GP Practice Business Manager
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Job summary
Rothwell and Desborough Healthcare Group is a long-established GP practice, based in North Northamptonshire on the border of South Leicestershire. We are a friendly, patient focused practice offering general medical services to our population. The practice priorities are patient care, staff wellbeing, efficient systems, developing the business and creating an environment of clinical excellence.
This post is ideal for an enthusiastic and forward thinking individual who is passionate about working in a general practice with an excellent team.
Informal discussions are welcome, please contact Dr D Hetherington on 01536 211277 to arrange a call.
Main duties of the job
We are looking for a Practice Business Manager who will have oversight of our organisation and has the capability to manage and be responsible for the performance of a large team. Candidates must be organised, conscientious, provide solid leadership and have a sound knowledge of planning, HR, management and finance. Demonstrable management experience, leadership skills, competency in office IT and effective communication skills are essential.
The partners also require the successful candidate to be proactive and plan for the future, maximising the practices 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.
In addition to adapting the practice to meet the demands of providing high quality patient care, the new manager will need to ensure that the practice operates in an efficient sustainable way, ensuring compliance with all aspects of Health and Safety, employment legislation and NHSE/CQC (Care Quality Commission) registration/compliance. Ensuring best practice through leadership, innovation and the promotion of the practices core values and ethos.
The post holder must be willing and able to adapt to changing circumstances and be flexible in their work and approach.
About us
Rothwell and Desborough Healthcare group comprises 2 surgeries that provide primary care services for our patient population of 20900 patients.
As the practice business manager you will be leading the team comprising of our operations manager, nurse manager, PCN manager, IT lead, administrative/clerical staff and our clinical team. Our clinical team comprises8 GP partners, 5 salaried GPs, 5 Nurse practitioners, 4 nurses and 4 HCAs.
Job description
Job responsibilities
Core Tasks and Functions:
Management of financial resources:
Responsible to the partners for the effective use of practice finances, working with the partners and practice accountant to plan effective budgetary control, ensuring cost efficiencies and maximisation of profitability.
a) Robust finance and business skills to maintain and improve the profitability of the business.
b) Develop and control practice budgets and financial systems to ensure the smooth running of the practice financial systems.
Ensure efficient working methods and best use of resources.
Ensure controls of expenditure whilst ensuring necessary investment in resources.
Ensure all income-generating opportunities are explored and maximised.
Provide regular budgetary and cash flow forecasting to the partners.
Ensure policies and procedures to protect the practice against fraud and financial mismanagement.
Ensure correct payment of supplies and expenses.
Ensure management of the practices bank account.
Ensure correct billing for services and systems to reclaim monies owed to the practice.
Ensure the accurate bookkeeping, monthly bank reconciliations, and preparation for the practices accounts.
Submit finance information to accountant as required throughout the year
Identify and negotiate with preferred suppliers.
c) Mortgage administration
d) Complete quarterly capitation reports
e) To implement pay rises/scales and increments at the appropriate time.
f) Analyse data relating to clinical commissioning as appropriate and contributing to planning and organisation, both at a practice and PCN level.
g) Ensure the organisational requirements of the practice contracts with NHSE are fully met and complied with.
h) Support the partners and clinical team to develop and implement processes to maximise achievement of QoF clinical targets and enhances services contracts.
i) Oversight of the payroll function, ensuring compliance with Inland Revenue regulations.
j) Liaise with the accountant, bank and business insurance companies as appropriate or as directed by the partners.
k) Liaise with the NICB and payment agencies regarding queries with payments relating to contracts.
l) Oversee the administration of the NHS Pension and stakeholder pension schemes.
Policy and Planning:
Regularly review the organisation, and developments within and outside the practice which will impact directly or indirectly on the running of the practice. This includes involvement in local and national agencies which formulate and influence primary health care strategy.
a) Strategic thinker and planner, able to understand the interconnectivity of roles and balance the conflicting demands upon the business, identifying and mitigating risk.
b) Assume responsibility for developing a practice business plan & continuity plan.
c) Participate and work with groups determining future policy.
d) Participate in strategic decision-making at forums set up by the NICB and other agencies to shape future health care resources and planning.
e) Develop business cases and tenders to provide future practice development. To make recommendations to the partners for practice development with regard to enhancing patient services potential sources of income.
f) Explore innovative ideas for provision of services to suit the needs of the practice population and the professionals working within the practice team.
g) Explore opportunities to optimise use of practice facilities, agree contracts and ensure appropriate legal requirements.
h) Liaise with the NICB, Strategic Health Authority and other NHS groups, as necessary.
i) Liaise with other local practices through the practice managers forum, other relevant forums and in particular working collaboratively with Triangle PCN.
j) Represent the practice at PCN, federation, locality and clinical commissioning or ICS level.
k) Carry our audits or collate data, as required.
Contract Management
a) Manage and review Practice Contracts for service provision with NHS England, NICB, Northamptonshire County Council, Public Health and 3Sixty Federation.
b) Manage Partnership contract with NHS England.
c) Ensure completion and submission of audits and necessary paperwork for contracts i.e., LoCs, Controlled Drug reviews, eDec, complaints submission.
d) Manage Data Sharing Agreements
Management of partnership issues:
Provide support to the partners and the partnership to ensure excellent team-working and a sound legal framework.
a) Ensure effective partners meetings with clear agendas, minutes and action plans.
b) Ensure appropriate and up-to-date partnership deed.
c) Provide management advice and information to the partners in order for them to make decisions about the running of the practice.
d) Organise partners away-days and planning meetings to develop strategy and team working.
e) Assist in the recruitment of new partners.
f) Deal with partnership changes retirements, new appointments, legal, financial and patient-related implications.
Management of premises, equipment and stock:
Advise the practice in making full and effective use of its current premises.
a) Review best use of premises and maximise income from premises.
b) Manage any future premises developments.
c) Ensure risk assessments are regularly conducted and documented.
d) Ensure that the purchase and control of supplies and equipment meets the current and future needs of the practice.
e) Responsible for the completion of Notional Rent reviews.
f) Arrange appropriate insurance cover.
g) Ensure Land Registry documents are current.
h) Manage licences for Desborough Surgery Basement and liaise with tenants.
i) Manage lease arrangements with PHP for Rothwell Medical Centre and ensure compliance of tenant responsibilities. Attend site visits as required by the Landlord.
j) Manage property valuations.
k) Ensure records of any Section 106 monies available to the practice are documented.
CQC
a) Ensure Practice Registration with CQC is maintained.
b) Ensure the Practice Statement of Purpose is updated with any changes and submitted to the CQC in a timely manner.
c) Ensure policies are in place to comply with CQC regulations, working with the Practice Registered Managers.
d) Liaise with CQC inspectors, providing information as requested.
Patients Services:
Develop and oversee services which best serve the needs of the practices patient population.
a) Embrace links with other healthcare providers and social services as laid out in the Governments plans to develop a patient-led NHS.
b) Ensure that the practice complies with NHS contractual obligations in relation to patient care.
c) Maintain registration polices and monitor patient turnover and capitation.
d) Oversee and support implementation and management of effective appointment systems.
e) Routinely monitor and assess practice performance against patient access and demand targets.
f) Responsibility for ensuring systems are in place and to record, respond and learn from significant events and complaints. Oversee and support the significant events system.
g) Manage and maintain the Patient Participation Group.
Management of Operational and IT systems:
Liaise with Practice Operations Manager and IT Lead ensure the effective and efficient working systems and operational systems within the practice.
a) Liaise with IT Lead to develop the practices IT strategy.
b) Ensure that the Practice has adequate disaster recovery procedures in place.
c) Manage annual patient reconciliation and patient population audits as required by NHS England.
Manage GDPR compliance
To act as GDPR lead, alongside the Partnership, to ensure all areas of compliance, in relation to the practices external stakeholders, are in place.
a) Manage completion of the NHS Digital Data Security and Protection Toolkit.
b) Manage FOI requests.
Management of Human Resources within own areas of responsibility:
a) Work collaboratively with the GP Business Leads, Operations Manager, Nurse Manager and PCN manager to ensure the smooth running of the organisation and cover for them in their absence.
b) To maintain good communication at all times with the practice team, developing good employee/employer relationships.
c) Line management of the and HR Support of the team, along side GP Partnership, Operations Manager and external HR support. Ensure performance is managed and there is appropriate supervision of staff.
d) Develop teamwork, ensuring well-run regular staff meetings to ensure service delivery of contracts, progress projects and resolve issues within the practice.
e) Conduct appraisals. Ensure training needs are identified and develop with direct reports an annual training plan as part of the appraisal system. Ensure that training is conducted either in-house or externally.
f) Review patterns and methods of work and skills-mix for both individuals and teams to ensure their efficient and effective functioning.
g) Deal with final level disciplinary, capability, grievance matters as may be required in conjunction with the partners.
h) Responsibility for appropriate paperwork for doctors, including but not limited to:
GMC/DBS checks for Partners
Medical indemnity administration
Maintain GP revalidation / appraisal records
Partnership changes admin NPL3 etc.
Superannuation for Partners
Maintain practice mandatory training/PLT records
Other Appropriate Duties
Any other duties that may arise appropriate to the manager of a general practice.
Job description
Job responsibilities
Core Tasks and Functions:
Management of financial resources:
Responsible to the partners for the effective use of practice finances, working with the partners and practice accountant to plan effective budgetary control, ensuring cost efficiencies and maximisation of profitability.
a) Robust finance and business skills to maintain and improve the profitability of the business.
b) Develop and control practice budgets and financial systems to ensure the smooth running of the practice financial systems.
Ensure efficient working methods and best use of resources.
Ensure controls of expenditure whilst ensuring necessary investment in resources.
Ensure all income-generating opportunities are explored and maximised.
Provide regular budgetary and cash flow forecasting to the partners.
Ensure policies and procedures to protect the practice against fraud and financial mismanagement.
Ensure correct payment of supplies and expenses.
Ensure management of the practices bank account.
Ensure correct billing for services and systems to reclaim monies owed to the practice.
Ensure the accurate bookkeeping, monthly bank reconciliations, and preparation for the practices accounts.
Submit finance information to accountant as required throughout the year
Identify and negotiate with preferred suppliers.
c) Mortgage administration
d) Complete quarterly capitation reports
e) To implement pay rises/scales and increments at the appropriate time.
f) Analyse data relating to clinical commissioning as appropriate and contributing to planning and organisation, both at a practice and PCN level.
g) Ensure the organisational requirements of the practice contracts with NHSE are fully met and complied with.
h) Support the partners and clinical team to develop and implement processes to maximise achievement of QoF clinical targets and enhances services contracts.
i) Oversight of the payroll function, ensuring compliance with Inland Revenue regulations.
j) Liaise with the accountant, bank and business insurance companies as appropriate or as directed by the partners.
k) Liaise with the NICB and payment agencies regarding queries with payments relating to contracts.
l) Oversee the administration of the NHS Pension and stakeholder pension schemes.
Policy and Planning:
Regularly review the organisation, and developments within and outside the practice which will impact directly or indirectly on the running of the practice. This includes involvement in local and national agencies which formulate and influence primary health care strategy.
a) Strategic thinker and planner, able to understand the interconnectivity of roles and balance the conflicting demands upon the business, identifying and mitigating risk.
b) Assume responsibility for developing a practice business plan & continuity plan.
c) Participate and work with groups determining future policy.
d) Participate in strategic decision-making at forums set up by the NICB and other agencies to shape future health care resources and planning.
e) Develop business cases and tenders to provide future practice development. To make recommendations to the partners for practice development with regard to enhancing patient services potential sources of income.
f) Explore innovative ideas for provision of services to suit the needs of the practice population and the professionals working within the practice team.
g) Explore opportunities to optimise use of practice facilities, agree contracts and ensure appropriate legal requirements.
h) Liaise with the NICB, Strategic Health Authority and other NHS groups, as necessary.
i) Liaise with other local practices through the practice managers forum, other relevant forums and in particular working collaboratively with Triangle PCN.
j) Represent the practice at PCN, federation, locality and clinical commissioning or ICS level.
k) Carry our audits or collate data, as required.
Contract Management
a) Manage and review Practice Contracts for service provision with NHS England, NICB, Northamptonshire County Council, Public Health and 3Sixty Federation.
b) Manage Partnership contract with NHS England.
c) Ensure completion and submission of audits and necessary paperwork for contracts i.e., LoCs, Controlled Drug reviews, eDec, complaints submission.
d) Manage Data Sharing Agreements
Management of partnership issues:
Provide support to the partners and the partnership to ensure excellent team-working and a sound legal framework.
a) Ensure effective partners meetings with clear agendas, minutes and action plans.
b) Ensure appropriate and up-to-date partnership deed.
c) Provide management advice and information to the partners in order for them to make decisions about the running of the practice.
d) Organise partners away-days and planning meetings to develop strategy and team working.
e) Assist in the recruitment of new partners.
f) Deal with partnership changes retirements, new appointments, legal, financial and patient-related implications.
Management of premises, equipment and stock:
Advise the practice in making full and effective use of its current premises.
a) Review best use of premises and maximise income from premises.
b) Manage any future premises developments.
c) Ensure risk assessments are regularly conducted and documented.
d) Ensure that the purchase and control of supplies and equipment meets the current and future needs of the practice.
e) Responsible for the completion of Notional Rent reviews.
f) Arrange appropriate insurance cover.
g) Ensure Land Registry documents are current.
h) Manage licences for Desborough Surgery Basement and liaise with tenants.
i) Manage lease arrangements with PHP for Rothwell Medical Centre and ensure compliance of tenant responsibilities. Attend site visits as required by the Landlord.
j) Manage property valuations.
k) Ensure records of any Section 106 monies available to the practice are documented.
CQC
a) Ensure Practice Registration with CQC is maintained.
b) Ensure the Practice Statement of Purpose is updated with any changes and submitted to the CQC in a timely manner.
c) Ensure policies are in place to comply with CQC regulations, working with the Practice Registered Managers.
d) Liaise with CQC inspectors, providing information as requested.
Patients Services:
Develop and oversee services which best serve the needs of the practices patient population.
a) Embrace links with other healthcare providers and social services as laid out in the Governments plans to develop a patient-led NHS.
b) Ensure that the practice complies with NHS contractual obligations in relation to patient care.
c) Maintain registration polices and monitor patient turnover and capitation.
d) Oversee and support implementation and management of effective appointment systems.
e) Routinely monitor and assess practice performance against patient access and demand targets.
f) Responsibility for ensuring systems are in place and to record, respond and learn from significant events and complaints. Oversee and support the significant events system.
g) Manage and maintain the Patient Participation Group.
Management of Operational and IT systems:
Liaise with Practice Operations Manager and IT Lead ensure the effective and efficient working systems and operational systems within the practice.
a) Liaise with IT Lead to develop the practices IT strategy.
b) Ensure that the Practice has adequate disaster recovery procedures in place.
c) Manage annual patient reconciliation and patient population audits as required by NHS England.
Manage GDPR compliance
To act as GDPR lead, alongside the Partnership, to ensure all areas of compliance, in relation to the practices external stakeholders, are in place.
a) Manage completion of the NHS Digital Data Security and Protection Toolkit.
b) Manage FOI requests.
Management of Human Resources within own areas of responsibility:
a) Work collaboratively with the GP Business Leads, Operations Manager, Nurse Manager and PCN manager to ensure the smooth running of the organisation and cover for them in their absence.
b) To maintain good communication at all times with the practice team, developing good employee/employer relationships.
c) Line management of the and HR Support of the team, along side GP Partnership, Operations Manager and external HR support. Ensure performance is managed and there is appropriate supervision of staff.
d) Develop teamwork, ensuring well-run regular staff meetings to ensure service delivery of contracts, progress projects and resolve issues within the practice.
e) Conduct appraisals. Ensure training needs are identified and develop with direct reports an annual training plan as part of the appraisal system. Ensure that training is conducted either in-house or externally.
f) Review patterns and methods of work and skills-mix for both individuals and teams to ensure their efficient and effective functioning.
g) Deal with final level disciplinary, capability, grievance matters as may be required in conjunction with the partners.
h) Responsibility for appropriate paperwork for doctors, including but not limited to:
GMC/DBS checks for Partners
Medical indemnity administration
Maintain GP revalidation / appraisal records
Partnership changes admin NPL3 etc.
Superannuation for Partners
Maintain practice mandatory training/PLT records
Other Appropriate Duties
Any other duties that may arise appropriate to the manager of a general practice.
Person Specification
Qualifications
Essential
- Educated to degree level in healthcare or business
- Good standard of education with excellent literacy and numeracy skills
- Leadership and / or Management Qualification
Desirable
- AMSPAR Qualification
Experience
Essential
- Experience of management at a senior level
- Experience dealing with external organisations at a management level
- Experience of working with the general public
- Experience of managing accounting procedures including budget and cash flow forecasting
- Experience of managing 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
- Knowledge of employment law, health and safety legislation, risk assessment
- Experience of chairing meetings and producing agendas
- Financial management experience including understanding of budgeting and cash flow
- Knowledgeable about recruitment, staff training and staff motivation
Desirable
- NHS / Primary Care General Practice experience
Skills
Essential
- Ability to exploit and negotiate opportunities to enhance service delivery
- Excellent communication skills (written, oral and presenting)
- Strong IT skills
- Customer service and complaints resolution
- Excellent leadership skills
- Strategic thinker, negotiator, skills managing conflict
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Ability to work autonomously and initiate/self-direct own workload
- Effective time management (Planning & Organising)
- Ability to network and build relationships
- Proven problem solving & analytical skills
- Ability to develop, implement and embed policy and procedure
- Ability to motivate and train staff
Desirable
- SystmOne user skills
Personal Qualities
Essential
- Polite, confident and professional
- 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
- Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
Other Requirements
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
- Maintains confidentiality at all times
- Full UK driving licence
Person Specification
Qualifications
Essential
- Educated to degree level in healthcare or business
- Good standard of education with excellent literacy and numeracy skills
- Leadership and / or Management Qualification
Desirable
- AMSPAR Qualification
Experience
Essential
- Experience of management at a senior level
- Experience dealing with external organisations at a management level
- Experience of working with the general public
- Experience of managing accounting procedures including budget and cash flow forecasting
- Experience of managing 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
- Knowledge of employment law, health and safety legislation, risk assessment
- Experience of chairing meetings and producing agendas
- Financial management experience including understanding of budgeting and cash flow
- Knowledgeable about recruitment, staff training and staff motivation
Desirable
- NHS / Primary Care General Practice experience
Skills
Essential
- Ability to exploit and negotiate opportunities to enhance service delivery
- Excellent communication skills (written, oral and presenting)
- Strong IT skills
- Customer service and complaints resolution
- Excellent leadership skills
- Strategic thinker, negotiator, skills managing conflict
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Ability to work autonomously and initiate/self-direct own workload
- Effective time management (Planning & Organising)
- Ability to network and build relationships
- Proven problem solving & analytical skills
- Ability to develop, implement and embed policy and procedure
- Ability to motivate and train staff
Desirable
- SystmOne user skills
Personal Qualities
Essential
- Polite, confident and professional
- 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
- Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
Other Requirements
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
- Maintains confidentiality at all times
- Full UK driving licence
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.
Employer details
Employer name
Rothwell & Desborough Healthcare Group
Address
109 Desborough Road
Rothwell
Kettering
Northamptonshire
NN14 6JQ
Employer's website