Assistant Business Manager

NHS; Wigan; On-site; GBP 40,000 - 50,000; Full time

Job summary

A healthcare organization in Wigan seeks a practice manager to oversee the smooth operation of three GP practices. The role includes responsibilities in HR, finance, and compliance with health regulations. The ideal candidate should possess excellent managerial skills and relevant qualifications, with at least 2 years of management experience. Strong communication and organizational skills are essential for success in this position.

Qualifications

• At least 2 years management experience.
• Strong financial management skills including budget control.
• Understanding of health and safety legislation.

Responsibilities

• Assist in the smooth running of the GP practices.
• Manage staff and optimize practice performance.
• Ensure compliance with Care Quality Commission requirements.

Skills

Strong organisational skills

Financial management skills

Excellent communication skills

Ability to manage change

Education

Degree or equivalent experience

Qualifications in management

Tools

EMIS

TPP (SystmOne)

Job description

This roleinvolves supporting the Business Managers in coordinating, administrating,financial and operational tasks including HR and Health & Safety to supportstrategic objectives and enhance business performance.

Main duties of the job

To assist in the smooth running of the three GP practices as part of the Business Managers team.

Reporting to the Business Managers (BMs) on a regular basis regarding all aspects of the surgery, HR /Finances/contracts etc.

About us

We are a three Practice organisation led by a group of family GP Partners across Lancashire & Greater Manchester with locations at Burscough, Skelmersdale and Winstanley.

Job responsibilities

Job Summary

To help manage and coordinate all aspects of the practices day-to-daybusiness, motivating and managing staff, optimising efficiency and financialperformance, and ensuring that the practices achieves its long-term strategies.

Accountability

Accountable to the Business Managers and GP Partners.

Duties and Responsibilities

Practice Development, Contract Management and LegalRequirements

Support the BMs & GP Partners with strategic planning with projectplanning and financial reports.

Identify efficiencies and new business opportunities

Ensure all contracts and service agreements are prepared and signed asagreed by the partners

Monitor the implementation of all contracts and service agreements

Management responsibility for the requirements of the Care QualityCommission to include accurate recording of the practices and partners on theCQC register and an accurate Statement of Purpose.

Compliance with CQC requirements.

Complaints Manager for all complaints and investigations.

Management of Human Resources:

Ensure Practices are staffed and resourced within the budget by peoplewith appropriate skills, experience and commitment to provide the professional,technical, administrative and inter-personal expertise needed.

Ensure HR and training policies are up to date.

Assist in developing the communications structure in the Practices sothat all meetings have an identified purpose, feed into each other, andfunction effectively.

Ensure the effective recruitment, selection and induction of new staff.

Provide clear and up-to-date contracts of employment, employmentpolicies and procedures, and staff handbook in line with good employmentpractice.

Manage performance and ensure appropriate supervision of staff.

Ensure optimum staffing levels at all times and manage holiday andsickness absences.

Develop teamwork, ensuring well-run regular staff meetings andorganising away-days and social functions.

Continue to run the existing effective staff appraisal scheme.

Ensure the personal development and training of all staff.

Deal with grievances and disciplinary matters as may be required inconjunction with the BMs and GP Partners.

Maintain proper personnel and attendance records.

Review pay and conditions of staff and advise the BMs and GP Partners accordingly.

Ensure that all statutory requirements are fulfilled and adopt changesas and when they occur.

Ensure confidentiality is maintained at all times and encourage theprofessionalism of all staff.

Ensure training needs are identified and develop with each staff memberan annual training plan as part of the appraisal system. Ensure that trainingis carried out either in-house or externally.

Management of financial resources:

Responsible to the Business Managers and GP Partners for the effectiveuse of practice finances, working closely with the practice accountant to planeffective budgetary control, ensuring cost efficiencies and maximisation ofprofitability.

Ensure efficient working methods and best use of resources.

Ensure sensible control of expenditure whilst ensuring necessaryinvestment in resources.

Ensure all income-generating opportunities are explored and maximised.

Provide budgetary and cash flow forecasting to the partners.

Ensure policies and procedures to protect the practice against fraud andfinancial mismanagement.

Ensure the outsourced payroll function is properly managed, includingpayment of staff salaries, tax, NI, management of the NHS Pension Scheme andsubmission of end of year financial information.

Ensure correct payment of supplies and expenses.

Ensure correct billing for services and systems to reclaim monies owedto the practice.

Ensure appropriate control of the petty cash account.

Management of Information Technology systems:

Ensure the effective management of information within the practices andwith outside agencies.

Ensure the functioning and best use of the practices clinical computersystems EMIS & TPP (SystmOne).

Ensure that appropriate computer searches, audits and reports are carriedout.

Ensure the training of all personnel and users of the practice ITsystems.

Ensure maintenance of hardware and replacements as required.

Ensure policies against the misuse of the Internet and emails.

Explore further development of practice website, on-line appointmentsand prescribing systems.

Ensure confidentiality of data and conformity to the Data Protection Actand Medical Records and Reports Acts, the Freedom of Information Act and theCaldicott Report.

Annual IG Toolkit compliance and submission.

Management of partnership issues:

Provide support to the BMs and GP Partners to ensure excellentteam-working and a sound legal framework.

Ensure effective meetings with clear agendas, minutes and action plans.

Assist in the recruitment of new staff.

Ensure decision-making relating to the partnership is documented.

Ensure medical indemnity for all clinicians is up-to-date.

Ensure clinical staff rotas and holiday arrangements are managedefficiently.

Management of operational systems:

Ensure the effective and efficient working systems and operationalsystems within the practice.

Review and ensure that all operational systems, including theappointments system, messages, visits, results, prescribing systems, access,incoming mail, scanning, etc. function at an optimum level at all times.

Ensure systems under the Quality and Outcome Framework (organisationaland clinical) and enhanced services operate at optimum levels to achieve thehighest targets possible.

Management of premises, equipment and stock:

Advise the practice in making full and effective use of its currentpremises, equipment and stock.

Ensure that the purchase and control of supplies, drugs and equipmentmeets the current and future needs of the practice.

Ensure maintenance, decorating and cleaning of premises is effectivelycarried out.

Ensure appropriate insurance of premises, equipment and stock.

Ensure security measures of premises and personnel, including intruderalarms, fire alarms and panic buttons. Be prepared to respond to out of hoursalarm calls.

Ensure adherence to health and safety and fire procedures throughout thepractice and relevant training and updates are undertaken as required by allpractice staff.

Ensure CQC compliance through risk assessments.

Develop services which best serve the needs of the practices patientpopulation.

Manage the Patient Participation Group. (currently do not have a groupin all Practices)

Ensure health promotion campaigns targeted to relevant groups.

Develop child and family-friendly policies.

Carry out and reviewing patient satisfaction surveys.

Manage patient complaints, either informal or formal, using thepractices in-house complaints procedure.

Ensure significant event audits and learning plans.

Ensure patient information is up-to-date and available, such as thepatient leaflet and web site.

Personal Development:

Manage own time effectively, plan and meet personal and practicetargets. Ensures own personal development through reflection and feedback from BMsand GP Partners and colleagues. Ensure that personal continuing training needsare identified and being met.

Other Appropriate Duties

Any other duties that may arise appropriate to the manager of a generalpractice.

Person Specification

• Commitment to delivery of excellent clinical care to the practice population
• Ability to cope with change and manage change within the practice
• Ability to manage own workload with initiative, flexibility and autonomy
• High standards of professionalism and honesty; tact and patience when dealing with colleagues
• A commitment to non-discrimination, both in recruitment and in service delivery

Qualifications

• Educated to degree level or equivalent experience
• Strong organisational and time management skills
• Strong financial management skills, including budget control and planning and financial analysis and reporting
• A logical approach to problem solving
• Ability to build strong teams
• Excellent interpersonal and communication skills (both written and verbal)
• Ability to make effective decisions under pressure
• Understanding of the importance of high standards of medical care
• Understanding of the importance of confidentiality
• Qualifications in management/practice management, degree level qualifications
• Knowledge of health and safety legislation
• Some knowledge of Employment Law
• An ability to troubleshoot technical problems with IT equipment and systems

Experience

• At least 2 years management experience
• Strategic planning
• Dealing with the public
• Successful team working and leadership
• Financial record keeping, including PAYE
• Developing new systems and services
• Chairing and minuting meetings
• Previous experience of NHS management, either in primary and/or secondary care.
• Experience of staff recruitment and selection
• Teaching/training 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.