Job summary
We are looking for innovative and experienced Practice Business Manager to join our friendly and supportive team. This is an exciting opportunity for a highly motivated individual to lead and develop our team, ensuring efficient operations, financial stability and the highest levels of patient care.
Main duties of the job
The Practice Business Manager plays a pivotal role in the overall management, strategic planning, and development of the practice. Working closely with the GP Partners, clinical teams, and administrative staff, you will ensure the smooth day-to-day running of the practice, whilst driving improvements in patient care, efficiency, and staff wellbeing.
About us
We are a suburban two branch practice, with approx 18k patients. We have a large team comprised of doctors, pharmacists, ANPs, paramedic, nurses, physio, HCAs, admin and reception.
We are a teaching practice that trains pharmacists, medical students and GP registrars and are proud to offer excellent healthcare to the residents of Purley and Coulsdon.
Job description
Job responsibilities
The Practice Business Manager is responsible for:
- Overseeing the day-to-day operations of the organisation, ensuring staff achieve their primary responsibilities
- Functional management of all clinical and administrative staff
- Direct line management of the following staff: Branch Managers and Admin Lead
- Managing the recruitment and retention of staff
- Key liaison with Primary Care Network, the PCN Manager and any ARRS staff who provide a supporting service at the organisation
- Ensuring that all staff undertake a robust induction process, including staff employed via the PCN
- Establishing, reviewing and regularly updating job descriptions and person specifications, ensuring all staff are legally and gainfully employed
- Implementing and embedding an effective staff appraisal process
- Implementing effective systems for the resolution of disciplinary and grievance issues
- Ensuring compliance with HR legislation
- Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively
- Managing the financial elements of the organisation, including budgets, bank accounts, accounting systems, petty cash, etc. seeking to maximise income and reduce expenditure in conjunction with the partners
- Review all income and expenditure statements, identifying any inaccuracies and rectifying such issues
- Ensure invoices are paid within the given time frame
- Submit year-end figures liaising with the organisations accountant
- Briefing partners on all financial matters, including forecasting
- Managing and processing partners drawings and PAYE
- Manage and oversee the organisations pension scheme, retaining accurate records
- Ensuring the organisation has appropriate insurance cover
- Developing, implementing and embedding an efficient business continuity plan (BCP)
- Managing contracts for services, i.e., cleaning, gardening, window cleaning etc.
- Managing the procurement of organisation equipment, supplies and services
- Coordinating the reviewing and updating of all organisation policies and procedures
- Leading change and continuous improvement initiatives; coordinating all projects within the organisation
- Coordinating the compilation of organisation reports and the practice development plan (PDP)
- Ensuring the team reaches QOF targets (supported by the clinical and administrative leads)
- Adopting a strategic approach to the management of all patient services matters
- Developing, implementing and embedding an effective communication strategy (internal and external)
- Ensuring the organisation maintains compliance with its NHS contractual obligations
- Actively encouraging and promoting the use of patient online services
- Publishing communications for internal and external use such as a patient newsletter on a quarterly basis
- Maintaining the organisation and NHS choices websites and Google reviews
- Liaising at external meetings as required
- Marketing the practice appropriately
- Key liaison with the Patient Participation Group
- Effectively supporting the management of all complaints in line with current legislation and guidance
- The management of the premises, including leading on health and safety aspects such as risk assessments and mandatory training
- Ensuring compliance with IT security and IG
Job description
Job responsibilities
The Practice Business Manager is responsible for:
- Overseeing the day-to-day operations of the organisation, ensuring staff achieve their primary responsibilities
- Functional management of all clinical and administrative staff
- Direct line management of the following staff: Branch Managers and Admin Lead
- Managing the recruitment and retention of staff
- Key liaison with Primary Care Network, the PCN Manager and any ARRS staff who provide a supporting service at the organisation
- Ensuring that all staff undertake a robust induction process, including staff employed via the PCN
- Establishing, reviewing and regularly updating job descriptions and person specifications, ensuring all staff are legally and gainfully employed
- Implementing and embedding an effective staff appraisal process
- Implementing effective systems for the resolution of disciplinary and grievance issues
- Ensuring compliance with HR legislation
- Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively
- Managing the financial elements of the organisation, including budgets, bank accounts, accounting systems, petty cash, etc. seeking to maximise income and reduce expenditure in conjunction with the partners
- Review all income and expenditure statements, identifying any inaccuracies and rectifying such issues
- Ensure invoices are paid within the given time frame
- Submit year-end figures liaising with the organisations accountant
- Briefing partners on all financial matters, including forecasting
- Managing and processing partners drawings and PAYE
- Manage and oversee the organisations pension scheme, retaining accurate records
- Ensuring the organisation has appropriate insurance cover
- Developing, implementing and embedding an efficient business continuity plan (BCP)
- Managing contracts for services, i.e., cleaning, gardening, window cleaning etc.
- Managing the procurement of organisation equipment, supplies and services
- Coordinating the reviewing and updating of all organisation policies and procedures
- Leading change and continuous improvement initiatives; coordinating all projects within the organisation
- Coordinating the compilation of organisation reports and the practice development plan (PDP)
- Ensuring the team reaches QOF targets (supported by the clinical and administrative leads)
- Adopting a strategic approach to the management of all patient services matters
- Developing, implementing and embedding an effective communication strategy (internal and external)
- Ensuring the organisation maintains compliance with its NHS contractual obligations
- Actively encouraging and promoting the use of patient online services
- Publishing communications for internal and external use such as a patient newsletter on a quarterly basis
- Maintaining the organisation and NHS choices websites and Google reviews
- Liaising at external meetings as required
- Marketing the practice appropriately
- Key liaison with the Patient Participation Group
- Effectively supporting the management of all complaints in line with current legislation and guidance
- The management of the premises, including leading on health and safety aspects such as risk assessments and mandatory training
- Ensuring compliance with IT security and IG
Person Specification
Qualifications
Desirable
- Educated to degree level in healthcare or business
- AMSPAR qualification
- Leadership and / or management qualification
Experience
Essential
- Experience in a management role, preferably within healthcare or general practice
- Experience of working with the general public
- Experience of managing accounting procedures including budget and cash flow forecasting
- Experience of managing large multidisciplinary teams
- Experience of performance management including appraisal writing, staff development and disciplinary procedures
- Experience of successfully developing and implementing projects
- Experience of workforce planning, forecasting and development
Desirable
- Relevant health and safety experience
- Knowledge of clinical systems (EMIS)
Skills
Essential
- Excellent communication skills (written, oral and presenting)
- Strong IT skills
- Excellent leadership skills
- Strategic thinker and negotiator
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management skills
- Ability to network and build relationships
- Proven problem solving and analytical skils
- Ability to motivate teams, enhance morale and maintain a positive working environment.
Person Specification
Qualifications
Desirable
- Educated to degree level in healthcare or business
- AMSPAR qualification
- Leadership and / or management qualification
Experience
Essential
- Experience in a management role, preferably within healthcare or general practice
- Experience of working with the general public
- Experience of managing accounting procedures including budget and cash flow forecasting
- Experience of managing large multidisciplinary teams
- Experience of performance management including appraisal writing, staff development and disciplinary procedures
- Experience of successfully developing and implementing projects
- Experience of workforce planning, forecasting and development
Desirable
- Relevant health and safety experience
- Knowledge of clinical systems (EMIS)
Skills
Essential
- Excellent communication skills (written, oral and presenting)
- Strong IT skills
- Excellent leadership skills
- Strategic thinker and negotiator
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management skills
- Ability to network and build relationships
- Proven problem solving and analytical skils
- Ability to motivate teams, enhance morale and maintain a positive working environment.
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.
