Business/Practice Manager

Job description

Job responsibilities

Main purpose of the role:

Overall management and leadership of the practice workforce and business. Directing the delivery of effective and efficient management of all non-clinical workstreams, activities and resources within the practice. Supporting the GP partnership and the Primary Care Network (PCN) through business and financial expertise to realise the shared vision to maintain, develop and sustain the practice towards agreed goals, objectives and plans to deliver high-quality patient care, experiences and outcomes.

Main Duties and Responsibilities:

The GP Partnership

Coordinate and manage non-clinical operational areas, delegating as appropriate.

Identify and maximise new business development opportunities for other contractual services both internally and externally. This will include GP commissioning initiatives.

Review practice performance and implement service development and improvement plans.

Chair meetings and prepare agendas, provide information/advice to enable the GP partnership to make informed decisions. Ensure adequate meeting minutes and records of decisions reached/actions required within appropriate timeframe.

Assist the GP partnership with regards to new appointments, legal and financial issues as well as patient-related implications.

Finance

Provides support to the GP partnership through the following tasks: -

Monitor practice income and expenditure to ensure maximum profit for the practice by managing and recording as well as invoicing for non-NHS services using the services of the practice accountant as well as other finance bodies.

Understand and be in a position to report on the financial implications of contract and legislation change affecting the NHS including regulations around statement of fees, contract regulations, and GMS regulations.

Manage the practice budgets (profit and loss) including forecasting.

Manage petty cash.

Be responsible for payment of wages and salaries, in line with NHS pensions systems and HMRC requirements and ensure financial and confidentiality controls are in place.

Review salaries in collaboration with the GP partnership.

Practice and business organisational functions

Support, lead and manage (direct of through delegation) the practice team to ensure the practice is compliant with all requirements relating to the GP partnership tax, health and safety, contract, information governance and CQC.

Lead on the practices systems, processes and audits so that the practice continues to provide services that are safe, caring, effective, responsive, and well-led.

Implement new policies and procedures to improve the practice organisation and services to patients.

Lead on trouble-shooting that is business/practice critical.

Use the clinical system as required to perform the responsibilities of this role.

Support the GP partnership in the negotiation of sub-contractual agreements with external agencies.

Lead and manage (direct of through delegation) non-clinical projects undertaken by the practice.

Responsible for ensuring all policies and procedures have effective management control systems to include reviewing and updating.

Human resource management

Responsible for all activities related to human resource management.

Ensure that the right staff are doing the right role at the right time to maximise patient care, experience and outcomes to maintain staff motivation and job satisfaction.

Direct line management of all staff, unless delegated with the practice team, as appropriate.

Lead and manage the recruitment and selection of staff, ensuring appropriate induction and trial/probationary period management.

Enable effective performance management and workforce planning, utilising appraisal processes and developing personal development and training plans for staff.

Support the GP partnership in the effective management of discipline and grievance procedures.

Ensure provision of and updates of legally compliant Contracts of Employment, Staff Handbook, policies, and procedures to communicate statutory and best practice.

Ensure that all the necessary documentation and legal requirements are fulfilled for new locums and sessional workers before their contract start date.

Clinical and information technology and governance

Lead on all matters related to information technology and governance.

Ensure the practice is compliant with the General Data Protection Regulations (GDPR), Data Protection, and public information disclosures.

Support clinical audit to ensure relevant policies and procedures are regularly reviewed.

Ensure that the practice clinical system is effective and up to date, liaising with external IT services and the CCG is required.

Premises management

Responsible for premises issues and actions to include lease and landlord management.

Organise insurances for building, contents, and operating liabilities.

Ensure the business continuity plan is regularly reviewed and that it is effectively communicated to staff.

Health and Safety

Support and lead the practice on the promotion and management of health, safety, and security.

Ensure employees with specific health and safety responsibilities are appropriately trained and have the resources required for their roles. Includes those with infection control and fire safety duties.

Ensure staff training in health and safety matters.

Liaison with external organisations

Attend all external meetings as requested by the partners or identified by yourself as business-critical to attend and represent the practice.

Liaise with and have input into the Derbyshire Dales PCN.

Patient communication and welfare

Together with the partners, plan, develop and implement systems and procedures to ensure efficient delivery of patient services.

Lead the management of the practice complaints procedure, ensuring updates in line with the NHS Procedures.

Support the management of significant event processes.

Encourage and promote patient involvement at the practice.

Manage communication channels and updates on all patient-facing communication platforms.

Manage patient surveys and monthly Family and Friends Test reporting.

Liaison and communicate with outside bodies/organisations and community services providers, voluntary agencies, local authorities etc.

Ensure the efficient provision of high-quality reception/administration services to patients.

General communication

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

Communicate effectively with practice team members and external stakeholders.

Develop and maintain high levels of communication with patients, ensuring effective care delivery.

Maintain effective communication processes with internal and external stakeholders for the benefit of patient care, experiences and outcomes.

Team working

All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner. As such you must:

Participate in a practice team approach to managing workload and commitments.

Keep colleagues up to date on a continuous and systematic basis when applicable to their role.

Respect and consider colleagues opinions openly and transparently.

Oversee the organisation of social events and teambuilding activities.

Personal and professional development

Participate in individual performance reviews, including taking responsibility for maintaining a record of own personal and/or professional development.

Share and disseminate acquired knowledge as appropriate with all practice team members.

The job description is intended to outline the main duties and responsibilities of the employee.

This is not an exhaustive list of duties and the post holder may be required to undertake any other duties, as required, to meet the needs of the service. It is also likely that changes will be required from time to time and is not intended to be fixed for an indefinite period.

Person Specification

Experience

Essential

• - Senior management experience in either the NHS/GP practice, industry, or business.
• - Managing business systems and processes and workstreams experience.
• - Experience of creating and managing processes and systems to comply with regulations and legislation.
• - Developing business plans experience.
• - Experience of working collaboratively with individuals and organisations.
• - Experience of employment law and human resource management.
• - Managing and leading multidisciplinary teams and workforce experience.
• - Dealing with the general public experience and equality and diversity experience.

Desirable

• - NHS and GP practice senior management knowledge/experience.
• - Knowledge/experience of legislation relating to GP practice, business and employment.
• - Knowledge/experience of general practice computer systems.

Qualifications

Essential

• - General management, or business management/administration qualification or equivalent experience.
• - Relevant financial qualification or equivalent experience overseeing budgets, cash flow, payroll.
• - Relevant IT qualification or equivalent experience.
• - Software packages for accounts, payroll qualification or equivalent experience.

Desirable

• - Degree, or equivalent qualification.

Key Skills & Awareness

Essential

• - Key skills in business administration and financial management.
• - Key skills in change management, organisational development and improvement methodologies.
• Key skills in human resources, people management and workforce planning.
• - Key skills in strategic planning, delivery and collaboration.
• - Key skills in quality assurance and audit to include regulatory compliance and inspection.
• - Key skills in the ability to lead, motivate and manage teams effectively and collaboration.
• - Awareness in all key NHS policy, legislation and regulations related to general practice/PCN contracting.
• - Awareness in safeguarding procedures for children and adults.
• - Awareness in governance, confidentiality and General Data Protection Regulations, Data Protection and public disclosure information.

Desirable

• - Key skills in the ability to exploit and negotiate opportunities to enhance service delivery.
• - Awareness in QOF, CQC, Enhanced Services and commissioning frameworks and NHS contracts.

Personal Attributes

Essential

• - Dynamic, strategic thinker with vision and drive towards change and improvement.
• - Judgement, self-motivated, organized, and resourceful.
• - Caring, compassionate and tolerant.
• - Holds personal and professional integrity and reputation with peers.
• - Effective time and planning management, works accurately under pressure.
• - Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions.

Additional Requirements

Essential

• - To work flexible hours as necessary to meet the needs of the service and business.
• - Committed to personal and professional development.

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

Brailsford & Hulland Medical Practice

Address

The Green

Brailsford

Ashbourne

Derbyshire

DE6 3BX

Employer's website

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