Practice Business Manager

Job description

Job responsibilities

Job purpose

To manage, coordinate and oversee all aspects of the practice at a strategic level, primarily focusing on the financial aspects including optimising efficiency and financial performance, maximising income and reducing costs. This will include looking at ways to increase income, exploring all opportunities including new business proposals and providing costed business cases where required.

Through innovative ways of working, lead the team in promoting continuous improvement, confidentiality, collaborative working, service delivery, learning and development, and ensure the practice complies with CQC regulations.

Primary responsibilities

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 depend on factors such as workload and staffing levels.

The Practice Business Manager is responsible for:

a) Overarching management of all clinical and administrative staff and direct line manager of the departmental managers

b) Overseeing the recruitment and retention of staff, having an effective appraisal system, and resolving disciplinary or grievance issues

c) Maintaining and ensuring compliance with current HR legislation. When changes occur, advise the Partners and advise on the best course of action

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

e) Managing all financial elements of the practice, including budgets, petty cash, payroll, payments, receipts, pensions and superannuation, and Partners drawings. Ensuring that financial and contractual scrutiny is given on all transactions and activity, and set and approve budgets when required

f) Ensuring the practice explores all opportunities to maximise income and reduce expenditure in collaboration with the Partners. Looking at all opportunities for income generation, including new business proposals or building on current income streams and providing cost benefit analysis and business cases when required

g) Working closely with the accountants, ensuring the data is correct and audited, looking at all revenue streams and, where appropriate, the correct clinical coding and/or recording has taken place

h) Briefing Partners, quarterly, on all financial matters, including forecasting and future sustainability, in line with the preparation of the quarterly accounts with the accountant

i) Managing contracts for services, e.g., cleaning and building maintenance, ensuring that best value is achieved

j) Coordinating the procurement of practice equipment, supplies and services

k) Coordinating the reviewing and updating of all practice policies and procedures

l) PCN working with the practices Clinical Lead and Management Team to ensure that the practice team are kept up to date on PCN activities, future and recruitment opportunities, briefing the partnership when required

m) Leading and coordinating all projects within the practice (this would include developing the PCN, the further development of the practice, planning, risk-assessing and staffing reviews)

n) Coordinate and oversee the administration of the GP trainees and medical students, ensuring all correspondence is dealt with in a timely manner and all claims are submitted for payment, adhering to the timescales

o) Managing the compilation of practice reports and business plan, including long-term strategy, the practice development plan and business continuity plan, exploring examples of good practice to influence the planning of the surgerys priorities which may include writing business cases and service level agreements

p) To provide visible management and leadership for the practices on both sites, ensuring that the practice staff are always aware of local and national policy and service updates and opportunities, developing the role as a local leader of health and care provision within the local healthcare economy

q) Working with the team to reach QOF (Quality and Outcomes) targets and all other quality incentive schemes signed up to by the practice

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

s) Ensuring ongoing practice CQC compliance. Managing the process by which the practice maintains registration under the CQC. Working with the registered manager, Partners and the team in preparation for CQC inspections

t) Developing and coordinating an effective communication strategy (internal and external) and overseeing the communications for internal and external use, such as the practice newsletter, website and social media

u) Overall responsibility for all the incoming emails into the practice including NHS E, ICS and other external agencies, ensuring they are viewed, actioned and forwarded when required, also developing the utilisation of generic email boxes for the management team

v) Ensuring the practice maintains compliance with its NHS contractual obligations

w) Provide support to the Partners and the partnership to ensure excellent team-working and a sound legal framework, including the recruitment of new Partners, organisation of awaydays, and planning meetings, ensuring GP rotas and holiday arrangements are managed efficiently

x) Ensure effective Partners meetings and practice meetings with clear agendas, minutes and action plans

y) Ensure regular departmental management meetings take place, actions are recorded and reviewed, reporting to Partners when required

z) Marketing the practice appropriately

aa) Overseeing the running of the Patient Participation Group (PPG)

bb) Oversight of all complaints in line with current legislation and guidance

cc) Managing of estates and facilities, including health and safety aspects such as risk assessments and mandatory training

dd) Work with the team and external IT providers to ensure that the practices IT system and other technology (including alarms, phone systems, etc.) are secure, efficient and compliant with all relevant legislation. Ensuring all practice staff are given the training necessary to enable them to use the IT systems as safely and effectively as possible

ee) Running searching and interpreting data analysis when required

ff) Ensuring compliance with IT security and IG in liaison with the external Data Protection Officer

gg) Coordinating the practice diary, ensuring meetings are scheduled appropriately

hh) In line with the above, oversee the management of the surgical service, ensuring financial viability, compliance, performance activity and service promotion if required

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, ICS, community services, suppliers and other external stakeholders

c. Partake in audit as required

Person Specification

Experience

Essential

• Experience of working with the general public
• Experience of managing and working with accounting procedures at a strategic level including budget and cash flow forecasting and income generation
• Experience of exploring business opportunities and demonstrating financial viability and the opportunities and threats
• Experience of managing multidisciplinary teams
• Experience of performance management including appraisal writing, staff development and disciplinary procedures
• Experience of writing business cases and SLAs
• Experience of successfully developing and implementing projects
• Experience of workforce planning, forecasting and development

Desirable

• Experience of working in a healthcare setting
• NHS/primary care general practice experience
• Relevant health and safety experience

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

• Clinical system user skills

Qualifications

Essential

• Good standard of education with excellent literacy and numeracy skills

Desirable

• Educated to degree level in healthcare or business
• Educated to degree level in finance or accounting
• Leadership and/or management qualification
• Primary care qualification

Personal qualities and other requirements

Essential

• Polite and confident
• Flexible and cooperative
• Excellent interpersonal skills
• 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
• Ability to drive and deliver change effectively
• Flexibility to work outside core office hours

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

Southgates Medical Centre & The Woottons Surgery

Address

41 Goodwins Road

King's Lynn

Norfolk

PE30 5QX

Employer's website

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