Job summary:
Cobham Health Centre is looking to appoint a Business Manager to manage our organisation. This role is full-time; offered Monday to Friday with the flexibility to work condensed hours across four days if desired. The position is offered subject to a 6 month probation period.
We are ideally looking for an experienced, confident, forward-thinking individual who will support our team and work collaboratively with the Partners, existing practice management team and PCN. We would like you to provide business and financial management skills to enable the practice to meet its agreed aims and objectives within a profitable, efficient, safe, and effective working environment whilst ensuring the practice meets all necessary CQC requirements.
About us:
We are a growing 14,000 patient GMS practice. We use EMIS Web and Docman 10 as our main practice systems, utilising AccuRx, Teamnet and Surgery Connect in addition.
Cobham is a reasonably affluent area with a lot of commuting patients. Many have private health insurance. We have a high proportion of elderly patients with multiple co-morbidities. We look after 5 residential homes, 2 of these are for EMI patients. We also look after a boarding school.
We have close working relationships within our PCN and local GP Federation. We are also a training practice for GP’s and Nurses and also have a number of ARRS staff embedded in our team. These include pharmacists, paramedics, a pharmacy technician and a first contact practitioner.
Key Responsibilities:
To be an experienced and pro-active management professional able to take responsibility for the day-to-day functions of the practice. You will be supported by our management team which consists of IT and Non-Clinical Operations Manager; Clinical Operations and Rota Manager; and HR, ARRS and Facilities Manager.
ACCOUNTS
* Financial responsibility for all aspects of the partnership business.
* Maintaining an effective liaison with the accountant and overseeing practice accounts, ensuring year-end figures are presented.
* Understand and apply regulatory and fiscal obligations as determined by external organisations such as HMRC, NHSE, CQC and interpret changes across the organisation.
* Manage practice budgets and seek to maximise income.
* Review all income and expenditure statements, identifying any inaccuracies and rectifying such issues.
* Download all Open Exeter statements and ICB remittance advices and reconcile with payments received in the Practice account.
* Monitor cash flow, prepare monthly forecasts and reports to the Partners.
* Accurate receipt/payment of reimbursable and non-reimbursable payments to NHS Property Services.
* Payment of invoices due from the Practice.
* Chase outstanding payments for work completed (both NHS and Private).
PAYROLL
* Liaise with outsourced Payroll for the payment of staff salaries.
* Prepare monthly spreadsheet for Payroll ensuring that all joiners, leavers, overtime payments and deductions are included.
* Monitor overtime levels and ensure they are not over budget.
* Check documentation received from Payroll is correct, raising any issues before giving final approval.
* Ensure salaries are paid to staff and drawings to Partners on the last working day of the month.
CLAIMS
* Run searches for Enhanced Services on the clinical system and upload/check data on CQRS.
* Submit LCS claims to ICB and PH claims to SCC.
* Raise relevant invoices for Enhanced Services undertaken e.g. Special Allocation Scheme payments.
* Invoice for private work undertaken by the practice.
OTHER DUTIES
* Attend and actively participate in various meetings including Partners meetings; Management meetings; Clinical meetings and Admin meetings.
* Attend any external meetings pertinent to the role of Business Manager such as ICB Locality Meetings and PCN Board Meetings.
* Work with the management team to ensure compliance with all relevant laws, regulations, and professional standards. Stay updated and implement necessary changes to ensure that the practice remains CQC compliant at all times.
* Update practice policies and the business continuity plan; review business contracts, submit annual returns and liaise with the ICB, PCN and other NHS bodies to ensure the practice is operating efficiently, effectively and within guidelines.
* Work with the practice to maximise income by managing and improving recall processes.
Equality, Diversity, and Inclusion
The post-holder will support the equality, diversity, and rights of patients, carers, and colleagues.
Safety, Health, Environment and Fire
The post holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures, and guidelines.
Confidentiality
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.
Quality and Continuous Improvement
The post holder will look for opportunities to improve quality and share good practice and to discuss, highlight and work with the team to create opportunities to improve patient care. They will also contribute to investigations and root cause analyses whilst participating in serious incident investigations and multidisciplinary case reviews where required.
Collaborative working & communication
The post-holder should recognize the importance of effective communication and collaboration within the team and will strive to communicate effectively with other team members, patients, carers, and other stakeholders. They will also recognise people’s needs for alternative methods of communication and the need to support others.
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.
Person Specification:
Education, Qualifications and Training:
* Educated to degree level or equivalent experience. Essential
* Excellent standard of literacy and numeracy skills. Essential
* Practice Management Qualification. Desirable
* Valid driving licence. Desirable
Experience and Knowledge:
* Relevant Leadership experience within GP Practice setting or able to evidence transferrable skills. Essential.
* Experience of managing budgets, financial planning and forecasting for NHS organisations or able to evidence transferrable skills. Essential.
* Experience of managing accounts and maintaining financial information systems. Essential.
* Experience of and ability to manage conflict, deal with complaints, performance and other HR issues. Essential.
* Experience of chairing meetings, producing agendas and reviewing minutes. Essential.
* Evidence of successfully managing change and successfully implementing projects across multi-disciplinary teams. Desirable.
* Relevant CQC, facilities and health and safety experience. Desirable.
Skills and Attributes:
* Excellent communication skills (written, oral and presenting). Essential.
* Ability to lead and motivate teams, enhance morale and maintain a positive working environment. Essential.
* Patient-oriented with a commitment to providing excellent patient care experiences. Essential.
* Ability to think strategically and contribute to the development and implementation of long-term practice goals and initiatives. Essential.
* Excellent IT skills and systems knowledge, with a willingness to adapt to new technologies. Essential.
* Forward thinker with the ability to use initiative and judgement. Essential.
* Ability to develop, implement and embed policy and procedure. Essential.
* Ability to work under pressure and manage your own time. Essential.
* Ability to train and develop staff. Essential.
* Proven problem solving & analytical skills. Essential.
* Experience of Primary Care systems including EMIS Web, Docman 10, Teamnet and Surgery Connect. Desirable.
Aptitude and Personal Qualities:
* High levels of integrity and loyalty. Essential.
* Excellent interpersonal skills, with the ability to network and build relationships. Essential.
* Flexible, cooperative, motivated and proactive. Essential.
* Polite, confident, assertive and resilient. Essential.
* Ability to prioritise, delegate and work to deadlines. Essential.
* Sensitive and empathetic in distressing situations. Essential.
Salary is Circa £50,000 depending on experience.
A start date of February 2025 is preferred but this is negotiable.
Applicants are required to submit a covering letter with their application to explain how they meet the requirements of the Person Specification for this role.
Job Type: Full-time
Pay: £50,000.00 per year
Benefits:
* Employee discount
* On-site parking
Schedule:
* Monday to Friday
Experience:
* Managing: 1 year (preferred)
Licence/Certification:
* Driving Licence (preferred)
Work Location: In person
Application deadline: 17/11/2024
Expected start date: 01/02/2025
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