Practice Business Manager

Job purpose To manage, coordinate and oversee all aspects of practice functionality, motivating and managing staff, optimising efficiency and financial performance, and ensuring the practice achieves its long-term strategic objectives in a safe and effective working environment. Through innovative ways of working, lead the team in promoting continuous improvement, confidentiality, collaborative working, service delivery, learning and development, and ensure the practice complies with CQC regulations. Primary responsibilities The following are the core responsibilities of the Practice Business Manager. There may be, on occasion, a requirement to carry out other tasks. This will depend on factors such as workload and staffing levels. The Practice

Business Manager is responsible for

a) Overarching management of all clinical and administrative staff b) Managing the recruitment and retention of staff, having an effective appraisal system, and resolving disciplinary or grievance issues c) Maintaining and ensuring compliance with current HR legislation d) Ensuring that all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively e) Managing the routine financial elements of the practice, including budgets, petty cash, payroll, payments, receipts, pensions and superannuation and partners drawings. Ensuring financial and contractual scrutiny is given on all transactions and activity and set and approve budgets when required f) Ensuring the practice explores all opportunities to maximise income and reduce expenditure in collaboration with the partners g) Briefing partners, quarterly, on all financial matters, including forecasting and future sustainability h) Managing contracts for services, e.g., cleaning and building maintenance i) Coordinating the procurement of practice equipment, supplies and services j) Coordinating the reviewing and updating of all practice policies and procedures k) PCN working with the practices clinical lead to ensure that the practice team are kept up to date on PCN activities, future and recruitment opportunities, briefing the partnership when required. l) Leading and coordinating all projects within the practice (this would include developing the PCN, the further development of the practice, planning, risk-assessing and staffing reviews) m) Coordinate and oversee the administration of the GP trainees and medical students, ensuring all correspondence is dealt with in a timely manner and all claims are submitted for payment, adhering to the time scales n) Managing the compilation of practice reports, the practice development plan and business continuity plan, exploring examples of good practice to influence the planning of the surgerys priorities which may include writing business cases and service level agreements o) To provide visible management and leadership for the practices on both sites, ensuring that the practice staff are always aware of local and national policy and service updates and opportunities, developing the role as a local leader of health and care provision within the local healthcare economy p) Working with the team to reach QOF (Quality and Outcomes) targets and all other quality incentive schemes signed up to by the practice q) Adopting a strategic approach to the management of all patient services matters r) Ensuring ongoing practice CQC compliance. Managing the process by which the practice maintains registration under the CQC. Working with the registered manager, partners, and the team in preparation for CQC inspections s) Developing and coordinating an effective communication strategy (internal and external) and overseeing the communications for internal and external use, such as the practice newsletter, website and social media. t) Overall responsibility for all the incoming emails into the practice including NHS E, ICS, and other external agencies, ensuring they are viewed, actioned and forwarded when required, also developing the utilisation of generic email boxes for the management team u) Ensuring the practice maintains compliance with its NHS contractual obligations v) Provide support to the partners and the partnership to ensure excellent team-working and a sound legal framework, including the recruitment of new partners, organisation of awaydays, and planning meetings, ensuring GP rotas and holiday arrangements are managed efficiently w) Ensure effective partners meetings and practice meetings with clear agendas, minutes and action plans, x) Marketing the practice appropriately y) The management of the Patient Participation Group z) Management of all complaints in line with current legislation and guidance aa) Managing of estates and facilities, including health and safety aspects such as risk assessments and mandatory training bb) Work with the team and external

IT providers to ensure that

The practices IT system and other technology (including alarms, phone systems, etc.) are secure, efficient and compliant with all relevant legislation. Ensuring all practice staff are given the training necessary to enable them to use the IT systems as safely and effectively as possible. cc) Running searching and interpreting data analysis when required dd) Ensuring compliance with IT security and IG in liaison with the external Data Protection Officer ee) Coordinating the practice diary, ensuring meetings are scheduled appropriately Secondary responsibilities In addition to the primary responsibilities, the Practice Business

Manager may be requested to

a. Deputise for the Partners at internal and external meetings b. Act as the primary point of contact for NHS(E), ICS, community services, suppliers and other external stakeholders c. Partake in audit as required Personal development The postholder will be expected to: Manage their own time effectively, and plan and meet personal and practice targets Manage their own personal development through reflection and feedback from Partners and colleagues and participate in an annual appraisal Ensure that personal training needs are identified and met Th Job Pack has been added as a document - which also includes the Interview schedule