Business Manager inAlton inAlton PUBLISHED 17 DEC 2023

DR VE HAMPTON & DR SJ LEGGETT

ALTON SURGERY, HURSTONS LANE, ALTON, STAFFS, ST10 4AP

JOB TITLE: BUSINESS MANAGER

REPORTS TO: THE PARTNERS (Dr Victoria Hampton & Dr Sarah Leggett)

HOURS: PART TIME, MINIMUM 12 HOURS A WEEK (negotiable)

SALARY: BY NEGOTIATION

WORKING DAYS: BY NEGOTIATION

JOB SUMMARY

Alton Surgery is looking to appoint a business manager to support our organisation. This role is a part time role of 15 hours per week offered Monday to Friday.

MAIN DUTIES OF THE JOB

To be an experienced and pro-active management professional able to take responsibility for the day-to-day financial functions or the practice, supported by our experienced team.

You will be able to demonstrate a successful track record in the following key areas:

Excellent organisational and interpersonal skills.

Business and financial skills.

IT literate, experienced in MS Office, Word and Excel.

Experience in General Practice or the NHS is desirable, but not essential.

KEY RESPONSIBILITIES

ACCOUNTS

Financial responsibility for all aspects of the partnership business.

Maintaining an effective liaison with the accountant and overseeing practice accounts, ensuring year-end figures are presented.

Understand and apply regulatory and fiscal obligations as determined by external organisations such as HMRC, NHSE, CQC, DSQS and interpret changes across the organisation.

Manage practice budgets and seek to maximise income.

Review all income and expenditure statements, identifying any inaccuracies and rectifying such issues.

Download all Open Exeter statements and ICB remittance advices and reconcile with payments received in the Practice account.

Monitor cash flow, prepare monthly forecasts and reports to the Partners and determine Partners drawings and management of same.

Manage appropriate systems for handling and recording of monies received through merchant banking, cash, cheques and petty cash.

Accurate receipt/payment of reimbursable and non-reimbursable payments to the Community Health Partnership (Landlords).

Payment of accounts due from the Practice.

Ensure systems are in place for invoicing private work and chasing up outstanding payments.

SALARIES

Liaise with IRIS Payroll for the payment of staff salaries.

Prepare monthly spreadsheet for IRIS Payroll ensuring that all payments and deductions are included.

Check documentation received from IRIS Payroll is correct raising any issues before final approval is given.

Return the End of Month documentation so that salaries can be paid on last Friday of each calendar month.

Schedule staff salary payments onto practice bank account for payment.

Schedule payment for HMRC onto practice bank account so that payment is made on the 12th of each month or first working day thereafter to HMRC. Pension contributions are scheduled by IRIS Payroll to be made on 12th of each month or first working day thereafter and taken from the practice bank account by direct debit.

ENHANCED SERVICES AND QOF

Run searches for Enhanced Services on the clinical system and upload data onto the CQRS site or submit to relevant body.

Raise relevant invoices for Enhanced Services undertaken e.g. Warfarin monitoring.

Maintain spreadsheet to monitor Enhanced Services return.

OTHER DUTIES

Deputise for the practice manager in their absence.

Attend and actively participate in practice management meetings.

Attend any external meetings pertinent to the role of Finance Manager

Ensure compliance with all relevant laws, regulations, and professional standards, staying updated on changes and implementing necessary changes.

Generic Responsibilities

Equality, Diversity, and Inclusion

The post-holder will support the equality, diversity, and rights of patients, carers, and colleagues.

Safety, Health, Environment and Fire (SHEF)

The post holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures, and guidelines.

Confidentiality

In the performance of the duties outlined in this job description, the post holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

Information relating to patients, carers, colleagues, other healthcare workers, or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Quality and Continuous Improvement

The post holder will look for opportunities to improve quality and share good practice and to discuss, highlight and work with the team to create opportunities to improve patient care. They will also contribute to investigations and root cause analyses whilst participating in serious incident investigations and multidisciplinary case reviews where required.

Learning and development

The post-holder will participate in any training programme and performance review implemented by the practice as part of this employment.

Collaborative working & communication

The post-holder should recognize the importance of effective communication and collaboration within the team and will strive to communicate effectively with other team members, patients, carers, and other stakeholders. They will also recognise peoples needs for alternative methods of communication and the need to support others.

Person Specification

Personal Qualities

Essential

• Polite and confident.
• Flexible and cooperative.
• Motivated and Proactive.
• High levels of integrity and loyalty.
• Empathetic and patient-oriented with a commitment to providing excellent patient care experiences.
• Excellent interpersonal skills.
• Ability to think strategically and contribute to the development and implementation of long-term practice goals and initiatives.
• Ability to use initiative and judgement.
• Forward thinker with a solution focused approach
• 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.

Skills

Essential

• Excellent communication skills (written, oral and presenting).
• Ability to prioritise, delegate and work to deadlines.
• Effective time management.
• Ability to exploit and negotiate opportunities to enhance service delivery.
• Excellent IT skills and systems knowledge, with a willingness to adapt to new technologies.
• Strategic thinker and negotiator.
• Ability to network and build relationships.
• Proven problem solving & analytical skills.
• Ability to develop, implement and embed policy and procedure.

Desirable

• EMIS experience.
• Teamnet experience.
• IRIS business software experience.
• Leadership skills.
• Ability to train and develop staff.

Experience

Essential

• Experience of managing accounts
• Experience of maintaining financial information systems
• Experience of financial planning and forecasting
• Experience of successfully developing and implementing projects

Desirable

• Experience of working in a healthcare setting
• Experience of primary care/running costs for NHS organisations
• Experience of chairing meetings, producing agendas and minutes
• Experience of managing accounting procedures including budget and cash flow forecasting
• Experience of managing multidisciplinary teams
• Relevant health and safety experience

Qualifications

Essential

• Excellent standard of education with excellent literacy and numeracy skills

Desirable

• Business and/or Practice Management Qualification
• AAT Accounting qualification

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

Dr V Hampton & Dr S Leggett

Address

Alton Surgery

Hurstons Lane

Alton

Stoke-on-Trent

ST10 4AP

Telephone:

Email:

Employer's website

Homepage - Alton Surgery

For questions about the job, please contact:

Mrs. Jenny Manley, Business Manager, on

Salary

To be negotiated

Contract

Permanent

Working pattern

Part time

Notes:
The job description and person specification may be amended following consultation with the post holder to facilitate the development of the role, the organisation, and the individual.

All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the organisation.

Alton Surgery is looking to appoint an additional business manager to support our organisation. This role is a part time role of 15 hours per week offered Monday to Friday with an opportunity for flexible working. Alton Surgery sits at the heart of Alton Village in the Staffordshire Moorlands. We are a dispensing practice who serve a rural community of 2700 patients. Our team consists of two GP partners, a practice nurse, a HCA, a practice manager, a business manager, and administrative and dispensing staff. We are part of the Moorlands and Rural Primary Care Network and work as teaching and training practice.

We are ideally looking for an experienced, confident, forward-thinking individual who will support our team and work collaboratively with the partners, practice manager and PCN. We would like you to provide business and financial management skills to enable the practice to meet its agreed aims and objectives within a profitable, efficient, safe, and effective working environment.

The position is for the financial aspect of the Practice. The duties and responsibilities are in the attached job description.