Business Manager

Job description

Job responsibilities

To organise all contract signing of GMS contracts and enhanced services. To ensure that the contracts are sent to the ICB or governing board in a timely fashion.

To manage the enhanced services to ensure that reports are formulated on-time; maximum financial potential is achieved and both clinical and administrative staff are aware of their duties for these services by use of action plan or training as appropriate.

Any other business projects - To identify any other business projects that could be delivered by the practice(s) or the building as collaboration. To set up a working group with the partners to agree any proposals/bids

To discuss with all partners strategic planning to best utilise clinical resources; seek innovative ways of managing the clinical workload and find efficient and effective ways of working.

To ensure that all insurances and indemnities are reviewed and checked to maximise savings whilst covering required needs for the practice.

Ensure the purchase and control of non-medical supplies (stationary etc) meets the current financial needs of the practice. Commit to price checking for maximised cost savings.

To assist with any change management; reports or requirements with any potential mergers.

Finance

To ensure that bills are paid in a timely fashion, using online banking facilities and ensure accurate reconciliation of bills.

To ensure the appropriate payments of Partners drawings and complete any drawings information required by the accountant.

To produce annual strategic planning for accountants and partners. To ensure that future forecasting for budgetary and cash flow purposes are available to the Partners and accountants as required.

Annual meeting with accountant & partners To attend annual meeting with practice accountant to review annual accounts.

To work with the accountant to prepare for contractual requirement, the publication on practice websites: the mean earnings for all GPs in the practices relating to the previous financial year. To prepare paper copies of the mean earnings for patients who do not have internet access.

To ensure that payments from the PCN are fair and distributed in a timely fashion.

Human Resources/Personnel

To lead in any recruitment drive to enhance the staffing requirements within the practices. To write and advertise appropriate job descriptions and person specifications for all vacancies both internal and external. To ensure that recruitment is conducted according to the law and best practice. To be aware of discrimination law and its importance during recruitment processes.

Plan future staff requirements- ensuring an appropriate skill mix to meet practice development plans.

To lead interviews for all reception and administrative posts and to maintain records of the interview process. To assist with the organisation and interviews as required of all clinical personnel.

To liaise with training organisations to lead and establish the role of apprentices within the surgery. To organise appropriate training; study time and all relevant checks between the apprentice organisation and the student. To ensure that the apprentice completes their NVQ study programme to an appropriate standard and meet regularly with the apprentice tutor.

Appraisals admin staff to ensure that staff appraisals are carried out at least once a year, with regular meetings and catch-ups and a more structured interim review at least half yearly.

To ensure that DBS checks are up to date for all Clinical and non-clinical staff as required by CQC.

To ensure that all employees have clear and up-to-date contracts of employment. To ensure that any changes to working patterns or new employment laws are fulfilled with contract amendments or new contracts as appropriate. To make sure that contracts are in line with good employment practice, following ACAS guidance.

Employment law to keep abreast with employment law/legislations and any changes, attending any relevant training sessions and/or conferences and to ensure that employment legislations are followed.

To manage the NHS pensions scheme administration and payments. To ensure that year end pension administration is completed in a timely manner.

Complaints management: to oversee the surgeries complaints procedures; to deal with patient written complaints ; liaising with both the practice indemnity insurance supplier (if required) and the GP Partners.

To complete the annual complaints statement on Primary Care Web tool and to share the learnings of the annual review with the clinical staff and Partners.

To deal with any staff grievances.

To manage and organise any GP retirement or resignation. To deal with partnership shares; new partnership agreements and pension requirements.

To ensure that all staff are paid on time through the practice payroll systemInformation Technology

To manage and lead any Innovation IT bids from the ICB. To organise completion of bids and follow up meetings to obtain feedback for any pilot IT services undertaken.

To ensure IT works smoothly and is updated regularly to comply with NHS/CCG standards

Information Governance

To ensure that any updates to the summary care record are complied with and overseen.

To ensure that the annual IG toolkit is completed and ensure all staff have up-to-date training in IG

Care Quality Commission

To maintain CQC requirements.

To ensure the practices systems and procedures meet the required standards

To manage the registration processes and changes required by the CQC, updating any GP changes with the CQC registration board.

To support the Partners with any inspection visits and to implement any improvement recommendations given by the CQC in order to maintain registration.

Training & Education

To participate and assist in the training of all administrative staff; healthcare professionals. To maintain a training on-line tool for staff and update staff requirements. To undertake the booking of training events for clinical staff as required. To organise in-house training when required.

To maximise training grants available. To write bids for training opportunity funding as required.

To provide a robust induction for students and training GPs in the practices. To explain the areas of confidentiality, health and safety and procedures and policies to the students and trainees.

To provide tutorials for GP trainees and students (as required) on financial management; QOF and enhanced services and CV writing.

To invoice claims to Manchester University and Uclan for student work.

To ensure payment for NVQ grants for apprentice work.

To participate in any training programme implemented by the practices as part of this employment.

To personally undertake in mandatory training.

To mentor all staff in their specific roles.

Person Specification

Qualifications

Essential

• Educated to A level standard or equivalent
• Intermediate level using Microsoft Word and Excel

Desirable

• Association of Accounting Technicians (ATT) Qualification or
• equivalent relevant experience

Experience

Essential

• Experience in a financial environment
• Experience of producing Financial reports and forecasts
• Reconciling and managing bank accounts
• Knowledge of QuickBooks accounts software
• Experience and success of communicating with and managing people
• 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
• 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
• Negotiating and managing conflict
• Able to manage change and cope with pressure
• Personable and approachable
• Self-motivated and confident able to work with minimal direction
• Adaptable and innovative
• Enthusiasm, with energy and drive

Desirable

• Management experience in the NHS or in Practice management
• Understanding of funding streams in General Practice
• Previous payroll experience and understanding of NHS pensions

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

Adelaide Street Family Practice

Address

Doctors Surgery

25 Kentmere Drive

Blackpool

FY4 4TW

Employer's website

https://www.adelaidestreetfp.co.uk/ (Opens in a new tab)