About this role
Job summary
Wensum Valley Medical Practice are looking for an experienced and proactive Practice Business Manger to join our established and forward-thinking GP practice in Norwich.
This is a key senior role within the practice, working closely with the Practice Manager and GP Partners and wider leadership team to ensure smooth and effective running of the practice.
The role will provide leadership and oversight across areas including finance, reimbursements and claims, contracts, business administration and governance. You will work collaboratively with clinical and administrative teams, external organisations and practice leadership, ensuring that important deadlines, processes and contractual requirements are met.
This is an opportunity to play an important part in the continued development of a busy GP practice, working alongside a supportive leadership team and contributing to the delivery of efficient, sustainable and patient-focused primary care.
The role is part-time, hours and days of work to be discussed at interview.
Main duties of the job
The Practice Business Manager will have lead responsibility for the practice's business and financial administration, including finance, reimbursements and claims, contractual and commissioning requirements, business planning and associated operational processes. The role will provide a high level of autonomy, requiring someone who can take ownership of their areas of responsibility, identify opportunities for improvement and ensure that key work is delivered accurately, efficiently and to agreed deadlines.
You will work across the practice, building effective relationships with clinicians, administrative teams, external organisations and primary care partners. You will be expected to provide clear information and advice to the Practice Manager and GP Partners, support decision-making and ensure that the practice is well positioned to respond to changing contractual, financial and operational requirements.
We are looking for someone with strong business and financial awareness, excellent organisational skills and a proven ability to manage competing priorities. You will be confident working independently, comfortable analysing information and able to communicate effectively with people at all levels.
Key responsibilities to include, finance, reimbursements and claims, information governance, policies, assurance and regulatory compliance, contracts, utilities, equipment and systems, digital development and artificial intelligence.
About us
We are a forward thinking, dynamic and friendly Partnership. We have three GP Partners and a multidisciplinary team including salaried GPs, long term locums, nurse practitioners, highly skilled practice nurses, pharmacists, care coordinator, GP assistants, mental health practitioners, social prescribing link workers. We are also a training practice. The clinical team is supported by a an excellent administrative team with experienced managers. Team spirit is strong as is the commitment to providing great patient care.
We operate from three locations in Norwich and provide high quality care to around 12,600 patients. We enjoy excellent working relationships with neighbouring practices working collaboratively as part of the West Norwich Primary Care Network.
Job description Job responsibilities
1. Finance, reimbursements and claims
Act as the first point of contact for day-to-day bookkeeping queries, investigating discrepancies and liaising with the Partners, suppliers and relevant colleagues. Maintain oversight of collaborative payment claims, including the supporting claim spreadsheet, evidence and reconciliation of payments received. Maintain oversight of enhanced service claims, including CQRS, CQRS local & Public Health claims and ensure accurate reconciliation of payments received. Submit the monthly GP re-imbursement claim and ensure the practice is receiving the maximum re-imbursement. Coordinate core contract reimbursements, including CQC fees, water charges, business rates and any other eligible items notified to the Practice. Ensure the practice is receiving all allocated funding via the PCN DES and provide any required information to the bookkeeper to allow her to invoice appropriately. Handle core GP contract and ICB/PCN finance queries, maintaining a clear audit trail of enquiries, responses, decisions and outstanding actions. Prepare and submit locum reimbursement claims when required, checking eligibility, supporting documentation and payment receipt. Monitor submission and payment deadlines, promptly escalating missing information, rejected claims or underpayments. 2. Information governance and privacy
Undertake the Practice Privacy Officer function once formally assigned, maintaining an up-to-date role profile and required access on the staff smartcard. Coordinate completion and annual review of the Data Security and Protection Toolkit, gathering evidence from relevant leads and ensuring actions are tracked to completion. Maintain appropriate logs, evidence and records for privacy, information governance and data security work including the practice risk register and clinical governance action log Identify and escalate data protection, confidentiality, cyber security or information governance risks to the appropriate senior lead. 3. Policies, assurance and regulatory compliance
Coordinate the Practice policy library and the transition to Practice Index, Maintain oversight of general policies, IT policies, medicines protocols and infection prevention and control documentation, ensuring owners, review dates and approvals are recorded. Ensure the practice is complying with the PCN DES checklist and provide any required evidence. Support preparation for CQC and other assurance activity by maintaining clear, current and accessible evidence. Ensure document control arrangements include version number, approval date, review date, owner and revision history. 4. Contracts, utilities, equipment and systems
Maintain a central register of equipment, software, service and utility contracts, including supplier, cost, renewal date, notice period, owner and key terms. Coordinate renewals and reviews for equipment and software contracts, including Numed and INRstar, ensuring sufficient lead time for value-for-money and operational review. Monitor the Practice utility (inc gas and electricity) contracts and liaise with the appointed broker and senior management regarding renewal options. Ensure contracts and renewals are appropriately authorised and that relevant documents and correspondence are retained. Escalate service, cost, continuity or supplier-performance concerns to the Partners 5. Digital development and artificial intelligence
Coordinate the Practice AI development workstream, including engagement with relevant suppliers and products identified by the Practice. Maintain an inventory of AI-enabled tools and proposed use cases, with documented ownership, approvals, information governance considerations, staff guidance and review dates. Arrange appropriate consultation, testing, training and evaluation before changes are embedded into routine workflows. Monitor risks, incidents, benefits and user feedback, escalating clinical safety, data protection or operational concerns promptly. 6. General duties
Build effective working relationships with partners, managers, clinicians, administrators, finance colleagues, the PCN, ICB and external suppliers. Provide concise progress updates and exception reports, clearly identifying deadlines, dependencies, decisions required and overdue actions. Develop and maintain written procedures so that key responsibilities can be covered during absence and handed over safely. Attend meetings relevant to the role and complete agreed actions. Undertake other duties appropriate to the grade and purpose of the post, following discussion with the line manager. Key working relationships
GP Partners and Practice Manager Clinical and operational leads Practice finance and administrative teams Primary Care Network colleagues Integrated Care Board and other NHS commissioners CQC and information governance contacts, where appropriate
Suppliers, utilities providers, brokers and software providers
Person Specification
Qualifications Essential
Good general education, including English and Mathematics or equivalent. Working knowledge of NHS financial administration, information governance, contract management or business administration. Experience of managing competing deadlines, maintaining accurate records, working with confidential information, resolving administrative or financial queries, and liaising with internal and external stakeholders.
Desirable
Relevant qualification in business administration, finance, information governance, project management or healthcare management. Knowledge of primary care contracts, CQC requirements, DSPT and NHS commissioning arrangements. Experience in general practice, the NHS or another regulated setting. Experience of claims, reimbursements, procurement, supplier contracts, policy management or digital change.
Experience Essential
Strong organisation and attention to detail; confident use of Microsoft 365 and spreadsheets; clear written and verbal communication; ability to analyse information, identify gaps and maintain an audit trail; ability to work independently and escalate appropriately. Reliable, discreet and methodical. Proactive without working beyond delegated authority. Comfortable taking ownership, asking questions and following actions through to completion. Collaborative, adaptable and committed to continuous improvement.
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 Wensum Valley Medical Practice
Address 46 Earlham Centre West
Norwich
NR5 8AD
United Kingdom
Employer's website https://wensumvalleymedicalpractice.nhs.uk/ (Opens in a new tab)