Practice & Business Manager

Job responsibilities

a) The following are the core responsibilities of the Practice/Business Manager. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels.

b) The Practice/Business Manager is responsible for:

c) The post holder will be responsible for strategic oversight, keeping abreast of all changes likely to affect the service now and in the future, including the operational planning, designing, implementing, and reviewing new services and day to day management of these, for the Practice and its contribution to the Primary Care Network (PCN).

d) The post holder will be responsible for the development, management and maintenance of systems and processes to ensure the Practice and PCN operates at the highest level of performance and accountability.

e) Overseeing the day-to-day operations of the organisation, ensuring staff achieve their primary responsibilities.

f) Functional management of all Practice clinical and administrative staff

g) Direct line management of the following staff: Assistant Practice Manager, Lead Practice Nurse, Dispensary Managers.

h) Managing the recruitment and retention of staff; develop, implement, and embed an effective succession plan.

i) Establishing, reviewing, and regularly updating job descriptions and person specifications, ensuring all staff are legally and gainfully employed.

j) Developing, implementing, and embedding an effective staff appraisal process

k) Implementing effective systems for the resolution of disciplinary and grievance issues

l) Maintaining an effective overview of and ensuring compliance with HR legislation

m) Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively.

n) 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.

o) Maintaining an effective liaison with the accountant, overseeing organisation accounts, ensuring year-end figures are presented.

p) Briefing Partners on all financial matters, including forecasting.

q) Managing and processing partners drawings, PAYE, and pensions for practice staff.

r) Ensuring the organisation has appropriate insurance cover.

s) Developing, implementing, and embedding an efficient business resilience plan (BRP).

t) Managing contracts for services i.e., cleaning, gardening, window cleaning etc.

u) Managing the procurement of organisation equipment, supplies, and services

v) Coordinating the reviewing and updating of all organisation policies and procedures

w) Leading change and continuous improvement initiatives; coordinating all projects within the organisation.

x) Coordinating and leading the compilation of organisation reports and the practice development plan (PDP)

y) Ensuring the team reach QOF targets (supported by the nursing and administrative leads)

z) Adopting a strategic approach to the management of all patient services matters.

aa) Developing, implementing, and embedding an effective communication strategy (internal and external).

bb) Ensuring the organisation maintains compliance with its NHS contractual obligations.

cc) Actively encouraging and promoting the use of patient online services

dd) Publishing communications for internal and external use such as an organisation newsletter on a quarterly basis

ee) Maintaining the organisation and NHS choices websites

ff) Liaising at external meetings as required

gg) Marketing the practice appropriately

hh) Managing/supporting the management of the Patient Participation Group

ii) Effectively managing/supporting the management of all complaints in line with current legislation and guidance

jj) The management of the premises, including health and safety aspects such as risk assessments and mandatory training

kk) Managing the organisation IT system, delegating staff to act as administrators.

ll) Ensuring compliance with IT security and IG

mm) Coordinating the organisation diary, ensuring meetings are scheduled appropriately.

nn) The post holder will also form an integral part of the PCN leadership working alongside the Clinical Director and the PCN board members.

Secondary responsibilities

In addition to the primary responsibilities, the Practice/Business Manager may be requested to:

a. Deputise for the partners at internal and external meetings.

b. Act as the primary point of contact for NHS(E), ICB, community services, suppliers, and other external stakeholders

c. Partake in audit as requested by the audit lead.

Other requirements

Essential

• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check
• Always maintain confidentiality
• Full UK driving licence

Skills

Essential

• Ability to exploit and negotiate opportunities to enhance service delivery
• 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 in a fast-paced environment
• Effective time management (planning and organising)
• Ability to network and build relationships
• Proven problem solving and analytical skills
• Ability to develop, implement and embed policy and procedure
• Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions

Desirable

• EMIS/SystmOne/Vision user skills

Experience

Essential

• Experience of working with the general public
• Experience of managing accounting procedures including budget and cash flow forecasting
• Experience of working in a healthcare setting
• 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

• NHS/primary care general practice experience
• Relevant health and safety experience

Personal qualities

Essential

• Polite and confident
• Flexible and cooperative
• Excellent interpersonal skills
• Motivated and proactive
• Ability to use initiative and judgement
• Forward thinker with a solutions focused approach
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Confident, assertive and resilient
• Ability to drive and deliver change effectively

Qualifications

Essential

• Educated to degree level in healthcare or business

Desirable

• Good standard of education with excellent literacy and numeracy skills
• Leadership and/or management qualification
• AMSPAR qualification

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).