Find More Than 10K+
United Kingdom Jobs

Job description

JOB DESCRIPTION

JOB TITLE: PRACTICE OPERATIONS & FINANCE MANAGER

REPORTS TO: GP PARTNERS

SALARY: dependent upon experience

HOURS: up to Full Time

Core hours between 08:00 and 18:00 Mon-Fri
(may include occasional Saturday mornings)

*

Job Summary/Overview _The Patient Services manager will promote the ‘Elm Hayes’ brand and ensure we are following our mission statement.The post holder will have wide ranging responsibilities and fundamental to this role is the requirement to continually develop and improve front of house systems and operations to provide an exemplar service to patients.The postholder will encourage effective communication between patients, members of the practice team, and other associated healthcare organisations.Excellent leadership skills and support to the practice teams are crucial as the post holder will be responsible for managing and supervising the reception team, reception areas and administrative team, acting in a professional, accountable and caring manner to patients and staff at all times. Especially when patients have cause to complain about our service.This role will work closely with the Practice Services/HR Manager to provide overarching management and support to all reception and administrative staff in the practice. The
Practice Operations/Finance Manager will cover for the Practice Services/HR Manager and deputise on all matters in their absence to ensure a robust and consistent service for patients and staff.Y:\Management\HR\Job Descriptions\Patient Operations/Finance Manager Jan 23Job Responsibilities_

Strategic management and planning

The post holder will:

• Keep abreast of current affairs and identify potential threats and opportunities
• 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
• Develop and maintain effective communication both within the practice and with relevant outside agencies
• Prepare and annually update the practice development plan, and oversee the implementation of the aims and objectives
• Assess and evaluate accommodation requirements and manage development and expansion plans

Financial management

• Manage practice budgets and seek to maximise income
• Understand and report on the financial implications of contract and legislation changes
• Manage practice accounts; submit year-end figures promptly and liaise with the practice accountant
• Monitor cash-flow, prepare regular forecasts and reports to the partners
• Manage and reconcile bank accounts; negotiate/liaise with the practice bankers
• Monitor and reconcile income and expenditure statements and purchase/sales ledger transactions
• Manage partners drawings
• 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.

Organisational

• Convene meetings, prepare agendas and ensure distribution of minutes as necessary
• Develop Practice protocols and procedures, review and update as required
• Ensure that Practice premises are properly maintained and cleaned, and that adequate fire prevention and security systems are in place
• Manage the procurement of practice equipment, supplies and services within target budgets
• Develop and review Health & Safety policies and procedures and keep abreast of current legislation
• Arrange appropriate insurance cover
• Ensure that the practice has adequate disaster recovery procedures in place
• Arrange appropriate maintenance for practice equipment

Information management and technology

• Evaluate and plan practice IT implementation and modernisation
• Keep abreast of the latest development in primary care IT and regularly update the practice management team
• Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training
• 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 CCG regarding systems procurement, IT funding and national IT development programmes.
• Provide a high level of understanding and knowledge of the practice IT systems, forging strong links with the CCG IT service desk.
• Maintain the practice’s website.

Operational

• Ensuring staff work to systems and processes that enable achievement of DES, LES and QoF as relevant
• Knowledge and understanding of CQC compliance and the relevance and importance of outstanding patient services.
• Operational responsibility for planning, directing, and coordinating patient services
• Undertake effective resolution of problems in all areas of the role, that involves following a process of evaluation, identifying cause, consultation and communication and determining the appropriate outcome and resolution
• Deputise for the Practice Services/HR Manager and take responsibility for any minor problems that may occur.

Information Governance

• Ensure internal communication processes and procedures are clear and run smoothly, and that all staff are kept fully informed of any changes.
• Support the Team Leads to ensure the practice’s policies and procedures are kept up to date and reviewed on an annual basis, all staff are apprised of these, and that the practice is compliant with these for CQC registration.

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
• In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & safety:

The post-holder will implement and lead on the full range of promotion and management 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 work space 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; o Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and polices, and current legislation. o Respecting the privacy, dignity, needs and beliefs of patients, Carers, and colleagues o Behaving in a manner which is welcoming to and of the individual, is non- judgemental 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, to include:

• Participation in an annual individual performance review/appraisal, including taking responsibility for maintaining a record of their own personal and/or professional development.
• Taking responsibility for their own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

This job description is not intended to be exhaustive. The post holder will be expected to adopt a flexible attitude towards the duties outlined, which may be subject to adjustments at any time in consultation with the post holder and in line with the needs of the business. You may also be asked from time to time to be flexible in your working hours as per the needs of the practice.

This job description is subject to periodic review and amendment in consultation with the post- holder in the light of changing circumstances. As the organisation grows and develops it is likely that this role will develop too and the postholder may be required to undertake additional duties/responsibilities.

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

This job description was updated on 16.1.2023

Review date: January 2024

Job Type: Full-time

Benefits:

• Free parking
• On-site parking

Schedule:

• Monday to Friday

Ability to commute/relocate:

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

Experience:

• Management: 1 year (preferred)

Work Location: One location

Application deadline: 05/02/2023
Reference ID: Practice Operations & Finance Manager