Business Manager

Job description

Job responsibilities

BUSINESS MANAGER

Direct Reports: Practice Manager, Admin Lead, IT & Facilities Lead, Management Assistant, Dispensary Manager, Nurse Lead.

Reports to: Partners

Main purpose of role

To work with the Partners and the management team to ensure the efficient and effective running of the Practice.

The BM is responsible for overseeing the success of the practice through knowledge of its finances, business development goals, people and governance.The BM will provide strategic leadership and management to enable the practice to meet its aims and objectives in a profitable, efficient, safe, effective working environment. The BM will agree business plans, action plans for people, finance and partnership working.

The post will provide strategic leadership ensuring managerial cohesion in line with quality, statutory obligations, financial stability and excellent patient care.

Key relationships

Partners, GPs, managers, team leads, staff, ICB and PCN colleagues, healthcare providers, contractors & suppliers.

Responsibilities

Strategic management and planning

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

• Contribute to practice strategy and develop ideas for future development

• Monitor and evaluate performance of the practice against objectives and manage change

• Prepare and annually update the practice 5-year strategic development plan

• Prepare the Surgery Risk register, organising quarterly meetings to update and create objectives, overseeing throughout the year.

• Produce and implement the practice digital strategy

• Assess and evaluate accommodation requirements and manage development and expansion plans

• Represent the practice in PCNand ICB meetings

• Assist partners in appointing salaried GPs

• Market and manage the letting of our non-NHS funded rooms to private providers, implement and maintain contracts and oversee this financial income.

• Proactively seek contracts from the ICB or other healthcare organisations, to fully utilise the facilities in the surgery.

• Write bids for new funding opportunities with other healthcare providers.

• Prepare business cases when new streams of income are identified.

Financial Management

Working closely with the Practice Manager and Admin Lead to

• Ensure effective financial controls are in place and adhered to

• Manage practice budgets and seek to maximise income

• Through negotiation with the ICB and PCN, ensure the practice receives appropriate and equitable allocation of resources

• Understand and report to the partners the financial implications of contract and legislation changes

• Manage practice accounts; submit year-end figures promptly and liaise with the practice accountant

• Monitor cash-flow, prepare regular forecasts and reports to the partners

• Manage and reconcile bank accounts

• Monitor and reconcile income and expenditure statements and purchase/sales ledger transactions

• Manage partners drawings

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

• Oversee private income and annually review private fees.

• Understand and oversee the correct recording and claiming of VAT.

• Understand and oversee the payroll system.

Human Resources

Working closely with the Practice Manager and delegating where appropriate will:

• Provide direct line management and leadership for the practice manager.

• Oversee the recruitment and retention of staff and provide a general personnel management service

• Ensure all staff are legally and gainfully employed and monitor skill-mix within target budgets

• Develop and implement effective staff appraisal and monitoring systems

• Support and mentor staff as individuals and team members

• Implement effective systems for the resolution of disputes and grievances

• Keep abreast of changes in employment legislation

• Maintain up-to-date HR documentation

Organisational

Working closely with the Practice Manager and delegating where appropriate will:

• Convene meetings, prepare agendas and distribute minutes

• Develop Practice protocols, policies and procedures and update as required

• Ensure Practice premises are properly maintained and cleaned, and adequate fire prevention and security systems are in place

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

• Develop and review Health & Safety policies and procedures and keep abreast of current legislation

• Arrange appropriate insurance cover

• Ensure that the Practice has adequate disaster recovery procedures in place

• Arrange appropriate maintenance for practice equipment

• Oversee the practice manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities.

CQC

Oversee the practice manager in ensuring that:

• The Practices CQC registration is kept up to date

• Changes to the partnership are notified to CQC and the Area Team NHS England

• Documentation procedures and policies are kept up to date and disseminated

• Practice staff are briefed on what to expect at a CQC inspection

• Dispensary Services

Working closely with the Lead Partner for Dispensary, the Clinical Pharmacist, Responsible Person and the Dispensary Manager, delegating where appropriate:

• Establish and support the Wholesale operations of BS

• Perform analysis of drug spend opportunities

• Monitor variances from invoices related to purchases and credits

• Analyse workflows, organisational design, and the impact of technology and automation to develop new systems and improved efficiency within dispensary

• Meet with the ICB Prescribing Lead to identify opportunities to switch medicines to save money, and to challenge what is best for the patient

• Oversee the clinical pharmacist to ensure all DSQS and QIPP submissions are completed on time to a good standard to ensure full payment for the incentive

Patient Services

Working closely with the Practice Manager and delegating where appropriate will

• Adopt a strategic approach to the development and management of patient services

• Ensure service development and delivery is in accordance with local and national guidelines

• Ensure that the practice complies with NHS contractual obligations in relation to patient care

• Monitor patient turnover and capitation

• Liaise with the patient participation group and where necessary PALS

Information Governance and Information Technology

Work closely with the IT supplier commissioned by the ICB, the Data Protection Officer (DPO), Caldicott Guardian and Practice Manager and delegating where appropriate,

• Evaluate and plan practice IT implementation and modernisation

• Keep abreast of the latest development in primary care IT and regularly update the practice management team

• Set targets and monitoring standards for data entry and data collection

• Ensure that the practice has effective IT data security, back-up, maintenance and disaster recovery plans in place

• Liaise with IT providers commissioned by the ICB regarding systems procurement, funding and national IT development programmes.

• Ensure that the practices website is properly and accurately maintained, the NHS choices website is up to date and patient comments are acknowledged.

• Ensure compliance with Data Protection legislation

• As the SIRO ensure Information Governance for the practice is kept up to date using the Data Security Protection Toolkit and is resubmitted annually

• Ensure that all Caldicott Principles are adhered to and report any information incidents to the DPO

• Ensure that all staff are aware of confidentiality around patients records and sensitivity of data

Health and Safety

Working closely with designated H&S support service, the Practice Manager and delegating where appropriate:

• Ensure job holders across the practice adhere to their individual responsibilities for infection control and H&S, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management

• Keep up to date with knowledge of H&S and infection control statutory and good practice guidelines

• Actively identify, report and correct H&S hazards and infection hazards immediately when recognised

Equality and Diversity

Working closely with the Practice Manager, delegating where appropriate, support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation

• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.

Personal Professional development

Participate in any training programme implemented by the practice to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

• Take responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality

Working closely with the Practice Manager and delegating where appropriate the BM will strive to maintain quality within the practice, and will:

Alert other team members to issues of quality and risk

Assess own performance and take accountability for own actions

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload and resources

Communication

The BM should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members

Communicate effectively with patients and carers through the PPG where applicable

Recognise peoples needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services

Apply practice policies, standards and guidance, discuss with other members of the team how these will affect own workand participate in audits where appropriate

Person Specification

Experience

Essential

• Experience of working in a senior management position.

Desirable

• Experience of working in a healthcare setting.

Qualifications

Essential

• Degree level qualification or equivalent that demonstrates analytical knowledge and ability.
• Experience of working with the public both face to face and on the telephone.
• Experience of leading a department or organisation.
• Experience of data analysis/audit work, producing reports and presenting findings.
• Experience of reviewing risks and/or responding to complaints/significant incidents.
• Excellent communication skills (Written and Oral), confident IT skills (Microsoft Word, email etc.) `
• Clear, polite telephone manner.
• Leadership and staff training.
• Time Management and the ability to work to deadlines.
• Problem solving skills and good judgement.
• Smart, polite, honest, reliable and confident.
• Planning and organising work of self and colleagues, sees activities through to completion.

Desirable

• Masters level qualification or equivalent experience that demonstrates Leadership, Management, Financial or Business Administration knowledge and ability.
• Experience of working within healthcare setting.
• Working knowledge of SystmOne clinical system or equivalent.

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

Blofield Surgery

Address

Plantation Road

Blofield

Norwich

NR13 4PL

Employer's website

https://www.blofieldsurgery.nhs.uk/ (Opens in a new tab)