General Practice Business-Operations Manager inStanmore inStanmore PUBLISHED 20 OCT 2024

We are looking for an enthusiastic, motivated and highly skilled Business-Operations Manager to join our friendly team.

Honeypot Medical Centre is a forward-looking, innovative general practice, serving a population of 18,000+ patients. We believe in retaining the traditional values of general practice, including a strong patient-centred ethos, while embracing innovation and technology to provide a general practice fit for the future. We embrace skill-mix with an extensive team, including GPs, advanced nurse practitioners, practice nurses, pharmacists, first contact physiotherapists, mental health practitioner, physician associate, social prescribing link workers and health care assistants. We are a training practice approved to train GP registrars, F2 doctors and medical students and are committed to training the future generation of doctors and GPs. We are an integral member of our Primary Care Network and our Senior Partner is the Clinical Director. We have newly built modern, attractive premises and our own staff car park.

We are looking for an inspiring leader with strong interpersonal skills, from team-building to performance management, with effective decision-making and communication skills. Applicants should be able to solve problems efficiently and have excellent knowledge of general practice as well as excellent IT skills. Applicants should be well organised with the ability to work under pressure, be focused and approachable with a strong 'can do' attitude.

Job Summary:

1. To ensure the effective and efficient management of the practice, optimising quality patient care and services

2. To be the practice Human Resource lead, ensuring motivation and productivity of staff working in the practice.

3. To ensure optimum and effective operations and systems in the running of the practice.

4. To ensure the profitability of the practice, in line with contractual, NHSE and legislative guidelines, including maximising income and ensuring cost-efficiency.

5. To provide guidance to the partners on any NHS developments and legislative changes which may affect the general management of the practice.

6. To ensure compliance with all regulatory and CQC standards, including current health and safety, employment, data protection and also all relevant legislation.

7. To ensure the practice achieves local and national key performance indicators and targets

About us

Accountability

Accountable to the Partners of the practice, with day to day working and mentoring from the Managing Partners.

Main Duties/Key Tasks

Human Resources

• To ensure that the practice is staffed and resourced within budget by persons with appropriate skills, experience and commitment to provide the professional technical, administrative and interpersonal expertise needed.
• To lead practice recruitment of staff
• To ensure that all training, development and induction of staff is undertaken in line with practice policies and procedures ensuring excellent customer care.
• To carry out appraisal and supervision meetings for directly line managed staff and others as appropriate
• To manage staff leave requests and absence
• To deal with disciplinary and grievance procedures
• To keep abreast of employment law and revisions ensuring that the practice meets its statutory obligations

Operations and IT

• To ensure the efficient operational running of the practice IT Systems
• Ensure the appropriate training of all personnel and users of the Practice IT systems
• Lead on IT crisis prevention and develop systems to protect security of data.
• Ensure policies against the misuse of the Internet and emails are updated

GDPR and Data Protection

• To ensure confidentiality of data and conformity to the Data Protection Act and Medical Records and Reports Acts, the Freedom of Information Act and the Caldicott Report.
• To act as the principal point of contact in relation to all Data Protection matters
• To review and update all data protection policy with regard to current legislation
• To ensure staff are fully trained in all data protection matters
• To manage all data protection breaches in line with legislation

Finance

• Responsible to the Partners for the effective use of Practice finances. Working with the Partners and Practice accountant to plan effective budgetary control, ensuring cost efficiencies, best use of resources and maximisation of profitability. In particular:
• To lead on the development and preparation of practice financial management systems, reports and business plans for the partners
• Ensure policies are in place and up to date to protect the Practice against fraud and financial mismanagement.
• To oversee the the practice achieving national and local targets and standards to optimise income
• To assimilate payroll information and deal with pensions and partner drawings
• To ensure that correct monthly claims for payment and billing for services are submitted in good time
• To ensure there are effective controls of expenditure whilst ensuring necessary investment in resources.
• To ensure all income-generating opportunities are explored and maximised.
• To provide regular budgetary and cash flow forecasting to the Partners.
• To manage the Practice's bank accounts.
• Ensure correct payment of suppliers and expenses.
• Ensure appropriate control of the petty cash account.
• Ensure accurate bookkeeping, monthly bank reconciliations and preparation for the Practices year-end accounts.
• Regulatory compliance
• To ensure compliance of CQC requirements within the surgery, supported by relevant practice policies.
• To manage the process by which the Practice maintains registration under the CQC
• Support the Partners through any inspection visits from the CQC.
• Implement and follow up any action or improvements required by the CQC, in order to maintain registration.
• Ensure that the practice is meeting all statutory and legislative requirements.

Health and Safety and Premises

• To act as the responsible Health and Safety Officer
• To ensure appropriate risk assessment as required by legislation is carried out
• To ensure all Health and safety policies are kept up to date and that staff are appropriately trained and adhere to the requirements of policy and legislation
• To ensure the premises meet all infection control requirements
• To ensure that the buildings, services and facilities are well maintained and that regular servicing and testing as required by legislation is carried out
• To advise the partners in making full and effective use of its current premises, equipment and stock.

Patient Services

To ensure the practice is delivering accessible, equitable and quality patient services

• To ensure the practice has an effective patient participation group
• To ensure the practice meets all requirements for patient feedback and management of complaints in keeping with NHS standards
• To ensure the practice provides accessible information to patients
• To ensure the practice website is kept up to date with relevant information and in keeping with NHS standards

Other Duties

• To provide strategic management for the practice and ensure that a long-term plan and risk analysis is carried out and reviewed regularly.
• To attend appropriate meetings on behalf of the Partners including with relevant stakeholders
• To ensure that significant event reviews are carried out in an effective manner and learning is embedded into the practice
• To plan, manage and review all practice policies, systems and procedures ensuring efficient and effective work process
• Regularly review the organisation and developments within and outside the practice which will impact directly or indirectly. This includes involvement in local and national agencies which formulate and influence primary health care strategy.
• Ensure the effective and efficient working systems and operational systems within the Practice.
• Any other tasks as requested by GP Partners