AW Surgeries is a young, energetic and friendly team. We have a vision to change how Modern General Practice is delivered and we are always looking to forge forward with new initiatives. We want to drive changes that will help provide the best care for our patients, their families and our staff.
We are looking to appoint a Practice Business Manager and to offer an excellent opportunity for the right individual to join our friendly, professional and supportive team.
This is an opportunity for a suitably qualified senior manager with the relevant skills to undertake a central role in this very well established and friendly medical practice. NHS or other healthcare management experience is desirable but not essential.
Main duties of the job
We are seeking a manager who can manage and coordinate all aspects of organisation functionality, motivating and managing staff, optimising efficiency and financial performance, ensuring the organisation achieves its long-term strategic objectives in a safe and effective working environment.
Through innovative ways of working, lead the team in promoting quality and continuous improvement, confidentiality, collaborative working, service delivery, learning and development and ensure the organisation complies with UK legislation and both NHS and CQC regulations.
About us
We are a longstanding local practice and have always had a reputation for good quality patient care. We have 7 Partners, 2 Salaried GPs, 1 ANP, 1 Paramedic, 1 PA, 4 nurses, 3 HCAs, Pharmacist team, CPN, FCP Physio, Midwives and voluntary sector input. We are a highly experienced multidisciplinary training practice for the Black County VTS, we teach students from Birmingham Medical School and mentor practice based pharmacists.
We are a high performing GMS practice, CQC rating Good, with 17,000 patients over 2 sites. We are a leading member of the Brierley Hill Primary Care Network.
Job responsibilities
The Practice Business Manager is responsible for:
1. Overseeing the day-to-day operations of the organisation, ensuring staff achieve their primary responsibilities.
2. Functional management of all clinical and administrative staff.
3. Direct line management of the following staff: Deputy Practice Manager, Clinical Team, and Administration Team.
4. Managing the recruitment and retention of staff.
5. Key liaison with Primary Care Network, the PCN Manager and any ARRS staff who provide a supporting service at the organisation.
6. Ensuring that all staff undertake a robust induction process, including staff employed via the PCN.
7. Establishing, reviewing and regularly updating job descriptions and person specifications.
8. Implementing and embedding an effective staff appraisal process.
9. Implementing effective systems for the resolution of disciplinary and grievance issues.
10. Maintaining an effective overview of and ensuring compliance with HR legislation.
11. Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively.
12. Managing 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.
13. Maintaining an effective liaison with the accountant, overseeing organisation accounts, ensuring year end figures are presented.
14. Briefing partners on all financial matters, including forecasting.
15. Managing and processing partners drawings, PAYE and pensions for practice staff.
16. Ensuring the organisation has appropriate insurance cover.
17. Developing, implementing and embedding an efficient business resilience plan (BRP).
18. Managing contracts for services, i.e., cleaning, gardening, window cleaning etc.
19. Managing the procurement of organisation equipment, supplies and services.
20. Coordinating the reviewing and updating of all organisation policies and procedures.
21. Leading change and continuous improvement initiatives; coordinating all projects within the organisation.
22. Coordinating and leading the compilation of organisation reports and the practice development plan (PDP).
23. Ensuring the team reaches QOF targets (supported by the nursing and administrative leads).
24. Adopting a strategic approach to the management of all patient services matters.
25. Developing, implementing and embedding an effective communication strategy (internal and external).
26. Ensuring the organisation maintains compliance with its NHS contractual obligations.
27. Actively encouraging and promoting the use of patient online services.
28. Publishing communications for internal and external use such as an organisation newsletter on a quarterly basis.
29. Maintaining the organisation and NHS choices websites.
30. Liaising at external meetings as required.
31. Marketing the practice appropriately.
32. Managing/supporting the management of the Patient Participation Group.
33. Effectively managing/supporting the management of all complaints in line with current legislation and guidance.
34. The management of the premises, including leading on health and safety aspects such as risk assessments and mandatory training.
35. Managing the organisation IT system, delegating staff to act as administrators.
36. Ensuring compliance with IT security and IG.
37. Coordinating the organisation diary, ensuring meetings are scheduled appropriately.
Person Specification
Qualifications
* Good standard of education with excellent literacy and numeracy skills.
* Educated to degree level in healthcare or business.
Skills
* Ability to exploit and negotiate opportunities to enhance service delivery.
* Excellent communication skills (written, oral and presenting).
* Excellent leadership skills.
* Strategic thinker and negotiator.
* Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment.
* Effective time management (planning and organising).
* Ability to network and build relationships.
* Proven problem solving and analytical skills.
* Ability to develop, implement and embed policy and procedure.
* Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions.
Other Requirements
* Flexibility to work outside of core office hours.
* To be discreet and always maintain confidentiality.
* Full UK driving licence.
Personal Qualities
* Polite and confident.
* Flexible and cooperative.
* Excellent interpersonal skills.
* Motivated and proactive.
* Ability to use initiative and judgement.
* Forward thinker with a solutions focused approach.
* High levels of integrity and loyalty.
* Sensitive and empathetic in distressing situations.
* Ability to work under pressure.
* Confident, assertive and resilient.
* Ability to drive and deliver change effectively.
Experience
* Experience of working with the general public.
* Experience of managing accounting procedures including budget and cash flow forecasting.
* Experience of working in a healthcare setting.
* Experience of managing large multidisciplinary teams.
* Experience of performance management including appraisal writing, staff development and disciplinary procedures.
* Experience of successfully developing and implementing projects.
* Experience of workforce planning, forecasting and development.
* NHS/primary care general practice experience.
* Relevant health and safety experience.
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.
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