Practice Business Manager in Burry Port

We are seeking a highly organised and dynamic Practice Business Manager to oversee the daily operations of our GP practice. The successful candidate will play a pivotal role in ensuring the smooth functioning of the practice, fostering a positive environment for staff and patients alike. This role offers an excellent opportunity for individuals with strong leadership skills and supervisory experience to contribute to the growth and efficiency of our practice.

Main duties of the job

• Supervise and coordinate the activities of clinical and administrative staff to ensure high standards of patient care and operational efficiency.
• Manage appointment scheduling, patient records, and billing processes, maintaining compliance with relevant regulations.
• Develop and implement policies and procedures to optimise practice performance.
• Lead staff recruitment, training, and performance appraisals to foster a motivated and competent team.
• Monitor financial performance, including budgeting and resource allocation, to support sustainable growth.
• Liaise with healthcare professionals, suppliers, and external agencies to facilitate seamless service delivery.
• Ensure adherence to health and safety standards, including infection control protocols.
• Handle patient complaints or concerns professionally, ensuring a positive patient experience.

About us

Meddygfa Tywyn Bach is a busy GP practice serving around 7500 patients in a densely populated community. The population is predominantly older, with growing demand as new residential developments continue to expand the area. The practice is a two partner organisation supported by salaried GPs and a wider multidisciplinary team, and is now looking for a Practice Manager who can help guide the practice through this period of growth and change.

Key Responsibilities

• Strategic and Operational Leadership
  • Support the Partnership to set strategic priorities and translate them into workable plans.
  • Lead organisational development and manage change effectively as the practice grows.
  • Identify risks, opportunities and service pressures, offering practical solutions and recommendations.
  • Ensure day to day operations run smoothly, delegating appropriately while maintaining oversight.
  • Coordinate Partnership and practice meetings; follow up actions to completion.
• Governance, Compliance and Risk
  • Maintain robust governance arrangements, including clinical audit coordination and action tracking.
  • Ensure GDPR compliance and Information Governance Toolkit submissions.
  • Maintain and update practice policies, procedures and guidelines.
  • Oversee significant event reviews and risk management, ensuring learning is embedded.
  • Ensure compliance with legal requirements including employment law, health and safety and the GMS contract.
• Patient Services and Communication
  • Ensure efficient, high quality reception and administrative services.
  • Oversee patient communication including digital channels, website content and written materials.
  • Lead on complaints handling in line with Welsh Government expectations.
  • Support public engagement and the profile of the practice within the local community.
• Financial and Business Management
  • Manage budgets, cashflow and overall financial performance.
  • Ensure accurate income claims, reconciliation of monthly statements and reporting to partners.
  • Monitor contractual performance and maximise income opportunities.
  • Prepare business cases for service changes or investment.
  • Oversee payroll, pensions processes and partner drawings in liaison with accountants.
• Human Resources and Workforce Development
  • Lead recruitment, selection and induction for all staff groups, including salaried GPs.
  • Carry out workforce planning, workload analysis and skill mix reviews.
  • Oversee appraisal processes, training needs analysis and development planning.
  • Manage HR issues including sickness, performance, capability, grievance and disciplinary procedures.
  • Maintain compliance with employment law and professional registration requirements.
• Premises, IT and Business Continuity
  • Oversee day to day management of premises, equipment and security.
  • Ensure maintenance schedules, calibration, PAT testing and stock control.
  • Manage landlord liaison where applicable.
  • Lead IT planning, implementation and optimisation, ensuring systems are used effectively.
  • Maintain and test the Business Continuity Plan.

Person Specification

Experience

• Significant management experience in a complex environment (healthcare, business management or similar).
• Strong leadership skills with the ability to motivate and support diverse teams.
• Excellent organisational skills and the ability to prioritise competing demands.
• Demonstrable experience of financial management, budgeting and reporting.
• Experience in HR management including recruitment, induction and handling employee relations issues.
• Clear understanding of governance, compliance and information management.
• Confident IT user with the ability to learn new systems quickly.
• Excellent communication skills, both written and verbal.
• Ability to analyse problems, identify solutions and implement change effectively.

Personal Qualities

• Approachable, confident and able to build strong working relationships.
• Comfortable making decisions and providing clear advice.
• Calm under pressure with a pragmatic, solution focused approach.
• Professional, discreet and committed to high standards of confidentiality.
• Positive attitude and willingness to adapt as the practice develops.
• Experience in primary care or NHS Wales.
• Knowledge of Welsh Government contractual requirements and quality frameworks.
• Experience of working with multidisciplinary clinical teams.
• Project management or business planning experience.
• Experience with clinical systems and data quality processes.

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.