Go back
Quayside Medical Practice

Business Services Lead

Information:

This job is now closed

Job summary

As the Business Service Lead at Quayside Medical Practice, you will play a crucial role in supporting the efficient operation of our practice. This position is ideal for a motivated and organised professional who is passionate about healthcare administration and ensuring the smooth functioning of our practice.

Owing to retirement of the current Business Services Lead, we have a wonderful opportunity to join our growing practice of 10,529 patients. We are a large, cohesive partnership with a dedicated clinical and non-clinical workforce evidenced by our Outstanding CQC rating and excellent patient feedback. There are lots of opportunities in this role to focus on the future requirements of the growing population and ensure that estates and workforce are in place to meet those needs. It really is an exciting time to join the team.

The successful post holder will proactively work alongside the Practice Business Manager to ensure that we continue to deliver high standards of care and team working. Your passion for patient services and supporting the team must match ours, and we expect you to lead support the Practice Business Manager on IT development, finance, human resources, and estate management.

Main duties of the job

The successful candidate will assist in overseeing day-to-day administrative tasks, including sickness absence, record keeping, and risk management.

The role is ideal for someone who has a keen interest in HR activities, such as recruitment, on boarding and staff development. If you are keen to further develop your skills we are looking for someone who has a good understanding of financial management, collaborating with the Practice Business Manager to ensure financial sustainability.

You must provide details of your experience, knowledge, and skills in the following areas:

  • Managing Petty Cash and bank reconciliation
  • HR including recruitment, annual leave and onboarding management
  • Health & Safety
  • Premises Maintenance
  • NHS experience

About us

Quayside Medical Practice is located close to Newhaven Harbour and Marina on the south coast between Brighton and Eastbourne in East Sussex. Newhaven is where theRiver Ouse, emerges from the South Downs into the English Channel.

The practice catchment area extends along the Havens coastal strip from Telscombe Cliffs through Peacehaven to Newhaven and in land to cover Denton, South Heighton and the outlying villages of Tarring Neville and Piddinghoe.

We are a busy and friendly team, rated Outstanding by the Care Quality Commission (CQC) which we aim to maintain by consistently monitoring our practice.

Our patient feedback results mirror this rating as 86% of our patients recently described their overall experience of the practice as Good.

We are part of The Havens PCN and were until recently the lead practice for the PCN. Quayside Medical Practice holds a GMS contract within the Sussex Integrated Care System (ICS) and we train a variety of students and both Foundation and Specialist trainees in General Practice.

We are a cohesive, friendly team which is evidenced by a variety of meetings, a shared coffee and lunch space plus 3-4 protected learning events per year. There is a strong supportive ethos and clinical teams discuss cases each day to maintain the practices reputation for high quality clinical care. Team well-being is highly valued and social events are well attended and popular, as are parkrun, swimming, and the facilities of the neighbouring Leisure Centre.

Details

Date posted

11 January 2024

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

A2104-24-0001

Job locations

Chapel Street

Newhaven

East Sussex

BN9 9PW


Job description

Job responsibilities

Summary of Post

To implement robust systems and processes that ensure the practice is financially efficient and compliant with all aspects of Health and Safety, Employment Legislation, Information Governance, Data Security & Protection and the Care Quality Commission.

To liaise with on-site service contractors to ensure safe working practice and statutory compliance requirements are met.

To liaise with on-site cleaning contractors in their provision of daily cleaning services and the scheduling of sessional deep cleaning and floor maintenance.

To support patients and visitors by ensuring that they are able to access the appropriate healthcare professional or service in a courteous, efficient and effective way.

To liaise with the Patient Services Lead to maintain comprehensive cover for daily operational service delivery.

To liaise with the practice clinical and administrative teams to ensure that accurate records are maintained and comprehensive administrative support is provided, in accordance with practice guidelines and protocols.

To support the practice clinical and administrative team in the provision of high quality patient care.

Specific Responsibilities

1. Co-ordinating business services by:

a. Processing all income and expenditure through the use of financial software

b. Processing Petty Cash transactions

c. Processing orders for administrative resources

d. Preparing payments for authorisation

e. Maintaining system of credit control

f. Maintaining inventory of capital equipment

g.Processing personnel data and maintaining electronic records

h. Maintaining annual leave and attendance records

i. Maintaining NHS Pensions records and liaising with NHS Pensions Agency

j. Liaising with external bodies over practice reimbursements

2. Co-ordinating efficiency and safety by:

a. Providing first line of contact for contract cleaners

b. Scheduling on-site service contractors

c. Organising mandatory training

d. Maintaining staff training records

e. Maintaining Risk Management documentation

f. Organising fire drills and emergency evacuation procedures

g. Organising annual safety testing and service

h. Maintaining Equipment Maintenance Log

i. Completing health & safety risk assessments

j. Processing documentation accurately and in a timely manner

k. Reporting any significant events that occur in relation to data security

l. Participating in any associated learning from incidents and complaints

m. Opening and securing premises as rota requires

n. Working within own level of competence at all times

3. Maintaining patient services by:

a. Monitoring staffing cover / tasks in absence of Patient Services Lead

b. Providing management support in absence of Patient Services Lead

4. Maintaining administrative support by:

a. Monitoring staffing cover / tasks in absence of Clinical Admin Lead

b. Providing management support in absence of Clinical Admin Lead

5. Maintaining the practices IT systems by:

a.Liaising with Clinical Data Quality Lead and Care-Co-ordinator Digital Transformation Lead over IT systems / processes

b. Embracing the developed use of IT

c. Supporting patients use of technologies

6. Supporting the clinical team by:

a.Maintaining record of clinicians professional registrations and revalidations

b. Assisting at Vaccination / Immunisation Clinics

c. Participating in new practice initiatives or pilots

d. Preparing refreshments

Other Responsibilities

1. To support the aims and ethos of the practice

2. To attend Practice Team meetings regularly

3. To contribute to the development of the practice

4. To participate in annual Staff Appraisal process

5. To take responsibility for own professional development, learning and performance

6. To undertake training as required

7. To demonstrate skills and activities to colleagues undertaking similar work

8. To communicate effectively with all members of the practice team, patients and their carers

9. To liaise effectively with external healthcare professionals and agencies to meet patients needs

10. To vary working pattern, by negotiation, according to the business needs of the practice

11. To undertake any other duties as deemed reasonable by the practice

Whilst every effort has been made to outline the main duties and responsibilities of the post, each individual task undertaken may not be identified.

This job description is current at the date shown but may be changed, in consultation with the postholder, to meet the developing business needs of the practice.

Job description

Job responsibilities

Summary of Post

To implement robust systems and processes that ensure the practice is financially efficient and compliant with all aspects of Health and Safety, Employment Legislation, Information Governance, Data Security & Protection and the Care Quality Commission.

To liaise with on-site service contractors to ensure safe working practice and statutory compliance requirements are met.

To liaise with on-site cleaning contractors in their provision of daily cleaning services and the scheduling of sessional deep cleaning and floor maintenance.

To support patients and visitors by ensuring that they are able to access the appropriate healthcare professional or service in a courteous, efficient and effective way.

To liaise with the Patient Services Lead to maintain comprehensive cover for daily operational service delivery.

To liaise with the practice clinical and administrative teams to ensure that accurate records are maintained and comprehensive administrative support is provided, in accordance with practice guidelines and protocols.

To support the practice clinical and administrative team in the provision of high quality patient care.

Specific Responsibilities

1. Co-ordinating business services by:

a. Processing all income and expenditure through the use of financial software

b. Processing Petty Cash transactions

c. Processing orders for administrative resources

d. Preparing payments for authorisation

e. Maintaining system of credit control

f. Maintaining inventory of capital equipment

g.Processing personnel data and maintaining electronic records

h. Maintaining annual leave and attendance records

i. Maintaining NHS Pensions records and liaising with NHS Pensions Agency

j. Liaising with external bodies over practice reimbursements

2. Co-ordinating efficiency and safety by:

a. Providing first line of contact for contract cleaners

b. Scheduling on-site service contractors

c. Organising mandatory training

d. Maintaining staff training records

e. Maintaining Risk Management documentation

f. Organising fire drills and emergency evacuation procedures

g. Organising annual safety testing and service

h. Maintaining Equipment Maintenance Log

i. Completing health & safety risk assessments

j. Processing documentation accurately and in a timely manner

k. Reporting any significant events that occur in relation to data security

l. Participating in any associated learning from incidents and complaints

m. Opening and securing premises as rota requires

n. Working within own level of competence at all times

3. Maintaining patient services by:

a. Monitoring staffing cover / tasks in absence of Patient Services Lead

b. Providing management support in absence of Patient Services Lead

4. Maintaining administrative support by:

a. Monitoring staffing cover / tasks in absence of Clinical Admin Lead

b. Providing management support in absence of Clinical Admin Lead

5. Maintaining the practices IT systems by:

a.Liaising with Clinical Data Quality Lead and Care-Co-ordinator Digital Transformation Lead over IT systems / processes

b. Embracing the developed use of IT

c. Supporting patients use of technologies

6. Supporting the clinical team by:

a.Maintaining record of clinicians professional registrations and revalidations

b. Assisting at Vaccination / Immunisation Clinics

c. Participating in new practice initiatives or pilots

d. Preparing refreshments

Other Responsibilities

1. To support the aims and ethos of the practice

2. To attend Practice Team meetings regularly

3. To contribute to the development of the practice

4. To participate in annual Staff Appraisal process

5. To take responsibility for own professional development, learning and performance

6. To undertake training as required

7. To demonstrate skills and activities to colleagues undertaking similar work

8. To communicate effectively with all members of the practice team, patients and their carers

9. To liaise effectively with external healthcare professionals and agencies to meet patients needs

10. To vary working pattern, by negotiation, according to the business needs of the practice

11. To undertake any other duties as deemed reasonable by the practice

Whilst every effort has been made to outline the main duties and responsibilities of the post, each individual task undertaken may not be identified.

This job description is current at the date shown but may be changed, in consultation with the postholder, to meet the developing business needs of the practice.

Person Specification

Skills

Essential

  • Commitment to delivering high quality patient care
  • Commitment to maintaining confidentiality
  • Ability to work as part of an integrated multi-skilled team
  • Ability to work under pressure
  • Ability to use own judgement, resourcefulness and common sense, whilst having due regard to own capabilities and limitations
  • Ability to work without direct supervision and determine own workload priorities
  • Ability to work in a change environment
  • Good sense of humour

Desirable

  • Involvement in QI projects or initiatives

Qualifications

Essential

  • Hold GCSE in English and Maths
  • Commitment to own professional development and willingness to undertake any necessary training

Desirable

  • Hold AMSPAR or equivalent
  • Hold a recognised Health & Safety management qualification

Experience

Essential

  • Experience of financial systems and cash book process to audit standard
  • Experience of Health & Safety systems and procedures
  • Experience of HR management

Desirable

  • Experience of public sector finance
  • Experience as an administrator within the health care service
  • Managerial or operational management experience
Person Specification

Skills

Essential

  • Commitment to delivering high quality patient care
  • Commitment to maintaining confidentiality
  • Ability to work as part of an integrated multi-skilled team
  • Ability to work under pressure
  • Ability to use own judgement, resourcefulness and common sense, whilst having due regard to own capabilities and limitations
  • Ability to work without direct supervision and determine own workload priorities
  • Ability to work in a change environment
  • Good sense of humour

Desirable

  • Involvement in QI projects or initiatives

Qualifications

Essential

  • Hold GCSE in English and Maths
  • Commitment to own professional development and willingness to undertake any necessary training

Desirable

  • Hold AMSPAR or equivalent
  • Hold a recognised Health & Safety management qualification

Experience

Essential

  • Experience of financial systems and cash book process to audit standard
  • Experience of Health & Safety systems and procedures
  • Experience of HR management

Desirable

  • Experience of public sector finance
  • Experience as an administrator within the health care service
  • Managerial or operational management experience

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

Quayside Medical Practice

Address

Chapel Street

Newhaven

East Sussex

BN9 9PW


Employer's website

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

Employer details

Employer name

Quayside Medical Practice

Address

Chapel Street

Newhaven

East Sussex

BN9 9PW


Employer's website

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

Employer contact details

For questions about the job, contact:

Business Services Lead

Shirley Warren

shirley.warren@nhs.net

Details

Date posted

11 January 2024

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

A2104-24-0001

Job locations

Chapel Street

Newhaven

East Sussex

BN9 9PW


Privacy notice

Quayside Medical Practice's privacy notice (opens in a new tab)