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Job description

Nevells Road Surgery

Business Manager

Job description

Position: Business Manager

Hours: 30-37.5 hours per week to suit applicant

Responsible To: The Partners

Accountable To: Team leaders, Senior Administrative Staff, Staff as a whole

Salary: Dependent on experience
Summary
The Nevells Road Surgery is a 10,500- patient practice in Letchworth Garden City, North Hertfordshire. We have evolved from a single-handed practice started in 1929 to the five-partner thriving health care providing business that we are today.

We aim to provide excellent quality clinical care from an efficiently run and profitable business, within a friendly and mutually supportive environment.

We are looking for Business Manager, to join our Operations Manager at the helm of our senior management team to support and enact the Partners leadership and strategy.

This post has become available due to the changing circumstances of our current Business Manager whose desire is to move closer to home.
Key Responsibilities
These will broadly include

• Strategic management and planning
• Financial management
• Patient services Information Management and technology
• Confidentiality
• Health& safety
• Equality & Diversity
• Personal/Professional Development
• Quality
• Communication
• Contribution to the implementation of services.

Strategic management and planning

• Keep abreast of current affairs and identify potential threats and opportunities, keeping the GP Partners informed of all new developments and initiatives
• Contribute to practice strategy; formulate objectives and research and develop ideas for future practice development
• Monitor and evaluate performance of the practice team against objectives; identify and manage change
• Ensuring team reach QOF Targets, enhanced service requirements, including PCD DES and IIR (supported by Operations Manager and clinical team). This will involve studying the specifications, advising on what is needed to meet them and monitoring performance against this - supported by Operations Manager and clinical team
• Develop and maintain effective communication both within the practice and with relevant outside agencies including PCN, CCG, NHSE, Letchworth Health Hub, and attending and representing the practice at such meetings and actively involvement in such organisations
• Undertake all the necessary and appropriate membership and shareholder duties to actively engage and work with GP Provider organisations
• Proactively lead and engage on all matters of collaboration with other GP practices and key partners
• Establish links with attached staff and their management to optimise collaborative working
• Liaise as appropriate with other health provider units e.g. Out of Hours services and commissioning organisations at various level
• Prepare and annually update the practice development plan, and oversee the implementation of the aims and objectives
• Ensuring the practice maintains compliance with its NHS contractual obligations
• Leading change and continuous improvement initiatives, coordination all projects within the practice

Financial management

• Manage practice budgets and seek to maximise income and reducing expenditure
• Manage team budgets, likewise
• Manage practice accounts; submit year-end figures promptly and liaise with the practice accountant in a periodic fashion, frequency to be determined.
• Manage and reconcile bank accounts; negotiate/liaise with the practice bankers Monitor and reconcile income and expenditure statements and purchase/sales ledger transactions
• Proactively chase claims and all potential income that the practice is eligible for. To claim as soon as reasonably possible. To monitor payment of claims and chase any missing claims in a timely manner.
• Through negotiation with the PCN and preparation and submission of regular development plans, ensure the practice receives an appropriate and equitable allocation of resources
• Manage partners drawings, with variations as the calendar dictates
• Briefing the partners on all financial matters including the preparation of a statement of the financial status of the practice at a monthly partner meeting to include forecasting
• Manage and monitor PAYE for practice staff and maintain appropriate records
• Manage contributions to the practice pension scheme(s) and maintain appropriate records
• Manage appropriate systems for handling and recording of cash and cheques and petty cash
• Develop, implement and embed an efficient business resilience plan (BRP)
• Understand and report on the financial implications of contract and legislation changes
• Negotiate competitive utility contracts and charges.
• Maintain staff indemnity cover, GMC registration and locum insurance

Organisational and Compliance

• Convene meetings, prepare agendas and ensure distribution of minutes as necessary
• Develop Practice protocols and procedures, review and update as required, ensuring all CQC requirements for policies are met
• Prepare and oversee CQC compliance with a readiness to aspire to a rating of “outstanding”
• Ensure that Practice premises are properly maintained and cleaned, and that adequate fire prevention and security systems are in place Periodic fire drills, Assessment and Maintenance of Gas and Electricity Safety Certificates. Review of water supply and understanding of risks associated with supply
• Ensure that the practice has adequate disaster recovery procedures in place
• Manage any negligence claims or legal disputes and issues

Human Resources

• While this is broadly within the category of the Operations Manager, this post will require the overseeing of recruitment and retention of staff and the provision of general personnel management services
• Ensure that all members of staff are legally and gainfully employed
• Monitor skill-mix and deployment of staff

Facilities

• Manage the procurement of practice equipment, supplies and services within target budgets
• Arrange appropriate insurance cover
• Arrange appropriate maintenance for practice equipment, and facilities supplied
• Develop and review Health & Safety policies and procedures and keep abreast of current legislation, ensuring that all health and safety and fire standards are met, and carry out periodic risk assessments
• Ensure that Practice premises are properly maintained and cleaned, and that all contracts for services are maintained and ensuring value for money in a timely fashion.
• Support the development and transition to the new Letchworth Wellbeing Hub Premises

Information management and technology

• Problem shooting all IT hardware and software issues in a timely manner, and being the main link person with suppliers and engineers
• Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate regular IT training
• Keep abreast of the latest development in primary care IT and regularly update the practice management team
• Set targets and monitoring standards for data entry and data collection
• Ensure that the practice has effective IT data security, back-up, maintenance, and disaster recovery plans in place
• Liaise with the ICB regarding systems procurement, IT funding and national IT development programmes.
• Maintain the practice’s website, with regular updates to information, involving the PPG and other Team leaders
• NHS Digital submissions
• National Workforce Data
• eDeclarations – annually with discussions at more regular intervals
• complaints data submission annually with more frequent discussions at practice level
• Telephone management and monthly reporting and usage
• Ardens management IIF etc

Confidentiality
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately

• Prepare and submit the Data Security & Protection Toolkit – annually at least – ensuring compliance
• Maintain and promote GDPR procedures, to ensure Patient and Staff data security and legal compliance.

Health & safety:
The post-holder will implement and lead on the full range of promotion and management of their own and others' health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures.

This will include (but will not be limited to):

• Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
• Maintaining an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines and ensuring implementation across the business
• Using personal security systems within the workplace according to Practice guidelines
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business
• Making effective use of training to update knowledge and skills, and initiate and manage the training of others
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial/ corrective action where needed
• Actively identifying, reporting, and correcting health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general/ patient areas generally clean, identifying issues and hazards/ risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate} with other sector managers
• Undertaking periodic infection control training (minimum annually)
• Routine management of own team/ team areas, and maintenance of workspace standards
• Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality and diversity:

• The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
• Acting in a way that recognises the importance of people's rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues and ensuring that patients reciprocate these tenets towards our staff
• Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights

Personal/Professional development:

• The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:
• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
• Effectively manage own time, workload and resources
• Participate initially in a 3-month and 6-month and 12-month performance review and then annually

Quality:

• The post-holder will strive to maintain quality within the practice, and will:
• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance
• Work effectively with individuals in other agencies to meet patients' needs Effectively manage own time, workload and resources

Communication:

• The post-holder should recognize the importance of effective communication within the team and will strive to:
• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognize people's needs for alternative methods of communication and respond accordingly

Contribution to the implementation of services:

• The post-holder will:
• Apply practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate

Nevells Road Surgery

Business Manager

Person Specification

Essential

Desirable

Qualifications

• Education to A level standard or equivalent (or suitable appropriate experience)
• Evidence of recent ongoing commitment to CPD
• Relevant HR or management qualification
• Degree level

Experience

• Budget and cash flow Accounting CV with management procedures
• Management Experience of at least 1 year’s duration
• General Practice experience at Team leader level or above
• Quality improvement and audit
• Negotiating and managing conflict including dealing with complaints
• Successful leadership and team working
• Chairing meetings
• Evidence of successful change management
• Driving License
• Management or supervisory experience in NHS Primary Care. general practice preferable

Knowledge/

Skills

• Strong organisational and time management skills
• Ability to problem solve and make effective decisions under pressure
• Excellent planning and organisational skills including attention to detail and the ability to multi task and delegate where required
• Ability to write and present clear, concise reports
• Strong IT skills and understanding of MS software. Ability to troubleshoot hardware problems
• Flexibility to respond to sudden demands
• Ability to develop, support and empower a strong team
• Understanding of GDPR and confidentiality
• Strong verbal and written communication skills
• Knowledge of SystmOne
• Understanding of Primary Care strategy, CQC and contractual reporting requirements
• Knowledge of CQRS and PCHE claims software

Attributes

• Ability to work autonomously and manage own workload and that of a team assertively
• Resourcefulness and common sense
• Motivated and proactive
• Excellent interpersonal skills - approachable, compassionate and empathetic
• Ability to grasp new concepts quickly and appetite to drive change
• High standards of professionalism, integrity and loyalty
• Commitment to equality and diversity

Other

• DBS check
• Flexibility to work outside of core office hours

Job Type: Permanent

Salary: £38,000.00-£45,169.68 per year

Benefits:

• On-site parking

Schedule:

• Day shift

Ability to commute/relocate:

• Letchworth: reliably commute or plan to relocate before starting work (required)

Experience:

• Managing: 1 year (preferred)

Licence/Certification:

• Driving Licence (preferred)

Work Location: In person

Application deadline: 28/11/2022
Expected start date: 23/02/2023