ParkHouse Surgery is looking for an experienced Business Manager with strong interpersonal and organisational skills to manage the practice and develop it, both now and for the future. The successful candidate will be confident in strategic management and will possess business acumen with proven management skills, particularly in HR, Employment Law, IT, Contractual Compliance, Quality Improvement and Health & Safety. The successful applicant will be financially astute and provide a strategic, initiative-taking, and innovative leadership in an ever-changing health care environment.
Main duties of the job
This is a key senior management role that requires a strategic approach.
The post-holder will lead the practice through sound strategic operational management of its staff and services. The post-holder will enable the practice to meet its contractual requirements. The post-holder will deliver the operational aspirations of the practice from within a co-ordinated, efficient, safe and effective working environment where everyone recognises and understands their respective roles in the delivery of the principal aims and objectives of the practice. Therefore, it is important the post-holder is able to understand and promote the practice direction of travel in the context of the National Health Service so that everyone in the practice team is on the same pathway at all times.
About us
Park House Surgery is situated in the village of Bagshot and provides a range of primary care services to approximately 6,830 patients. Park House Surgery is registered as a GP training practice providing training opportunities for doctors seeking to become fully qualified GPs (registrars). Park House Surgery is run by two GP partners and three salaried GPs. In addition, the practice is supported by a practice nurse team and a dedicated back-office administration team. The practice provides a range of primary medical services including examinations, investigations and treatments and a number of clinics such as, clinics for patients with diabetes, asthma, and hypertension.
Job responsibilities
The post holder will:
* Act as the principal point of contact for the practice.
* Ensure there is management level support from the practice management team on site or available at all times.
* Monitor and evaluate the operational performance of the practice team against objectives.
* Identify opportunities for improvement then plan and implement the associated development.
* Support the practice through change events and manage the change process.
* Develop and maintain effective communication both within the practice and with relevant outside agencies.
* Assist in the preparation and annual review and update of the practice development plan and implement the aims and objectives.
* Assess and evaluate accommodation requirements and manage any planned development.
* Ensure all practice clinical and non-clinical data is on the practice computer system and that it is accessible, properly managed and maintained as up-to-date at all times.
* Understand the financial implications of changes in staff and/or service.
* Ensure all submissions are made by the practice to commissioners and other organisations external to the practice and that the evidence of submissions is logged and accessible.
Human resources
Assist in the recruitment and retention of staff and provide general support via personnel management.
* Ensure that all staff are legally and gainfully employed.
* Monitor skill-mix and deployment of staff ensuring the person is suitable for their role.
* Manage staffing levels within target budgets.
* Evaluate, organise and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role.
* Ensure effective staff appraisal and monitoring systems are supported and that appraisals are carried out and logged.
* Support and mentor direct reports, both as individuals and as team members.
* Adhere to effective systems for the resolution of disputes and grievances.
* Understand how to keep abreast of changes in employment legislation, policies and procedures.
* Support the maintenance of up-to-date HR documentation (including job descriptions, employment contracts and employment policies).
Organisational
Ensure the practice meets all its CQC requirements, has up-to-date registration with the CQC and undertakes regular review of CQC compliance.
* Convene staff meetings, prepare agendas and ensure distribution of notes 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 by way of an effective, easy-to-use system within target budgets.
* Develop and review Health & Safety policies and procedures and keep abreast of current legislation.
* Ensure appropriate insurance and indemnity cover is in place.
* Ensure that the practice has adequate disaster recovery procedures in place.
* Arrange appropriate maintenance for practice equipment.
Patient services
Contribute to the strategic development and management of patient services.
* Ensure service development and delivery is in accordance with local and national guidelines.
* Ensure that the practice complies with NHS contractual obligations in relation to patient care.
* Maintain registration policies and monitor patient turnover and capitation in liaison with the finance officer.
* Routinely monitor and assess practice performance against patient access and demand management requirements.
* Ensure complaints are effectively managed and monitored and that actions arising from complaints and feedback are carried out.
* Liaise with patient groups/PALS/Ombudsman/relevant external patient services bodies when required.
* Ensure online services are in place and that all opportunities for innovation are explored and adopted wherever possible.
Information management and technology
Support the practice IT system and contribute to implementation and modernisation as required.
* Ensure all practice IT issues are logged and resolved or followed up in a timely manner.
* Keep abreast of the latest developments in primary care IT including NHS England initiatives and regularly update the practice management team.
* Motivate, support and monitor staff in the use of IT: organise, oversee and evaluate IT training.
* Understand the need for and ensure targets and monitoring standards for data entry and data collection are in place.
* Ensure that the practice has effective IT data security, back-up, maintenance and disaster recovery plans in place.
* Ensure all necessary submissions are made according to respective deadlines.
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.
* Maintain and up to date knowledge of health and safety and infection control statutory and best practice guidelines and ensure 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 correction of 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 managers.
* Undertaking periodic infection control training (minimum annually).
* Routine management of own team / team areas, and maintenance of work space standards.
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 recognizes the importance of peoples 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.
* Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Person Specification
Qualifications
* Degree or equivalent with relevant qualifications in Business Management, HR, Finance, Health & Safety, Contractual Compliance, and Quality Improvement.
* A good standard of education with excellent literacy and numeracy skills.
Experience
* A background in Primary Care is an advantage but not essential. The successful applicant will need to evidence that they have managed teams of up to 20 staff members.
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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