Practice Business Manager

Job description

Job responsibilities

1. Business

· Together with the partners, plan, develop and implement any changes necessary to meet new demands on the Practice both internally and externally and assist the Partners in the preparation and production of the ‘Practice Annual Business Plan’.

· Manage the Practice according to aims and objectives agreed with the partners and approved by them. Monitor and evaluate performance of the team against objectives.

· Maintain up-to-date knowledge of regulations and management of Practice contracts for services.

· Promote and represent the Practice at external meetings and workshops and develop effective communications with all relevant stakeholders.

· Attend Practice Partner meetings, contribute to preparing the agenda, actioning points and monitoring progress as required.

· Take overall responsibility for the Information Governance annual report.

· Developing, implementing and embedding an efficient business resilience plan (BRP).

· Coordinating the reviewing and updating of all Practice policies and procedures.

· Leading change and continuous improvement initiatives; coordinating all projects within the Practice.

· Coordinating and leading the compilation of Practice reports.

· Ensuring the team reach QOF targets (supported by the nursing and administrative leads).

· Managing the procurement of Practice equipment, supplies and services.

· Liaising at external meetings as required.

· Marketing the practice appropriately.

· Leading the management of the Patient Participation Group.

2. Finance

· Maximize Practice income, ensuring timely submission of claims and accurate records are provided to relevant authorities.

· Develop and implement plans to maintain Practice income at optimum levels.

· Administration and reconciliation of all Practice income and expenditure, controlling and monitoring costs and report regularly as part of the management team.

· Administer and manage partner’s drawings.

· Develop, manage and administer private income streams.

· Prepare Practice accounts and budgets.

· Liaise with Accountants and other relevant financial authorities.

· Oversee staff payroll, ensuring PAYE, NIC, SSP & SMP commitments are met.

· Authority to make payments within budgets without reference. Delegated authority for non-budgeted expenditure to a maximum of £100 in any one transaction, and up to £250 with the agreement of any one Partner.

3. Patients

· Ensure that the Practice has an efficient appointment system which is maintained and regularly reviewed for effectiveness.

· Ensure effective policies and procedures are in place to improve Practice organisation and ensure the best quality of services to patients.

· Maintain systems to ensure that requests for medical information about a patient from external organisations and/or the patient are legitimate and comply with relevant legislation.

· Ensure the effective management of medical supplies, including stock control, audits, supplier relationships and monthly returns.

· Oversee QOF and advise on areas causing concern; managing performance and quality management, working closely with the Clinical Data Officer.

· Arrange and/or carry out significant event analysis/critical incident appraisal.

· Ensure all patient information remains confidential and is securely maintained in a format that is accurate, easily accessible, kept up-to-date and complies with current legislation.

· Provide and manage an effective in-house complaints procedure; dealing with enquiries and complaints from patients relating to non-clinical mattes effectively and efficiently to promote patient satisfaction.

· Lead the planning, development and implementation of systems and procedures for patient advice, information and general communication.

· Initiate and participate in development of effective liaison with outside contacts e.g. Health Authorities, Social Services and other relevant bodies.

· Actively encouraging and promoting the use of patient online services

4. Staff

· Evaluate and identify personnel requirements in line with business requirements.

· Managing the recruitment and retention of staff; develop, implement and embed an effective succession plan.

· Ensure that the Practice staff are recruited, trained and supported in line with the Practice’s HR policies and procedures.

· Develop, implement and embed an effective staff appraisal process.

· Manage the production and update of Job Descriptions, Contracts of Employment and be conversant with all relevant aspects of Employment Law. To communicate to staff any policy changes and introduce systems to support such policies.

· Manage all grievance and disciplinary issues.

· Keep informed of amendments to legislation impacting upon the management of Practice staff and consult with partners/staff to implement necessary policy or procedural changes.

· To manage the performance of the staff for whom the Practice Manager has direct responsibility.

· Initiate and participate in the development of effective communication between all clinical and non-clinical staff.

5. IT

· Develop the Practice computer system to fulfil practice/NHS requirements.

· Plan and evaluate future I.T. developments and implement as necessary.

· Identify requirements and negotiate purchase of computer upgrades and ensure maintenance of all equipment.

· Oversee training for all new technology as required.

6. Facilities

· Ensure the Practice complies with legislation relating to health and safety.

· Develop and implement health and safety policies and procedures as required.

· Ensure all accidents or dangerous incidents investigated, recorded, reported and where necessary followed up.

· Provide staff with Health and Safety training relevant to their role areas of safety, fire prevention and general security of premises.

· To ensure that an effective facilities management service is carried out.

· Negotiate maintenance contracts as required.

· Assess and evaluate estate requirements. Manage any future development.

· Effect and maintain Practice insurance policies; public and third party liability, employers’ liability, premises and equipment

· Arrange repairs, replacement or necessary decoration to maintain good order of premises and fixtures, and cost control.

· Manage the ordering of supplies, equipment, office furniture and servicing of equipment, liaising with suppliers and contractors to secure cost-effective supplies and service.

Person Specification

Qualifications

Essential

• Educated to A level and management skills/equivalent.
• Evidence of commitment to continuing professional development and training in different areas of management

Desirable

• Additional qualification in business management, HR or finance

Experience

Essential

• Experience of managing people
• Experience of awareness of financial management - payroll is outsourced
• Experience of working in teams and motivating people

Desirable

• Experience of working in health care, ideally general practice
• QOF knowledge
• Business skills

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Waterside Medical Practice

Address

Elm Grove

Hayling Island

Hampshire

PO11 9AP

Employer's website

https://www.watersidemedicalpractice.co.uk (Opens in a new tab)