Job summary
Do you have
the experience, vision, willingness, and drive to lead in Primary Care; and the
skills to navigate us through the varied landscape of NHS targets, system
changes and a post covid new normal within our friendly, efficient and
supportive practice?
Talented
individuals are encouraged to thrive and make a difference and an exciting
opportunity has arisen for the right candidate to play a pivotal role in
leading the practice going forward.
We are looking
for an accomplished, motivated, productive and proactive individual with a
demonstrable career in finance, business, HR and strategic management to become
our new Practice Operations & Business Manager.
With a hands-on
approach, the successful candidate will be responsible for service improvement
and delivery of key targets across the full range of clinical and
administrative areas within the practice and its association within the PCN
(Primary Care Network). A high degree of leadership and personal organisational
skill is required as well as a systematic and diplomatic approach to problem
solving and planning.
Previous
NHS management experience in primary care is essential for this post.
Main duties of the job
This is a hands-on post and the practice operations
& business manager, as a key member of the team will be expected to
demonstrate leadership qualities, lead by example, achieve goals and targets,
using a combination of personal involvement, motivation of other staff and
delegation when appropriate. They will undertake a key role in managing both
the administrative staff and the clinical staff.
The partners also require the successful candidate to
be proactive and plan for the future, maximising the practices potential in
relation to business, finance and the opportunities for the extended premises,
whilst maintaining patient care.
The candidate needs to
ensure the partners are kept fully informed of local and national proposals and
initiatives, presented clearly and concisely to enable them to make informed
decisions.
An understanding of
current NHS initiatives in primary care is an essential requirement for this
post.
In addition to
adapting the practice to meet the demands of providing high quality patient
care, the manager will need to ensure that the practice is financially
efficient and compliant with all aspects of health and safety, employment
legislation and CQC (Care Quality Commission) registration/compliance.
The opportunity for
further personal development will be given in order to develop skills in line
with practice needs.
About us
The practice has approximately 9600 registered patients and consists of; 2 partners & a salaried GP; a practice nurse; an advanced nurse practitioner; and approximately 15 admin/clerical support staff including the reception team. In addition, we have care coordinators and an array of community staff shared across our PCN
We are friendly, approachable and supportive of our staff and encourage our staff to reach their full potential.
There is an enviably strong ethos within this small truly
diverse team; which is described as supportive, friendly, approachable and
caring. There is an aim to provide a good work life balance and an enjoyable
working environment through working flexibility, freedom of speech, nurture and
a non-hierarchical team structure.
It is very important
to the partners that this is maintained and developed. The practice strongly believes in investing in
development and training.
Whilst being clinically driven, the practice also
performs well financially and presents as a strongly democratic, happy and
balanced team with good communication between the clinical team, partners and
administration teams. The practice is an equal opportunities employer.
Job description
Job responsibilities
Key responsibilities
Finance
Working with the finance lead partner be;
- Responsible for the finances of the practice
- Develop and control practice budgets, financial systems and the costs relating to the new development
- Prepare financial budgets
- Responsible for income, expenditure and cash-flow forecasts
- 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- including immunisation, cervical screening, PCN IIF targets and other targets which may be identified as local or national priorities.
- Liaise with accountant, bank and business insurance companies as appropriate or as directed by the partners
- Responsible for the administration of PAYE for practice staff and of the NHS Pension and Stakeholder Pension Schemes
- Negotiate with drug companies and all suppliers the best discounts available
- Liaise with the CCG/ICS and payment agencies regarding queries with payments relating to the contract, e.g. enhanced services.
- Directly contribute to profit improvement by exploring areas for increasing income and reducing costs
- Analyse data relating to clinical commissioning as appropriate and contribute to planning and organisation both at practice, PCN and CCG/ICS level
Strategic Planning
- Keep abreast of current affairs and identify potential opportunities and threats
- Assess and evaluate accommodation requirements and manage the development and expansion opportunities
- Actively promote and develop areas of the practice premises, existing and potential, to create additional income and added patient services.
- Implement, maintain and update a Practice Development Plan, oversee the implementation of the aims and objectives
- Assist the practice in the wider community and assist with forging links with other local practices and relevant agencies and in particular working collaboratively with the Forest Eight PCN and the WF GP FedNet
- Formulate objectives and research and develop ideas for future practice development
- To represent the practice at PCN and ICB meetings
- To make recommendations to the partners for practice development with regard to potential sources of income.
Human Resources
- Overall responsibility for recruitment and selection of staff working, including contracts of employment and job descriptions
- Ensure Employment Law compliance for the disciplinary and dismissal process and after discussion with the partners take any legal advice necessary
- Be aware of current employment legislation
- To develop and maintain good employee/employer relationships
- To ensure that members of the existing staff team are aware of any changes that occur in the practice
- To maintain good communication at all times with the assistant practice manager
- To oversee rotas which allow good staff cover at all times as well as giving the flexibility required at short notice to cover for illness, etc.
- To implement pay rises/scales and increments at the appropriate time
- Responsibility for appropriate paperwork for doctors/staff DBS (Disclosure and Barring Service) checks
- To ensure that suitable facilities are available to enable all staff to work within the practice
- Be responsible for the health and safety policy and its implementation
- Facilitate the development of a multi-disciplinary effective primary health care team
- Ensure appropriate support for recently appointed staff members
- Encourage personal staff development and motivation
Information Technology
Ensure the update of appropriate information governance systems
Work with IT support to ensure all Practice IT and telephone systems are functioning effectively
Explore opportunities to further develop the Practice
Ensure the IG and DWP toolkit requirements are met
Responsibility for GDPR
Patient Services
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
Routinely monitor and assess practice performance against patient access and demand targets
Manage complaints and the complaints management system
Manage the significant events system
Monitor patient reviews
Liaise with patient groups, encourage development of the PPG and acknowledge voluntary contributions from the patients
Manage patient feedback and complaints in a timely and appropriate fashion
Training Practice
Key responsibility for liaising with London Deanery regarding issues relating to GPVTS
Administrative responsibility for overseeing the training of all surgery trainees including GP Trainees, medical students, Nursing trainees etc.
Premises and Equipment
Represent the practice to negotiate leasing contracts, their renewals and premises development
Liaise with NHSE in notional rent review (every 3 years)
Ensure the smooth transition and continuity of patient services, specifically in relation to the building development
CQC
Responsibility for maintenance and compliance with CQC regulations
Communication
Ensure compliance with the latest NHS recommendations
Understand and maintain the practice communication systems
Build/maintain good working relationships with the NHSE, CCG/ICS, hospitals, community agencies, LMC (Local Medical Committee), other GP practices, pharmacists, community, voluntary and private organisations
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
Ensure continuity of practice staff and clinical meetings
Miscellaneous
- Other duties which may be decided upon by the partners from time to time.
Job description
Job responsibilities
Key responsibilities
Finance
Working with the finance lead partner be;
- Responsible for the finances of the practice
- Develop and control practice budgets, financial systems and the costs relating to the new development
- Prepare financial budgets
- Responsible for income, expenditure and cash-flow forecasts
- 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- including immunisation, cervical screening, PCN IIF targets and other targets which may be identified as local or national priorities.
- Liaise with accountant, bank and business insurance companies as appropriate or as directed by the partners
- Responsible for the administration of PAYE for practice staff and of the NHS Pension and Stakeholder Pension Schemes
- Negotiate with drug companies and all suppliers the best discounts available
- Liaise with the CCG/ICS and payment agencies regarding queries with payments relating to the contract, e.g. enhanced services.
- Directly contribute to profit improvement by exploring areas for increasing income and reducing costs
- Analyse data relating to clinical commissioning as appropriate and contribute to planning and organisation both at practice, PCN and CCG/ICS level
Strategic Planning
- Keep abreast of current affairs and identify potential opportunities and threats
- Assess and evaluate accommodation requirements and manage the development and expansion opportunities
- Actively promote and develop areas of the practice premises, existing and potential, to create additional income and added patient services.
- Implement, maintain and update a Practice Development Plan, oversee the implementation of the aims and objectives
- Assist the practice in the wider community and assist with forging links with other local practices and relevant agencies and in particular working collaboratively with the Forest Eight PCN and the WF GP FedNet
- Formulate objectives and research and develop ideas for future practice development
- To represent the practice at PCN and ICB meetings
- To make recommendations to the partners for practice development with regard to potential sources of income.
Human Resources
- Overall responsibility for recruitment and selection of staff working, including contracts of employment and job descriptions
- Ensure Employment Law compliance for the disciplinary and dismissal process and after discussion with the partners take any legal advice necessary
- Be aware of current employment legislation
- To develop and maintain good employee/employer relationships
- To ensure that members of the existing staff team are aware of any changes that occur in the practice
- To maintain good communication at all times with the assistant practice manager
- To oversee rotas which allow good staff cover at all times as well as giving the flexibility required at short notice to cover for illness, etc.
- To implement pay rises/scales and increments at the appropriate time
- Responsibility for appropriate paperwork for doctors/staff DBS (Disclosure and Barring Service) checks
- To ensure that suitable facilities are available to enable all staff to work within the practice
- Be responsible for the health and safety policy and its implementation
- Facilitate the development of a multi-disciplinary effective primary health care team
- Ensure appropriate support for recently appointed staff members
- Encourage personal staff development and motivation
Information Technology
Ensure the update of appropriate information governance systems
Work with IT support to ensure all Practice IT and telephone systems are functioning effectively
Explore opportunities to further develop the Practice
Ensure the IG and DWP toolkit requirements are met
Responsibility for GDPR
Patient Services
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
Routinely monitor and assess practice performance against patient access and demand targets
Manage complaints and the complaints management system
Manage the significant events system
Monitor patient reviews
Liaise with patient groups, encourage development of the PPG and acknowledge voluntary contributions from the patients
Manage patient feedback and complaints in a timely and appropriate fashion
Training Practice
Key responsibility for liaising with London Deanery regarding issues relating to GPVTS
Administrative responsibility for overseeing the training of all surgery trainees including GP Trainees, medical students, Nursing trainees etc.
Premises and Equipment
Represent the practice to negotiate leasing contracts, their renewals and premises development
Liaise with NHSE in notional rent review (every 3 years)
Ensure the smooth transition and continuity of patient services, specifically in relation to the building development
CQC
Responsibility for maintenance and compliance with CQC regulations
Communication
Ensure compliance with the latest NHS recommendations
Understand and maintain the practice communication systems
Build/maintain good working relationships with the NHSE, CCG/ICS, hospitals, community agencies, LMC (Local Medical Committee), other GP practices, pharmacists, community, voluntary and private organisations
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
Ensure continuity of practice staff and clinical meetings
Miscellaneous
- Other duties which may be decided upon by the partners from time to time.
Person Specification
Qualifications
Essential
- Evidence of a sound education to A level standard or equivalent
- Evidence of a commitment to continuing professional development
Desirable
- Degree level certification
- Relevant management or finance qualification
Experience
Essential
- Experience and success of communicating with and managing people
- Management experience in Primary Care
- Experience of working in teams; able to promote teamwork and employee satisfaction
- Working in a computer environment
- Financial management experience including understanding of spread sheets
- Experience as a business manager, with knowledge of employment law and small business accounts
Desirable
- Experience of strategic business planning
- Experience of working with regulatory bodies and preparing for inspections
skills
Essential
- A solutions focused approach to problem solving
- Intelligent with a fast learning ability
- Effective communication (oral and written) and excellent inter-personal skills
- Approachable with the ability to listen and empathise
- Delegation and empowerment of staff
- Appropriate IT skills
- Leadership skills, including excellent people management skills
- Good time management
- Customer service and complaints resolution
- Negotiating and managing conflict
- Able to manage change and cope with pressure
- Networking and facilitation
- Motivational
Person Specification
Qualifications
Essential
- Evidence of a sound education to A level standard or equivalent
- Evidence of a commitment to continuing professional development
Desirable
- Degree level certification
- Relevant management or finance qualification
Experience
Essential
- Experience and success of communicating with and managing people
- Management experience in Primary Care
- Experience of working in teams; able to promote teamwork and employee satisfaction
- Working in a computer environment
- Financial management experience including understanding of spread sheets
- Experience as a business manager, with knowledge of employment law and small business accounts
Desirable
- Experience of strategic business planning
- Experience of working with regulatory bodies and preparing for inspections
skills
Essential
- A solutions focused approach to problem solving
- Intelligent with a fast learning ability
- Effective communication (oral and written) and excellent inter-personal skills
- Approachable with the ability to listen and empathise
- Delegation and empowerment of staff
- Appropriate IT skills
- Leadership skills, including excellent people management skills
- Good time management
- Customer service and complaints resolution
- Negotiating and managing conflict
- Able to manage change and cope with pressure
- Networking and facilitation
- Motivational
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.
