NHS recommendations and GDPR
- Understand the practice communication systems
- Build/maintain good working relationships with the NHSE, ICB, hospitals, community agencies, other GP practices, PCN, pharmacists, education bodies, voluntary and private organisations
- Represent the practice at meetings and seminars
- Assist and support the Partners corporately and at individual level to fulfil the requirements of revalidation
- Present a professional image and always promote the practice
- Share skills and expertise with others
Job description
Job responsibilities
Key responsibilities
Finance
Responsible for the finances of the practice.
Ensure the organisational requirements of the practice contracts with NHSE are fully met and complied with
Support the Partners to develop and implement processes to achieve clinical targets of QOF and enhanced services
Directly contribute to profit improvement by exploring areas for increasing income and reducing costs.
Analyse data relating to clinical commissioning as appropriate and contributing to planning and organisation
Develop and control budgets and financial systems
Prepare financial budgets and cash-flow forecasts
Liaise with the accountant, bank and business insurance companies as appropriate or as directed by the Partners
Oversee the administration of the NHS Pension and Stakeholder Pension Schemes
Liaise with the ICB and payment agencies regarding queries with payments relating to the contract, e.g. enhanced services.
Manage the Partners drawings in consultation with the accountant
Strategic Planning
Working with the Partners to;
- Keep abreast of current affairs and identify potential opportunities and threats
- Assess and evaluate accommodation requirements and manage development and opportunities if appropriate
- Implement and update the Practice Development Plan, overseeing the implementation of the aims and objectives
Assist the practice in the wider community and with forging links with other local practices, education bodies, the LMC and relevant agencies and in particular working collaboratively within the PCN
- Formulate objectives and research and develop ideas for future practice development
- To represent the practice at PCN, federation, locality and ICB meetings
- To make recommendations to the Partners for practice development with regard to enhancing patient services and potential sources of income
Human Resources
Overall responsibility for all aspects of HR
- Recruitment and selection of staff working, including contracts of employment and job descriptions
- Employment Law compliance
- Awareness of current employment legislation
- Development and maintenance of good employee/employer relationships
- Ensuring that members of the existing staff team are aware of any changes that occur in the practice
- To maintain good communication at all times with the practice team
- To oversee rotas which allow good staff cover at all times as well as giving the flexibility required at short notice to cover for illness, staff wellbeing, etc.
- To implement pay rises/scales and increments at the appropriate time
- Responsibility for appropriate paperwork for doctors/staff DBS (Disclosure and Barring Service) checks
- To meet with PCN and attached staff as and when necessary and arrange/attend regular meetings with partners to discuss all issues around patient care
- To ensure that suitable facilities are available to enable all staff to work within the practice
- Be responsible for the health and safety policy and its implementation
- Facilitate the development of a multi-disciplinary effective primary health care team
Information Technology
- Ensure the update of appropriate information governance systems
- Ensure all Practice IT and telephone systems are functioning effectively
- Ensure the IG and DSP toolkit requirements are met
- Keep abreast of new technology and ensure existing IT is used to its full potential
Risk Management
As SIRO (Senior Information Risk Officer), overall responsibility for all aspects of Information Risk for the practice
Patient Services
- Ensure that the Practice complies with NHS contractual obligations in relation to patient care
- Maintain registration policies and monitor patient turnover and capitation
- Oversee and manage effective appointment systems
- Routinely monitor and assess practice performance against patient access and demand targets
- Maintain the Patient Participation Group
CQC
- Oversee and maintain compliance with CQC regulations and ensure that the practice meets the essential standards and is inspection ready
Training & Education
Working with the Partners, GP Trainer to achieve the following;
To participate and/or assist in the training of all administrative staff
To maintain a training on-line tool for staff and update staff requirements.
To undertake the booking of training events for clinical staff as required.
To organise in-house training when required.
To maximise training grants available.
To write bids for training opportunity funding as required.
To provide a robust induction for students and training GPs in the practice, explaining the areas of confidentiality, health and safety and procedures and policies to the students and trainees
To invoice claims for student work.
To participate in any training programme implemented by the practices as part of this employment.
To personally undertake in mandatory training.
To mentor staff in their specific roles.
Premises and Equipment
- Manage all aspects of practice premises
- Represent the practice to negotiate leasing contracts and their renewals
- Liaise with NHSE in notional rent review
- Ensure property owned by the partners is safe, effective and fit for purpose
Communication
- Ensure compliance with the latest NHS recommendations and GDPR
- Understand the practice communication systems
- Build/maintain good working relationships with the NHSE, ICB, hospitals, community agencies, other GP practices, PCN, pharmacists, education bodies, voluntary and private organisations
- Represent the practice at meetings and seminars
- Assist and support the Partners corporately and at individual level to fulfil the requirements of revalidation
- Present a professional image and always promote the practice
- Share skills and expertise with others
Person Specification
Qualifications
Essential
- Evidence of a sound education to A level standard or equivalent
- Evidence of a commitment to continuing professional develop-ment
Desirable
- Degree level certification
- Relevant management, HR-CIPD or finance qualification
Experience
Essential
- 5 years experience and success of communicating with and managing people
- Experience of working in teams; able to promote teamwork and employee satisfaction
- Working in a computer environment
- Financial management experience including understanding of spread sheets and financial software
- Experience as a business manager, with knowledge of employ-ment law and small business accounts
Desirable
- Management experience in the NHS or in practice management
- Experience of strategic business plan-ning
- Experience of working with regulatory bodies and preparing for inspections
skills
Essential
- A solutions focused approach to problem solving
- Intelligent with a fast-learning ability
- Effective communication (oral and written) and excellent inter-personal skills
- Approachable with the ability to listen and empathise
- Delegation and empowerment of staff
- Appropriate IT skills
- Leadership skills, including excellent people management skills
- Good time management
- Excellent networking skills
- Customer service and complaints resolution
- Negotiating and managing conflict
- Able to manage change and cope with pressure
- Networking and facilitation
- Motivational
Desirable
- Project management
- Change management
Person Specification
Qualifications
Essential
- Evidence of a sound education to A level standard or equivalent
- Evidence of a commitment to continuing professional develop-ment
Desirable
- Degree level certification
- Relevant management, HR-CIPD or finance qualification
Experience
Essential
- 5 years experience and success of communicating with and managing people
- Experience of working in teams; able to promote teamwork and employee satisfaction
- Working in a computer environment
- Financial management experience including understanding of spread sheets and financial software
- Experience as a business manager, with knowledge of employ-ment law and small business accounts
Desirable
- Management experience in the NHS or in practice management
- Experience of strategic business plan-ning
- Experience of working with regulatory bodies and preparing for inspections
skills
Essential
- A solutions focused approach to problem solving
- Intelligent with a fast-learning ability
- Effective communication (oral and written) and excellent inter-personal skills
- Approachable with the ability to listen and empathise
- Delegation and empowerment of staff
- Appropriate IT skills
- Leadership skills, including excellent people management skills
- Good time management
- Excellent networking skills
- Customer service and complaints resolution
- Negotiating and managing conflict
- Able to manage change and cope with pressure
- Networking and facilitation
- Motivational
Desirable
- Project management
- Change management
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.
