Job summary
We are looking for an enthusiastic, motivated and highly skilled Business-Operations Manager to join our friendly team.
Honeypot Medical Centre is
a forward-looking, innovative general practice, serving a population of 18,000+ patients. We believe in retaining the traditional values of general
practice, including a strong patient-centred ethos, while embracing innovation
and technology to provide a general practice fit for the future. We embrace
skill-mix with an extensive team, including GPs, advanced nurse practitioners,
practice nurses, pharmacists, first contact physiotherapists, mental health
practitioner, physician associate, social prescribing link workers and health
care assistants. We are a training practice approved to train GP registrars, F2
doctors and medical students and are committed to training the future
generation of doctors and GPs. We are an integral member of our Primary Care
Network and our Senior Partner is the Clinical Director. We have newly built
modern, attractive premises and our own staff car park.
We are looking for an inspiring leader with strong interpersonal skills, from team-building to performance management, with effective decision-making and communication skills. Applicants should be able to solve problems efficiently and have excellent knowledge of general practice as well as excellent IT skills. Applicants should be well organised with the ability to work under pressure, be focused and approachable with a strong 'can do' attitude.
Main duties of the job
Job Summary:
1.
To ensure the effective and efficient management
of the practice, optimising quality patient care and services
2.
To be the practice Human Resource lead, ensuring
motivation and productivity of staff working in the practice.
3.
To ensure optimum and effective operations and
systems in the running of the practice.
4.
To ensure the profitability of the practice, in
line with contractual, NHSE and legislative guidelines, including maximising
income and ensuring cost-efficiency.
5.
To provide guidance to the partners on any NHS
developments and legislative changes which may affect the general management of the practice.
6.
To ensure compliance with all regulatory and CQC
standards, including current health and safety, employment, data protection and
also all relevant legislation.
7.
To ensure the practice achieves local and national
key performance indicators and targets
About us
Honeypot Medical Centre is
a forward-looking, innovative general practice, serving a population of approx. 18,000+ patients. We believe in retaining the traditional values of general
practice, including a strong patient-centred ethos, while embracing innovation
and technology to provide a general practice fit for the future. We embrace
skill-mix with an extensive team, including GPs, advanced nurse practitioners,
practice nurses, pharmacists, first contact physiotherapists, mental health
practitioner, physician associate, social prescribing link workers and health
care assistants. We are a training practice approved to train GP registrars, F2
doctors and medical students and are committed to training the future
generation of doctors and GPs. We are an integral member of our Primary Care
Network and our Senior Partner is the Clinical Director. We have newly built
modern, attractive premises and our own staff car park. We have an additional annexe 200 yards away, also with its own car park.
Job description
Job responsibilities
Accountability
Accountable to the Partners of the practice, with day
to day working and mentoring from the Managing Partners.
Main Duties/Key Tasks
Human Resources
-
To ensure that the
practice is staffed and resourced within budget by persons with appropriate
skills, experience and commitment to provide the professional technical,
administrative and interpersonal expertise needed.
-
To lead practice recruitment
of staff
-
To ensure that all
training, development and induction of staff is undertaken in line with
practice policies and procedures ensuring excellent customer care.
-
To carry out appraisal and
supervision meetings for directly line managed staff and others as appropriate
-
To manage staff leave
requests and absence
-
To deal with disciplinary
and grievance procedures
-
To keep abreast of
employment law and revisions ensuring that the practice meets its statutory obligations
Operations and IT
-
To ensure the efficient
operational running of the practice IT Systems
- Ensure the appropriate
training of all personnel and users of the Practice IT systems
- Lead on IT
crisis prevention and develop systems to protect security of data.
- Ensure
policies against the misuse of the Internet and emails are updated
GDPR and Data Protection
- To ensure
confidentiality of data and conformity to the Data Protection Act and Medical
Records and Reports Acts, the Freedom of Information Act and the Caldicott
Report.
-
To act as the principal
point of contact in relation to all Data Protection matters
-
To review and update all
data protection policy with regard to current legislation
-
To ensure staff are
fully trained in all data protection matters
-
To manage all data
protection breaches in line with legislation
Finance
- Responsible to the Partners for the effective
use of Practice finances. Working with the Partners and Practice accountant to
plan effective budgetary control, ensuring cost efficiencies, best use of
resources and maximisation of profitability. In particular:
- To lead
on the development and preparation of practice financial management systems,
reports and business plans for the partners
- Ensure
policies are in place and up to date to protect the Practice against fraud and
financial mismanagement.
- To
oversee the the practice achieving national and local targets and standards to
optimise income
- To assimilate
payroll information and deal with pensions and partner drawings
-
To ensure that correct monthly
claims for payment and billing for services are submitted in good time
- To ensure there
are effective controls of expenditure whilst ensuring necessary investment in
resources.
- To ensure
all income-generating opportunities are explored and maximised.
- To provide
regular budgetary and cash flow forecasting to the Partners.
- To manage
the Practice's bank accounts.
- Ensure
correct payment of suppliers and expenses.
- Ensure
appropriate control of the petty cash account.
- Ensure
accurate bookkeeping, monthly bank reconciliations and preparation for the
Practices year-end accounts.
- Regulatory compliance
-
To ensure compliance of
CQC requirements within the surgery, supported by relevant practice policies.
-
To manage the process by which the Practice maintains registration under
the CQC
- Support the
Partners through any inspection visits from the CQC.
- Implement
and follow up any action or improvements required by the CQC, in order to
maintain registration.
- Ensure that
the practice is meeting all statutory and legislative requirements.
Health and Safety and
Premises- To act as the
responsible Health and Safety Officer
-
To ensure appropriate
risk assessment as required by legislation is carried out
-
To ensure all Health and
safety policies are kept up to date and that staff are appropriately trained
and adhere to the requirements of policy and legislation
-
To ensure the premises
meet all infection control requirements
-
To ensure that the
buildings, services and facilities are well maintained and that regular
servicing and testing as required by legislation is carried out
- To advise
the partners in making full and effective use of its current premises,
equipment and stock.
Patient Services
To ensure the practice
is delivering accessible, equitable and quality patient services
-
To ensure the practice
has an effective patient participation group
-
To ensure the practice
meets all requirements for patient feedback and management of complaints in
keeping with NHS standards
-
To ensure the practice
provides accessible information to patients
-
To ensure the practice
website is kept up to date with relevant information and in keeping with NHS
standards
Other Duties
-
To provide strategic
management for the practice and ensure that a long-term plan and risk analysis
is carried out and reviewed regularly.
-
To attend appropriate meetings
on behalf of the Partners including with relevant stakeholders
-
To ensure that
significant event reviews are carried out in an effective manner and learning
is embedded into the practice
-
To plan, manage and
review all practice policies, systems and procedures ensuring efficient and
effective work process
- Regularly
review the organisation and developments within and outside the practice which
will impact directly or indirectly. This includes involvement in local and
national agencies which formulate and influence primary health care strategy.
- Ensure the
effective and efficient working systems and operational systems within the
Practice.
- Any other tasks as
requested by GP Partners
Job description
Job responsibilities
Accountability
Accountable to the Partners of the practice, with day
to day working and mentoring from the Managing Partners.
Main Duties/Key Tasks
Human Resources
-
To ensure that the
practice is staffed and resourced within budget by persons with appropriate
skills, experience and commitment to provide the professional technical,
administrative and interpersonal expertise needed.
-
To lead practice recruitment
of staff
-
To ensure that all
training, development and induction of staff is undertaken in line with
practice policies and procedures ensuring excellent customer care.
-
To carry out appraisal and
supervision meetings for directly line managed staff and others as appropriate
-
To manage staff leave
requests and absence
-
To deal with disciplinary
and grievance procedures
-
To keep abreast of
employment law and revisions ensuring that the practice meets its statutory obligations
Operations and IT
-
To ensure the efficient
operational running of the practice IT Systems
- Ensure the appropriate
training of all personnel and users of the Practice IT systems
- Lead on IT
crisis prevention and develop systems to protect security of data.
- Ensure
policies against the misuse of the Internet and emails are updated
GDPR and Data Protection
- To ensure
confidentiality of data and conformity to the Data Protection Act and Medical
Records and Reports Acts, the Freedom of Information Act and the Caldicott
Report.
-
To act as the principal
point of contact in relation to all Data Protection matters
-
To review and update all
data protection policy with regard to current legislation
-
To ensure staff are
fully trained in all data protection matters
-
To manage all data
protection breaches in line with legislation
Finance
- Responsible to the Partners for the effective
use of Practice finances. Working with the Partners and Practice accountant to
plan effective budgetary control, ensuring cost efficiencies, best use of
resources and maximisation of profitability. In particular:
- To lead
on the development and preparation of practice financial management systems,
reports and business plans for the partners
- Ensure
policies are in place and up to date to protect the Practice against fraud and
financial mismanagement.
- To
oversee the the practice achieving national and local targets and standards to
optimise income
- To assimilate
payroll information and deal with pensions and partner drawings
-
To ensure that correct monthly
claims for payment and billing for services are submitted in good time
- To ensure there
are effective controls of expenditure whilst ensuring necessary investment in
resources.
- To ensure
all income-generating opportunities are explored and maximised.
- To provide
regular budgetary and cash flow forecasting to the Partners.
- To manage
the Practice's bank accounts.
- Ensure
correct payment of suppliers and expenses.
- Ensure
appropriate control of the petty cash account.
- Ensure
accurate bookkeeping, monthly bank reconciliations and preparation for the
Practices year-end accounts.
- Regulatory compliance
-
To ensure compliance of
CQC requirements within the surgery, supported by relevant practice policies.
-
To manage the process by which the Practice maintains registration under
the CQC
- Support the
Partners through any inspection visits from the CQC.
- Implement
and follow up any action or improvements required by the CQC, in order to
maintain registration.
- Ensure that
the practice is meeting all statutory and legislative requirements.
Health and Safety and
Premises- To act as the
responsible Health and Safety Officer
-
To ensure appropriate
risk assessment as required by legislation is carried out
-
To ensure all Health and
safety policies are kept up to date and that staff are appropriately trained
and adhere to the requirements of policy and legislation
-
To ensure the premises
meet all infection control requirements
-
To ensure that the
buildings, services and facilities are well maintained and that regular
servicing and testing as required by legislation is carried out
- To advise
the partners in making full and effective use of its current premises,
equipment and stock.
Patient Services
To ensure the practice
is delivering accessible, equitable and quality patient services
-
To ensure the practice
has an effective patient participation group
-
To ensure the practice
meets all requirements for patient feedback and management of complaints in
keeping with NHS standards
-
To ensure the practice
provides accessible information to patients
-
To ensure the practice
website is kept up to date with relevant information and in keeping with NHS
standards
Other Duties
-
To provide strategic
management for the practice and ensure that a long-term plan and risk analysis
is carried out and reviewed regularly.
-
To attend appropriate meetings
on behalf of the Partners including with relevant stakeholders
-
To ensure that
significant event reviews are carried out in an effective manner and learning
is embedded into the practice
-
To plan, manage and
review all practice policies, systems and procedures ensuring efficient and
effective work process
- Regularly
review the organisation and developments within and outside the practice which
will impact directly or indirectly. This includes involvement in local and
national agencies which formulate and influence primary health care strategy.
- Ensure the
effective and efficient working systems and operational systems within the
Practice.
- Any other tasks as
requested by GP Partners
Person Specification
Qualifications
Essential
- Undergraduate degree essential, Post Graduate Degree desirable
- Leadership and management experience
Experience
Essential
- Detailed knowledge of information governance standards and GDPR
- Up to date Knowledge of CQC and regulatory legislation and compliance
- Sound knowledge of financial management systems in General Practice, including CQRS and Xero
- Knowledge of employment law
- Experience of staff recruitment and induction
- Experience of chairing and managing meetings
- Experience of strategic development and change management
- Experience of business planning
- Sound knowledge of Windows and MS Office
- Knowledge of EMIS and other GP clinical systems
- Experience of working within general Practice
Skills
Essential
- Attention to detail and accuracy in all tasks
- Excellent verbal and written communication skills
- Ability to work autonomously
- Excellent organisational and planning skills
- Ability to meet tight deadlines
- Flexible approach
- Team player
- Problem solving skills
- Highly organised
- Project management
- Previous experience within a medical centre or other health related environment
- Knowledge and skills in implementing equal opportunity, inclusion and diversity in the workplace
Person Specification
Qualifications
Essential
- Undergraduate degree essential, Post Graduate Degree desirable
- Leadership and management experience
Experience
Essential
- Detailed knowledge of information governance standards and GDPR
- Up to date Knowledge of CQC and regulatory legislation and compliance
- Sound knowledge of financial management systems in General Practice, including CQRS and Xero
- Knowledge of employment law
- Experience of staff recruitment and induction
- Experience of chairing and managing meetings
- Experience of strategic development and change management
- Experience of business planning
- Sound knowledge of Windows and MS Office
- Knowledge of EMIS and other GP clinical systems
- Experience of working within general Practice
Skills
Essential
- Attention to detail and accuracy in all tasks
- Excellent verbal and written communication skills
- Ability to work autonomously
- Excellent organisational and planning skills
- Ability to meet tight deadlines
- Flexible approach
- Team player
- Problem solving skills
- Highly organised
- Project management
- Previous experience within a medical centre or other health related environment
- Knowledge and skills in implementing equal opportunity, inclusion and diversity in the workplace
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.
