About this role
Job summary
We are looking for an experienced Practice Business Manager to lead our team within the scope of the NHS.
The Practice Business Manager will have support from a Deputy Practice Manager and a Quality Manager and a fully supportive administration team.
The Practice Business Manager leads on all strategic areas including finance, HR, Governance, to name a few of the many areas any manager in the NHS is expected to cover. The Deputy Practice Manager is the first contact for supporting the front-line team and for driving operational improvement, delivering efficient and effective patient service. The Quality Manager provides support in ensuring we meet the full QoF requirements, Recall Systems, Primary Care Framework and ensuring we are developing quality systems.
Ideally the role is for 35 hours per week. We will work with the right candidate to agree days/hours as mutually agreeable.
Main duties of the job
The right candidate will be someone who can embrace the many facets of being a Practice Business Manager with a high level of integrity and initiative.
You will be responsible to support the practice team to ensure that the practice is a happy, productive and efficient place to work.
You will need to demonstrate a calm and solid leadership, combined with a sense of humour to ensure the practice team are the best they can be.
You will need an interest in innovation and embrace the new and developing technologies.
You will be able to balance the books and ensure that the practice maintains financial stability.
You will be responsible for ensuring the staffing levels and that the team are fully trained, supported and encouraged to develop their skills.
You will need to be a good communicator.
About us
We are a medium sized training practice which operates from a purpose-built surgery in Luton, near London Luton airport with excellent transport links. We have a growing list size 10,000+ with an established and committed team looking to maximise the opportunities this presents. We are an active member of eQuality PCN. We have 3 partners, 3 salaried GPs, APN, Practice Nurses, HCA, GPA, Pharmacist and a full administrative team all committed to high standards of patient care, are rated good for CQC and provide both minor surgery and gynaecology clinics. We use SystmOne and are keen to adopt innovative digitalisation. This is an exciting opportunity for a focussed and pragmatic practice manager to lead and build on a good reputation for delivering cost-effective, high-quality NHS services to our patients. We operate a full triage system within the practice. We have a very low staff turnover which is a compliment to the ethos of the practice.
Job description Job responsibilities
Job summary
Provide leadership and management skills to enable the practice to meet its agreed aims and objectives within a profitable, efficient, safe and effective working environment.
Job responsibilities
Partnership Issues
Provide advice and recommendations, on a proactive basis, to initiate or update partnership issues relating to good business practice, the partnership agreement, partnership meetings, NHS strategy and targets, time management and skill mix, GMS contract issues and CQC registration, new initiatives and compliance.
Liaising with the practice solicitor, accountant and other professional business services or organisations in accordance with partnership direction.
Strategic management and planningThe post holder will;
Keep abreast of current affairs and identify potential threats and opportunities
Contribute to practice strategy; formulate objectives and research and develop ideas for future practice development
Monitor and evaluate performance of the practice team against objectives; identify and manage change
Develop and maintain effective communication both within the practice and with relevant outside agencies
Prepare and annually update the practice development plan, and oversee the implementation of the aims and objectives
Assess and evaluate accommodation requirements and manage development and expansion plans
Financial management
Manage practice budgets and seek to maximise income
Understand and report on 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; negotiate/liaise with the practice bankers
Manage partners drawings
Manage and monitor PAYE and Pension for practice staff and maintain appropriate records, prepare payroll documentation for submission to payroll provider.
Manage appropriate systems for handling and recording of cash and cheques and petty cash.
Human resources
Oversee the recruitment and retention of staff and provide a general personnel management service and manage staffing levels.
Ensure that all members of staff are legally and gainfully
Evaluate, organise and oversee staff induction, training, appraisal, and ensure that all staff are adequately trained to fulfil their role
Implement effective systems for the resolution of disputes and grievances
Keep abreast of changes in employment legislation
Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies)
Organisational, Estates and Facilities Management
Convene meetings, prepare agendas and ensure distribution of minutes as necessary
Develop Practice protocols and procedures, review and update as required
Ensure that Practice premises are properly maintained and cleaned, and that 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
Patient services
Adopt a strategic approach to the development and management of patient services in line with NHS guidelines.
Oversee and/or develop and manage an effective total triage appointments system
Oversee and/or organise surgery timetables, duty rotas and holiday cover
Routinely monitor and assess practice performance against patient access and demand management targets
Develop and implement an effective complaints management system
Organise in-house PPG face to face meetings on a quarterly/six monthly basis.
Information management and technology
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
Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training
Ensure that the practice has effective IT data security, back-up, maintenance and disaster recovery plans in place
Maintain the practices website.
Confidentiality:
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
Health & safety:
The post-holder will implement and lead on the full range of promotion and management their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include (but will not be limited to):
Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
Maintaining an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines and ensuring implementation across the business
Using personal security systems within the workplace according to Practice guidelines
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business
Making effective use of training to update knowledge and skills, and initiate and manage the training of others
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed
Actively identifying, reporting, and correcting health and safety hazards and infection hazards immediately when recognised
Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers
Undertaking periodic infection control training (minimum annually)
Routine management of own team / team areas, and maintenance of work space standards
Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and diversity:
The post-holder will 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
Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Staff training and Personal/Professional development:
The post-holder will analyse, establish and participate in any training programme implemented by the practice as part of this employment, with such training to include:
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Evaluate the training and development needs of staff and implement training as required
Ensure all staff are compliant with Statutory Mandatory Training requirements.
Quality:
The post-holder will strive to maintain quality within the practice and be part of the in-house Quality team, and will:
Alert other team members to issues of quality and risk
Assess own performance and take accountability for own actions, either directly or under supervision
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
Work effectively with individuals in other agencies to meet patients needs
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
Communicate effectively with all team members, patients and carers
Recognize peoples needs for alternative methods of communication and respond accordingly
Participate in the PCN
Person Specification
Knowledge and Skills Essential
A solutions focused approach to problem solving Intelligent with a fast learning ability Excellent communication (oral and written) and inter-personal skills Approachable with the ability to listen and empathise Delegation and empowerment of staff Computer literate with 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 Sense of Humour
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 of and success at communicating and managing people Experience of working in teams and 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 and experience of employment law, H&S and small business accounts
Desirable
Management experience in the NHS or in practice management Experience of strategic business planning Experience of working with regulatory bodies and preparing for inspections Experience of using SystmOne
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 Larkside Practice
Address 322 Crawley Green Road
Luton
LU2 9SB
United Kingdom
Employer's website https://www.larksidepractice.co.uk (Opens in a new tab)