Practice Business Manager in Chichester

To manage the Practice in an efficient and cost-effective manner and to provide leadership and motivation to members of the Practice, whilst looking forward for new opportunities for the Practice and maintaining existing income streams. The Business Manager will have overall responsibility for the leadership and operation of the Practice and work with senior staff members to ensure that the day-to-day running of the Practice is carried out safely, efficiently and effectively and that all staff members work as a cohesive team. They will provide directional support to all members of the Practice and the extended Primary Care Team. The Business Manager will need to look further than today's challenges and keep abreast of changes within the NHS, in particular relating to Primary Care Networks, Neighbourhoods, NHS organisational structures, and changes to ICBs and other local Trust organisations. The Business Manager will enjoy strategic thinking and exploring new ways of working.

Main duties of the job

• Practice Organisation
• GMS Contracts
• Quality & Outcomes Framework
• Enhanced Services, Projects, Pilots, Income opportunities
• Strategic Planning
• Complaints & Significant Events
• Practice Finance
• HR Management
• Private Income revenues
• Management of Dispensary
• Health & Safety

About us

We are a training practice based in central Chichester. Our list size is 14,000. We have a mixed demographic population. We currently have 3 partners, 6 salaried GPs, 2 Paramedics, 1 ANP & an in-house Pharmacist. You will be working closely with the Practice Manager, Deputy Practice Manager and Leads from each department.

Job responsibilities

PRACTICE ORGANISATION: Attend, lead and contribute as necessary to monthly Partners and Senior Staff meetings. Ensure that meeting decisions are recorded and acted upon. Support and plan in-house training events in collaboration with the Practice Manager. In conjunction with the Practice Manager, lead on any regulatory reviews.

Quality and Outcomes Framework: Co-ordinate work relating to the Quality and Outcomes Framework to ensure that requirements are met, prevalence maintained and increased where appropriate to do so and maximum points attained wherever possible. Lead and coordinate end of year returns, prepare for and lead any CCG/NHS England reviews or probity visits.

Enhanced Services, Projects, Pilots, Income opportunities: Responsible for evaluating all new Enhanced Services and Locally Commissioned Services for profitability and viability as they are offered. Responsible for ensuring such services are delivered in the most cost-effective way if accepted. Deliver a programme of review, to ensure NES, DES, LCS remain profitable. After evaluation and agreement, ensure that the Practice signs up, submits bids where appropriate and profitable for the Practice to do so, for ICB and Neighbourhood projects, pilots and new income opportunities. Monitor contracts and undertake monthly, quarterly, annual claims as required in a timely manner. Ensure that associated evidence and audit requirements are completed.

Strategic Planning: Work with Partners to review and develop the Business Plan, and maintain the Emergency Plan. Contribute to the Practice strategy, searching out new opportunities and evaluating the feasibility of proposed objectives. Ensure that objectives are implemented and reviewed. In conjunction with the Partners and the Business plan, develop and implement any change necessary to meet new demands on the practice from internal or external sources. Plan, co-ordinate and monitor staff activities to ensure efficient service to patients and support to doctors. Stay fully informed of national, regional and local developments in primary health care. Develop and maintain effective networking working relationships with key organisations and stakeholders to ensure the Practice is well placed to take advantage of any opportunities for development as they occur. Take part in workshops as invited by the ICB, NHS ENGLAND, LMC and other bodies to ensure that the practice keeps abreast of developments in the NHS. Manage the practice in line with aims and objectives agreed with the Partners.

Federating opportunities, Primary Care Networks: Develop commissioning process with the Partners. Identify existing resources and services and determine how we can use our in-house skills as providers for CMG and on behalf of, or with other providers. Ensure that medicines management work streams for the Medicines Optimisation Scheme (MOIS) are implemented if well remunerated. As part of CHAMP, assist in analysing referral patterns by using current referral data to attend meetings with the WSPMS and Champ PCN Group to keep abreast of emerging NHS.

General Administration: Ensure Practice protocols and procedures are regularly revised and kept up to date and assist in the training of staff. Initiate and participate in development of effective systems of communication and co-operation between doctors, staff and other members of the primary health care team. Review the electronic filing system, and put in place effective systems to streamline and reduce duplication. In conjunction with the Practice Manager embrace opportunities for digital transfer of information. Be responsible for dissemination & action of all patient safety alerts. Maintain effective systems for monitoring compliance with these alerts. Be responsible for collection and collation of statistics, prepare reports and undertake research as required and the submission of annual and ad hoc reports to both internal and external NHS agencies.

Complaints and Significant Events: Dealing with complaints from patients is primarily the responsibility of the Practice Manager, but the Business Manager will review procedures and outcomes with the team as required. The Business Manager will undertake analysis of Significant Events and ensure they are reported, acted upon and learning outcomes implemented. The Business Manager will present annual review of Significant Events to the Partnership and management teams.

PRACTICE FINANCES NHS: The Practice Manager is responsible for the day-to-day administration of general accounts, payroll and pensions. The Business Manager will have an overview of how these operate and should be able to undertake basic payroll and relevant submissions to cover the Practice Manager in absences. The Business Manager is responsible for overseeing the accounts, determining Partners drawings and ensuring that annual budgets are established and monitored. The Business Manager will report key financial budget lines for discussion with Partners on a quarterly basis. The Business Manager will review Iris profit and loss accounts and meet with the Practice Manager on a monthly basis to review forecasts and any budgetary concerns. Through the Practice Manager the Business Manager should ensure all VAT returns are submitted in a timely manner. The Business Manager will have an understanding of what services and procedures attract VAT in conjunction with support from the Accountant. The Business Manager will support the Practice Manager with end of year accountant submissions and queries. The Business Manager is responsible for all E/S and LCS claims submissions, QOF submission, CQRS and any annual or ad hoc financial bids. The Business Manager should have an understanding of the implications of changes to contractual obligations and recognise any new financial opportunities that arise and ensure the Practice is well placed to take advantage of these. The Business Manager will seek to maximise income, explore and develop potential income streams from opportunities that may arise. Develop appropriate bids for resources as required for submission to the ICB, NHS ENGLAND and the Kent, Sussex and Surrey Deanery. The Business Manager will liaise with Accountant, Bank Manager, NHS Sussex and NHS England as required. The Business Manager will work with the PCRN to evaluate possible research projects and to explore the possibility of getting involved with industry studies. The Business Manager will look to explore and develop new income streams.

HUMAN RESOURCES AND MANAGEMENT OF STAFF: Through the Practice Manager, ensure all staff are recruited in line with latest legislation and staff employment policies and contracts are reviewed and updated to reflect necessary changes.

MANAGEMENT OF PREMISES: Identify and obtain resources for major Improvement schemes.

INFORMATION TECHNOLOGY: To take the lead in the planning and implementation of IT projects.

PATIENT SERVICES: Lead in the planning, development and implementation of systems and procedures for managing new patient services. Initiate and participate in new policies and procedures with partners to aid and improve.

HEALTH AND SAFETY: Ensure compliance with legislation relating to health and safety with the Practice Manager. With the Practice Manager develop a risk management strategy, institute and organise health and safety policies and procedures.

MANAGEMENT OF DISPENSARY: Explore all opportunities that keep capitation stable for the dispensary. Support the Dispensary Manager, negotiate contracts with suppliers and pharmaceutical companies.

Person Specification

Qualifications: GCSE - A-C, A recognised Management Qualification, Previous Management role in primary care setting, Knowledge of accounting & payroll Packages, Use of TPP system.

Ability to lead, motivate & make decisions. Good IT Skills. Excel Spreadsheet, PowerPoint and other Microsoft programmes. Evidence of Implementing Change.

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.