Business & Practice Manager

Job description

Job responsibilities

MAIN DUTIES AND RESPONSIBILITIES

ORGANISATIONAL, OPERATIONAL & DEVELOPMENTAL DUTIES

Manage the smooth day to day running of the practice.

Plan, co-ordinate and monitor staff activities to ensure efficient services to patients and support to doctors.

Oversee the effective management of doctor and staff rotas. Ensure adequate cover for absence for appropriate members of practice team.

Implement and review practice policies, standards and guidance.

To ensure the highest possible practice performance against all targets Quality and Outcomes Framework/Local Targets/Enhanced Services etc.

Ensure staff understanding of how the policies, standards and guidelines will affect their own work

Oversee the organisation of meetings, preparation of agendas and ensure distribution of minutes as necessary

Liaise with the out of hours service as and when required.

Participate in the planning, development and implementation of robust systems and procedures.

Oversee, develop and manage an effective appointment system.

Responsible for the overseeing of the surgery and clinic timetable to meet requirements of the patients and contract.

Responsible for overseeing the consultation and visiting rates and ensuring that the staff responsible make the appropriate adjustments to resources where necessary

Responsible for setting reception and administrative delivery standards and monitoring compliance

Produce action plan to achieve quality and outcomes targets for the year based on the practices own priorities using agreed resources

Monitor progress against the plan and recommend remedial action where appropriate

Produce annual quality & outcomes framework return

Prepare tender/bid/report documentation as required

Work with partners to ensure that the practice has a clear vision of its goals

Identify strategies that will meet the practice goals

Maintaining patient confidentiality at all times.

Implement and maintain an effective Practice Employee Handbook.

To attend Practice/PCN/ICB/Alliance etc meetings as and when required

Ensure compliance with the PMS/GMS contract, ensuring objectives set are consistently achieved.

Ensure a smooth working relationship between the practice and the pharmacy.

HUMAN RESOURCES

All aspects of Human Resource Management including overseeing of recruitment, retention, change management, disciplinaries, grievances, DBS checks, induction and appraisal with training needs analysis completed for all non-clinical staff.

To encapsulate and deliver an Education and Training environment for both clinical and non-clinical staff, improving recruitment and retention and ensuring that through appraisal staff competencies can support the delivery plans of the Practice.

Aware of equality and discrimination law and its importance for recruitment processes

Ensures all staff have written terms and conditions conforming to or exceeding the statutory minimum

Provides advice to others on general staff management issues

Overall responsibility for all non-clinical staff

Responsible for updating job descriptions and writing person specifications for vacancies arising

Responsible for ensuring that recruitment in the practice is conducted according to the law and best practice

Leads interviews for all reception/admin staff and maintains appropriate records of the recruitment process

Is responsible for designing and implementing an appropriate appraisal system for non-clinical staff

Is responsible for identifying training needs for all practice staff and arranging appropriate external or in house training

Has detailed up-to-date knowledge of employment law and be aware of when it is advisable to get external advice

Is responsible for ensuring that practice policies are in accordance with the current law on employment rights and discrimination

Ensures that the practice has an appropriate disciplinary and grievance procedure and will implement these as appropriate

Responsible for planning future staff requirements ensuring appropriate skill-mix to meet practice development plans

Oversee the booking locums where necessary- liaise with partners.

GOVERNANCE, IT & QUALITY

Is responsible for carrying out all risk assessments within the Practice and for the staff and to ensure that the Practice Partner is made aware of any potential problems.

Develop, review and update Practice Protocols and Procedures incorporating CQC recommendations.

To ensure all staff are aware of their own responsibilities for CQC and complete preparatory work for any visits

To ensure Staff are suitably trained, appraised, DBR regularly and appropriately checked including any health requirements and a register is maintained and updated.

Compliance with appropriate legislation i.e. Data Protection Act, Caldicott Guardian Principles, Access to Medical Records, Confidentiality etc, Information/Clinical Governance etc.

To ensure maximum use of technology to enhance service provision

Providing training, problem solving and developments as necessary for education and training and patient care.

To inform the Practice Partners of problems as they occur

To assist in audit using the appropriate reporting

Ensure Practice complies with Information Governance and to ensure that staff has had training for IG etc.

Responsible for the annual Data Protection and Security Toolkit submission

Identify staff training needs and facilitate appropriate learning.

Ensure that the Practice has effective IT data security, back-up, maintenance and disaster recovery plans in place.

Develop/maintain a comprehensive business continuity plan to provide continuity of service following a major incident.

Develop and maintain the Practices website.

Responsible for ensuring that all practice protocols are kept up to date, are readily accessible and cover all areas of practice operations.

Responsible for ensuring that the staff employee handbook includes equal opportunities, bullying and harassment and sickness absence to which staff have access

Is responsible for ensuring that all major projects are properly planned and implemented with the involvement of appropriate personnel.

Liaise with MDDUS (or similar) regarding any medico-legal queries and/or concerns

FINANCE

Manage the financial elements of the organisation, including budgets, bank accounts, accounting systems, petty cash, etc., seeking to maximise income and reduce expenditure in conjunction with the partners

Maximise income through new initiatives and project managing new developments.

Oversee the management of payroll, salaries and pensions

Central role in overseeing finances and financial planning with the Partners

Oversee the maintaining of accurate records of all invoiced work for audit purposes

Oversee the accurate recording of all charges for non NHS services under taken for patients.

Manage practice budgets and seek to maximise income by working innovatively with the Partners

Responsible for ensuring the practice has a policy to prevent fraud and has defined levels of financial responsibility and accountability for staff undertaking financial transactions

Is responsible for financial security.

STRATEGIC MANAGEMENT

To work innovatively and strategically with the Partners

Enhance the working of the partnership by facilitating strategic direction and collaborative working with the primary care network and wider primary care locality.

To support the Partnership and the Practice to further the development of services through redesign at a local level.

Contribute to Practice strategy; formulate objectives and research and develop ideas for future practice development.

Prepare and annually update the Practice Development Plan and oversee implementation

Monitor and evaluate performance of the Practice Team against specific objectives, identifying and addressing any shortfalls.

Develop and maintain effective communication both within the Practice and with relevant outside agencies.

Remain updated on new regulatory requirements including compliance with the Care Quality Commission.

Identify the impact of environmental changes, threats and opportunities.

Writing robust business cases for new developments ensuring any tender documentation complies with pre-qualification criteria.

Continually work to improve working relationships with community nurses, social services, local trusts and other external agencies.

Liaise with ICB/NHSE regarding on going contractual matters

Continually work to improve working relationships with other practices and look for areas where collaborative work would be mutually beneficial

Negotiate contracts with ICB /NHSE including funding, premises and other resources

Adopt a strategic approach to the development and management of services

Ensure service development and delivery is in accordance with local and national guidelines.

Routinely monitor and assess Practice performance against patient access and demand management targets.

See the attached job description for full details.

Person Specification

Experience

Essential

• Experience of managing multidisciplinary teams
• Experience of working with patients or the general public
• Experience of HR management, including appraisals, recruitment, staff development and disciplinary procedures
• Experience of performance and governance management
• Experience of budget/financial management
• Experience of successfully developing and implementing projects
• Experience of managing organisational health and safety
• Experience of chairing meetings, producing agendas and minutes

Desirable

• Experience of working in a healthcare setting
• NHS or general practice experience

Knowledge and skills

Essential

• Excellent communication skills (written, oral and presenting)
• Proven leadership skills
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• Strategic thinker and negotiator with a solutions-focused approach
• Ability to identify and develop opportunities to enhance service delivery
• Ability to network and build relationships
• Proven track record in organisational development
• Excellent IT literacy including the use of MS Office products
• Ability to implement and embed policies and procedures
• Understanding of safeguarding adults and children
• Ability to motivate teams, enhance morale and maintain a positive working environment
• Excellent organisational skills
• Excellent problem-solving skills
• Ability to effectively utilise resources
• High levels of integrity and loyalty
• Ability to work as a team member and autonomously
• Ability to listen and empathise
• Ability to manage conflict
• Flexible, cooperative and motivated
• Calm, steady approach
• Ability to drive and deliver change effectively
• Ability to use initiative and judgement
• Demonstrate personal accountability, emotional resilience and the ability to work well under pressure

Desirable

• Knowledge of clinical IT systems e.g. Emis Web
• Evidence of recent self-directed learning or development

Qualifications

Essential

• Educated to degree level in business or healthcare

Desirable

• Leadership and/or management qualification
• Qualification in Primary Care or Health Management

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

Rope Green Medical Centre

Address

Rope Lane

Shavington

Crewe

CW2 5DA

Employer's website

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