Practice Business Manager

Job description

Job responsibilities

Key responsibilities

Strategic Planning

• Keep abreast of current affairs and identify potential opportunities and threats

• Contribute to Practice strategy, formulate objectives and research and develop ideas for future Practice development including enhancing patient services and potential sources of income.

• Implement and update the Practice Development Plans, overseeing the implementation of the aims and objectives

• Assist the Practice in the wider community forging links with other local Practices and relevant agencies and in particular working collaboratively with the local community, Arnold and Calverton PCN and Nottinghamshire ICB.

• To represent the Practice at meetings including the Arnold and Calverton Practice Managers and PCN meetings.

Finance

Working with the partners to

• 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.

• Prepare financial budgets and cash-flow forecasts, seeking to maximise income and monitor expenditure.

• Liaise with the accountant, bank and business insurance companies as appropriate or as directed by the partners.

• Liaise with the ICB and payment agencies regarding queries with payments relating to the contract and enhanced services

• Manage the partners drawings in consultation with the accountant

• Manage and monitor the staff payroll system, PAYE and pensions for Practice staff and maintain appropriate records

• Manage systems for handling and recording of cash and cheques and petty cash.

Human Resources

Overall responsibility for all aspects of HR, including

• Recruitment and selection of staff working, including contracts of employment and job descriptions. Ensure all staff are legally and gainfully employed.

• Ensure Employment Law compliance for the disciplinary and dismissal process and after discussion with the partners take any legal advice necessary

• To develop and maintain good employee and employer relationships

• To ensure that members of the existing staff team are aware of any changes that occur in the Practice maintaining good communication at all times

• To oversee rotas with the reception lead which allow good staff cover at all times as well as giving the flexibility required at short notice to cover for illness, etc.

• Develop and implement effective staff appraisal and performance monitoring systems

• To implement pay rises, scales and increments at the appropriate time

• Maintain up-to-date HR documentation, including job descriptions, employment contracts with variances, staff handbook and DBS checks in line with employment legislation

• To meet with attached staff as and when necessary and arrange and attend regular meetings with partners and attached staff to discuss all issues around patient care

• To ensure that suitable facilities are available to enable all staff to work within the Practice

• Facilitate the development of a multi-disciplinary effective primary health care team

Organisational

• Convene meetings, prepare agendas and ensure distribution of minutes as necessary

• Develop Practice protocols, procedures, and other Practice documentation. Review and update as required

• Manage the procurement of Practice equipment, supplies and services within target budgets

• Ensure that the Practice has adequate business continuity procedures in place

• Manage the procurement of Practice equipment, supplies and services within target budgets

• Develop and review Health and Safety policies and procedures and keep abreast of current legislation. Undertake risk assessments and seek ways to mitigate risks within the Practice.

• Arrange appropriate insurance cover

• Manage own workload and time effectively

Patient services

• Ensure service development and delivery is in accordance with local and national guidelines and that the Practice complies with NHS contractual obligations in relation to patient care

• Make contact with patients around complaints, supporting the partnership, to ensure complaints are resolved in a fair and timely manner with support to all parties involved. Maintain a list of complaints for discussion around themes.

• Manage the significant events system

• Support the patient participation group

• Routinely monitor and assess Practice performance against patient access and demand management targets

Information Technology

• Evaluate and plan Practice IT implementation and modernisation acting as the Practice contact with the contracted ICT support organisations, together with ensuring that there is adequate and appropriate support for the Practices systems and infrastructure

• Keep abreast of the latest IT developments in all aspects of primary care and regularly update the Practice team. Ensure existing IT is used to its full potential.

• Liaise with the commissioning organisations and NHS England regarding systems procurement, IT funding and national IT development programmes.

• Motivate, support and monitor staff in the use of IT, organise, oversee and evaluate IT training

• Ensure all Practice IT and telephone systems are functioning effectively

• 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

• Develop and maintain the Practices website

Information Governance and Confidentiality

• Ensure the IG and DSP toolkit requirements are met. Keep up to date with changes around the management of Data, including GDPR.

• Support the Practice Operations Lead with the management of subject access requests and the processing of other requests for access to medical records

• Ensure all policies on IG are up to date and shared.

• Ensure all staff understand the importance of confidentiality and the need to protect personal information about our patients and staff.

Premises and Equipment

• Responsible for the management and maintenance of the building

• Assess and evaluate accommodation requirements and manage development and expansion opportunities if appropriate

• Represent the Practice to negotiate contracts and their renewals

• Liaise with NHSE in notional reviews

• Ensure property owned by the partners is safe, effective and fit for purpose

CQC

• Oversee and maintain compliance with CQC regulations and ensure that the Practice meets and ideally exceeds the essential standards. Notify CQC appropriately when required

• Responsibility for preparation for CQC inspections and telephone reviews.

Communication

• Ensure compliance with the latest NHS recommendations

• Understand the Practice communication systems and promote a culture of openess and honesty within the Practice.

• Build and maintain good working relationships with the NHSE, ICB, PCN and other local and national organizations.

• 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

Miscellaneous

• Other duties which may be decided upon by the partners from time to time

Person Specification

Skills and personal qualities

Essential

• Ability to negotiate opportunities to enhance service delivery and implement change
• Excellent communication skills (written, oral and presenting)
• Strong IT skills (generic)
• Excellent leadership skills
• Strategic thinker and negotiator
• Ability to prioritise, delegate and work to tight deadlines
• Effective time management and ability to delegate
• Ability to network and build relationships
• Proven problem solving & analytical skills
• Ability to develop, implement and embed policy and procedure
• Ability to motivate and develop yourself and other members of the team
• Ability to listen and understand other viewpoints within a leadership role
• Good personal organisation skills
• Excellent interpersonal skills and diplomacy
• Self motivation and independent problem solving skills
• Ability to use initiative, judgement and common sense
• Understanding of the health care/public service environment
• High levels of integrity, loyalty and discretion
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Confident, assertive and resilient whilst
• Ability to drive and deliver change effectively
• Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions

Desirable

• Experience of Systm One/other software commonly used in primary care

Qualifications

Essential

• Good standard of education (Grade C or above GCSE English and Maths) with excellent literacy and numeracy skills

Desirable

• Diploma or Degree level qualification in healthcare or business

Experience

Essential

• Experience of working with the general public
• Experience of managing accounting procedures including budget and cash flow forecasting
• Experience of managing teams and leadership
• Experience of performance management, including appraisal writing, staff development and disciplinary procedures
• Experience of successfully developing and implementing projects
• Experience of managing Health and Safety, Employment Law and contracts
• Experience of chairing meetings, producing agendas and minutes

Desirable

• Experience of working in a health care setting
• NHS / Primary Care General Practice experience
• Experience of recruitment

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

Stenhouse Medical Centre

Address

66 Furlong Street

Arnold

Nottingham

NG5 7BP

Employer's website

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