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Job description

Job Overview

An exciting opportunity has arisen for the role of Practice Business Manager at School Lane Surgery, Thetford, Norfolk, which is a 4-partner practice with over 60 staff providing a caring, patient-focused, and efficient service to its 17000 patients.

The practice operates across 2 sites in Thetford: School Lane Surgery and the Thetford Healthy Living Centre.

The partners are looking for an exceptional leader with strong finance, business, corporate and people management skills. They will also have experience of project management, public relations, strategic planning, and business development.

The successful candidate will need to be able to work collaboratively with the partners, as a group and individually, to develop and implement strategies. They will lead a wider practice team, including a deputy practice manager, admin manager, reception team manager and finance manager. They will need to be comfortable in negotiating with our commissioners (NHSE and local Integrated Care Board) regarding contracts and services.

We are looking for a confident and resilient individual with excellent communication and diplomatic skills. The practice works closely with two neighbouring surgeries and has a number of joint ventures with them, including two limited companies managing additional NHS and non-NHS services. The candidate will represent the practice on the board of these organisations/joint ventures.

Previous NHS or primary care management experience is not essential for this role as we are happy to invest time in assisting the individual to understand the NHS and Primary Care.

Salary £55,000 - £75,000 (plus excellent NHS pension scheme & 6 weeks annual leave)

For more information, please send your CV with a covering letter to:

Robert Howes-Ward (interim managing partner)

[email protected]

Closing date: 30 April 2023

Job Description

The successful candidate will need to demonstrate robust leadership and communication skills, be well organised, highly motivated and financially astute. There is a requirement to manage and take responsibility for all business aspects of the practice. In addition, the candidate must have the ability to provide strategic guidance and planning to the partners.

The Practice Business Manager will be a key member of the team and will be expected to demonstrate leadership qualities, achieving goals and targets using a combination of personal involvement, motivation of other staff and delegation when appropriate.

The partners also require the successful candidate to be proactive and plan for the future, maximising the practice’s potential in relation to business, finance and premises, whilst maintaining patient care. The candidate needs to ensure the partners are kept fully informed of local and national proposals and initiatives, presented clearly and concisely to enable them to make informed decisions.

An understanding of current NHS initiatives will be helpful; however, the NHS is changing substantially and rapidly and the introduction of new ideas and methods from outside the NHS presents an attractive proposition to the partnership. In addition to adapting the practice to meet the demands of providing high quality patient care, the manager will need to ensure that the practice is financially efficient and compliant with all aspects of health and safety, employment legislation and CQC (Care Quality Commission) registration/compliance.

The opportunity for further personal development will be given in order to develop skills in line with practice needs.

References will be requested along with an enhanced DBS check. The successful candidate will take up the post as soon as possible.

Key requirements for the role are:

• Commitment to supporting the delivery of excellent patient care with vision, willingness and drive
• Demonstrate excellent organisational and effective communication skills
• Ability to manage change through motivation and leadership
• Robust finance and business skills to maintain and improve the profitability of the business
• Strategic thinker and planner
• Ability to deliver against key targets
• Knowledge and skills of HR and the ability to act sensitively and effectively
• Ensure compliance with CQC requirements and assessments
• Lead and chair practice meetings as appropriate
• Develop and co-ordinate systems to improve the efficiency and effectiveness of the practice
• Capable of handling and diffusing complaints
• Ability to self-motivate, prioritise organise and/or delegate workload
• Good IT knowledge and experience
• Ensure practice policy and standards compliance
• Ability to present the practice to external groups
• Ability to identify, develop and deliver initiatives
• The ability to enjoy diversity and sometimes – the unexpected

Key responsibilities:

Finance

• Responsible for the finances of the practice (jointly with finance manager and team)
• Ensure the organisational requirements of the practice contracts with NHSE are fully met and complied with
• Support the Partners to develop and implement processes to achieve income targets.
• Liaise with accountant, bank and business insurance companies as appropriate or as directed by the Partners
• Directly contribute to profit improvement by exploring areas for increasing income and reducing costs
• Analyse data relating to clinical commissioning as appropriate and contribute to planning and organisation both at practice and clinical commissioning/Integrated Care Board group level
• Manage Partners drawings in consultation with the accountant

Strategic Planning

• Keep abreast of current affairs and identify potential opportunities and threats
• Assess and evaluate accommodation requirements and manage development and expansion opportunities
• Actively promote and develop areas of the practice premises to create additional income and added patient services.
• Implement, maintain and update a Practice Development Plan, oversee the implementation of the aims and objectives
• Assist the practice in the wider community and assist with ongoing links with other local practices, Breckland Primary Care Network and South Norfolk Healthcare
• Formulate objectives and research and develop ideas for future practice development
• To represent the practice at Primary Care Network group meetings
• To make recommendations to the partners for practice development with regard to potential sources of income

Human Resources

• Overall responsibility for recruitment and selection of staff working, including contracts of employment and job descriptions
• Ensure Employment Law compliance for the disciplinary and dismissal process and after discussion with the partners take any legal advice necessary
• Be aware of current employment legislation
• To develop and maintain good employee/employer relationships
• To maintain good communication at all times with the practice team
• To implement pay rises/scales and increments at the appropriate time
• Be responsible for the health and safety policy and its implementation
• Facilitate the development of a multi-disciplinary effective primary health care team
• Encourage personal staff development and motivation

Patient Services

• Ensure that the Practice complies with NHS contractual obligations in relation to patient care
• Maintain registration policies and monitor patient turnover and capitation
• Oversee and manage effective appointment systems
• Routinely monitor and assess Practice performance against patient access and demand targets
• Manage the complaints management system
• Manage the significant events system
• Liaise with patient groups, encourage development of the PPG and acknowledge voluntary contributions from the patients

Premises and Equipment

• Represent the Practice to negotiate leasing contracts and their renewals
• Liaise with NHSE in notional rent review (every 3 years)

CQC

• Responsibility for maintenance and compliance with CQC regulations

Communication

• Ensure compliance with the latest NHS recommendations
• Understand and maintain the practice communication systems
• Build/maintain good working relationships with the NHSE, ICB, hospitals, community agencies, LMC (Local Medical Committee), other GP practices, pharmacists, voluntary and private organisations
• Represent the practice at meetings and seminars
• Assist and support the partners corporately and at individual level to fulfil the requirements of revalidation
• Present a professional image and always promote the practice
• Share skills and expertise with others
• Ensure continuity of practice staff and clinical meetings

Person Specification

Academic/Vocational Qualifications

Necessary:

• Evidence of a sound education to Degree level standard or equivalent
• Evidence of a commitment to continuing professional development

Desirable:

• Relevant management or finance qualification

Experience

Necessary:

• Experience and success of communicating with and managing people
• Experience of strategic business planning
• Financial management experience
• Experience as a business manager

Desirable:

• Management experience in the NHS or in practice management
• Experience of working with regulatory bodies and preparing for inspections

Skills

Necessary:

• A “solutions focused” approach to problem solving
• Effective communication (oral and written) and excellent inter-personal skills
• Approachable with the ability to listen and empathise
• Delegation and empowerment of staff
• Leadership skills, including excellent people management skills
• Customer service and complaints resolution
• Negotiating and managing conflict
• Able to manage change and cope with pressure
• Networking and facilitation
• Motivational

Desirable:

• Project management
• Change management

Qualities

Necessary:

• Personable and approachable
• Self-motivated and confident – able to work with minimal direction
• Adaptable and innovative
• Enthusiasm, with energy and drive
• Gains respect by example, fairness. Integrity & leadership
• Trustworthy, honest, reliable, caring and sympathetic
• Proactive strategic thinking with a clear vision
• Confidential and conscientious
• Hard working, reliable and resourceful
• Willing to work flexible hours as necessary
• Considered, steady approach
• Diplomacy

Other

Necessary:

• The ability & willingness to travel to meetings & courses
• Sufficient English language fluency as required under the Immigration Act 2016

Job Types: Full-time, Permanent

Salary: £55,000.00-£75,000.00 per year

Benefits:

• Company pension

Schedule:

• Day shift

Work Location: In person

Application deadline: 30/04/2023
Reference ID: Practice Business Manager/April 2023