Job Description

MORRIS HOUSE GROUP PRACTICE

JOB DESCRIPTION

JOB TITLE: BUSINESS MANAGER

REPORTS TO: THE PARTNERS

HOURS: 40 hrs/week - Full-Time

Job Summary:

One of several key management positions within the practice, the post holder will support the Management Partner by:

Working with the Deputy Practice Manager to manage the day-to-day running of the practice Responsible for HR and employment law requirements within the practice
Leading administratively on finance providing administrative support and services to all members of the Practice Team

In the absence or in support of the Finance Officer, oversee the routine duties to ensure financial accuracy

Coordinating purchasing and stock control Delivering general administrative support to the Practice Team
Supporting the effective delivery of patient services

Leading with IM&T

Managing premises Acting as lead communications liaison with external stakeholders Manage the public relations of the practice in agreement with the Leadership Team Identify business opportunities for the practice and lead on bidding for services under the agreement of the Partners Constantly review the financial model of the practice and identify cost efficiencies in agreement with the Partners Project manage practice initiatives in a cost effective model Assist the Leadership Team with the marketing of the Practice and its promotion within the local community
While there is some task division there will be some necessary overlaps with the Deputy Practice Manager (Workforce & Clinical Management) and the Finance Officer.

There will, on occasion, be a need to be prepared to deal with the unscripted and the unexpected.

Job Responsibilities:

Leadership

Identify business opportunities for the practice and lead on bidding for services under the agreement of the Partners

Constantly review the financial model of the practice and identify cost efficiencies in agreement with the Partners

Project manage practice initiatives in a cost effective model

Lead by example and further develop a positive and professional team culture

Be proactive and have an innovative and enthusiastic approach to undertaking challenges and problem solving, often with short notice

Take full ownership of key, long term operational projects

Maintain routine, effective communication with the Leadership Team

Organisational & Operational Delivery

Work with the Leadership Team to initiate, implement, develop and review all policies and procedures to aid and improve practice organisation and provision of services for appropriate members of practice team Provide, collect and collate relevant practice statistics, prepare reports and undertake research in order to provide relevant information, to meet targets and ensure the efficient and cost-effective running of the practice Participate in the planning, development and implementation of systems and procedures for patient advice and information Prepare the Practice for any inspections, including CQC, Infection Prevention and Control etc
Identify and notify of any inefficiencies and make recommendations on enhancements

Support the Management Partner in liaising with the practice's insurers at annual renewal and in the event of any practice claims

Undertake any other reasonable duties as required of the post

Human Resources

Lead with the recruitment of all staff (clinical and non-clinical) and provide a general personnel management service

Ensure that all staff are legally and gainfully employed. Monitor skill-mix and deployment of staff

Maintain up-to-date HR documentation for all staff members (including job descriptions, employment contracts, employment policies, appraisals etc)

Lead with the implementation of effective systems for the resolution of disputes and grievances

Keep abreast of changes in employment legislation

Working with the Deputy Practice Manager to ensure all payroll matters are reported to the Finance Officer

Support staff, both as individuals and as team members

Financial Management

Deputise for finance related tasks when required (payroll, preparation for account meetings etc)
Support the Partners in the day-to-day financial management and analysis of the Practice

Manage payment of all supplier invoices in a timely manner

Ensure all supplier and customer details remain up to date on the accounting system

Review and raise BACS payments for all supplier invoices, ready for checking and approval
Raise necessary invoices for relevant income streams and post onto the accounting system (Xero)

Reconcile income received against claims submitted for all money-related activities, in coordination with the Leadership Team
Maintain a knowledge of the income streams of the Practice under the GMS contract and ensure that the Practice receives all income due to it

Enter onto the accounts all income into the Practice - this is to include the Monthly Statement of Income from all income sources as received

Reconciliation of all bank accounts (main account, savings account, credit card account) and petty cash account

Enter all cash and cheques received into the Practice accounting system and make sure all the cash and cheques are banked weekly/monthly including monies collected by the reception team

Manage aged receivables

Monitor practice expenditure on consumables

Check and process ad hoc locum payments and timesheets for verification and approval

Link with the PCN finance team and ascertain accurate accounts and incoming money streams

Ensure the practice indemnity tracker is kept up to date with all indemnity payments and ensure reimbursements are processed in a timely manner

Ensure practice-related PCSE information is accurate and updated for GPs where required

Liaise with the Primary Care Commissioning & Contracting Team, local Public Health teams and NHS England/Improvement central finance teams to ensure that all queries/discrepancies relating to the income and expenditure of the practice are resolved

Track all private work carried out by GP's and reimburse accordingly

Manage bank accounts, cash flow, and optimise the investment of surplus funds

Participate in the planning, development and implementation of new services where there is a financial bearing Implement new financial control measures as required
Assist and support in the preparation of the Year End accounts; ensuring that the year-end drug stock is completed on time

Payroll and Pensions

Complete all new starter/leaver details relating to payroll and submit to IRIS Bureau
Responsible for the day-to-day management of payroll, to include collating monthly payroll information for processing by the external payroll provider (IRIS Bureau) with the monthly spreadsheet for the staff payroll - to include a record of all overtime and sickness information

Liaise regularly with the Management Partner in respect of any changes to payroll Review the monthly payroll ready for sign off by the Management Partner
Support the Management Partner with the payment of staff wages

Maintain an up-to-date, good working knowledge of statutory payments, such as SMP, SPP and SSP

Ensure that all payroll deductions (PAYE, Pension Contributions, HMRC etc) are paid on a monthly basis and in a timely manner Work with the Leadership Team to produce and distribute annual salary correspondence to all staff Assist staff with any payroll queries Administer staff pension schemes as required and assess, auto-enrol new members to the pension scheme. Ensure compliance with auto enrolment and recording opt out requests and forms. Ensure that re-enrolment is individually assessed and processed every three years. To administer and assist staff with other staff benefits as required

Financial Management, Audit and Reporting

Production and analysis of monthly financial reports using the ledger system and report writing packages - in particular, a P&L report and a Balance Sheet

Monitor the financial performance of the Practice and where needed, investigate variances and provide analysis on financial data

Produce financial forecasts (where needed liaise with the practice's accountants) and feedback to the Leadership Team on a regular basis (minimum monthly at the Leadership Team Meetings)

Provide financial management support to the Leadership Team

Report to the Leadership Team on the financial affairs of the Practice

Maintain a close working relationship with the practice's accountants

Contracts/Purchasing

Manage the contracting process in accordance with current best practice Maintain a contracts register to include contract details; termination dates; notice required; terms & conditions Ensure that all contracts are competed for, to establish value for money (VfM) Regularly review and audit all contracts Ensure that best Value for Money (VfM) is at the heart of all purchasing decisions Assist the Leadership Team in pursuing new business opportunities within the public and private sector

Marketing

Increase the visibility of the Practice in the local community Increase the visibility of the Practice within the premises and collaborate with the Landlord to that end Manage the social media and communications of the Practice Take initiatives that lead to increase in List size Promote the unique services of the Practice Collaborate with community stakeholders to assist with local health campaigns an local health initiatives

Patient Services

Oversee patient services, to ensure that the non-clinical interface between the patient and practice is effective Coordinate patient information flows, to ensure consistency, clarity, accuracy and attractiveness of message Provide a point of contact within the practice for patients & visitors to the surgery Maintain an up-to-date knowledge of new legislation & pressures that may affect the delivery of good patient care Ensure that the practice complies with NHS contractual obligations in relation to patient care Assist with monitoring and assessing practice performance against patient access and demand management targets Alongside the Deputy Practice Manager, responsible for all complaints in accordance with practice policy and contribute to the effective running of the complaints management system

Information Management & Technology (IM&T)

Manage NHS reviews and any social media accounts of the practice; continually working towards improving ratings NHS smartcard RBAC administration Management, completion and submission of the annual Data Security and Protection Toolkit Lead in the on-going development and implementation of the practice IT strategy and on IG issues Ensure effective running of practice IT network and monitoring of the e-mail system including distributions lists and generic accounts Have a clear understanding of telephone systems, daytime and out of hours Installation and configuration of hardware/software and inventory maintenance Report to the Leadership Team any significant events relating to the IT systems Assist in IT policy maintenance and development Keep abreast of IT technology in the GP practice/NHS environment and propose changes to simplify and digitalise processes in agreement with the Leadership Team Provide communication liaison services between the practice and external stakeholders such as hospitals, CCG, PCN and other primary care providers

Premises

Responsible to the Leadership Team for the overall administration of the premises

Ensure that practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place

Maximising use of space

Co-ordinate uses of rooms, arrange rooms for contract staff to use

Co-ordinate remodelling and room moves as required

Understand, monitor and manage the maintenance of security systems: alarms & cameras

Practice point of contact for maintenance as required e.g. plumbing, electricity, gardening and cleaning

Organise insurance cover for building, contents, equipment, supplier and computers (under the direction of the Management Partner)

Liaise with the Landlords/TLM of the building when required and be aware of the lease arrangements

Project manage any initiatives from the Practice to increase space occupancy

General

Deal with general administrative issues

Attend regular and ad hoc staff meetings as required

Undertake other relevant duties assigned by Leadership Team from time to time, in order to ensure the smooth running of the practice

The Business Manager will need to be up to date with the relevant mandatory training

It is expected that the Business Manager will be participating in vaccination campaigns

It is a pre-requisite that all employees will be fully vaccinated every year according to the recommendations of the NHS (for example yearly flu and COVID vaccination)

We except the Business Manager to declare any conflicts of interest whenever such a situation appears in a timely and professional manner

Confidentiality

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately

In the performance of the duties outlined in this , 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

Health and Safety

Under the Health and Safety at Work Act 1974, as an employee, you must take reasonable care for the health and safety of yourself and for other persons who may be affected by your acts or omissions at work. The Act also states that you must not intentionally or recklessly interfere with or misuse anything provided in the interests of health, safety and welfare.

You will assist in promoting and maintaining your own and others' health, safety and security as set out in applicable Practice polices and protocols. This will include:

Using personal security systems within the workplace as directed

Identifying risks involved in work activities and managing those risks

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

Reporting health and safety hazards and infection hazards immediately when recognised

Keeping own work areas and general / patient areas clean and assisting in the maintenance of general standards of cleanliness

Equality and Diversity

The practice is committed to developing, supporting and sustaining a diverse workforce, representative of the community it serves, through the creation of a work environment where staff are able to do their jobs to the best of their abilities without discrimination or harassment. The post-holder has a responsibility to ensure that they understand the standards we expect and to promote and adhere to the policies and measures adopted by the practice.

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

Acting in a way that recognizes the importance of people's rights and that is consistent with practice policies and current legislation

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a welcoming manner which is non-judgmental and respects the circumstances, feelings priorities and rights of others

Vulnerable Adults, Children & Young People

All members of staff have a duty to safeguard and promote the welfare of vulnerable adults, children and young people in all relevant areas of their work. This will include timely attendance at relevant training events and compliance with practice procedures.

Personal/Professional Development

The post-holder will participate in any training or development programme implemented by the practice as part of your employment. This will include:

Participating in an annual individual development and performance review, including taking responsibility for maintaining a record of your own personal and/or professional development

Taking responsibility for your own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Keeping abreast of legislative changes and guidance relating to your role

Quality

The post-holder will strive to maintain quality within the practice, and will:

Alert other team members to issues of quality and risk

Assess your own performance and take accountability for your own actions, either directly or under supervision

Contribute to the effectiveness of the team by reflecting on your own and team activities and making suggestions on ways to improve and enhance the team's performance

Work effectively with individuals in other agencies to meet patients' needs

Effectively manage your own time, workload and resources

Communication

The post-holder should recognize the importance of effective communication within the team and will strive to:

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognize people's needs for alternative methods of communication and respond accordingly

Contribution to the Implementation of Services

The post-holder will:

Apply Practice policies, standards and guidance

Discuss with other members of the team how the policies, standards and guidelines will affect own work

Participate in audit where appropriate

This document may be amended following consultation with the post holder, to facilitate the development of the role, the Practice and the individual. All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the practice.

Interviews for successful applicants will be conducted in person at the practice on Friday

25th July 2025

. Applicants are strongly encouraged to ensure they are available on the interview date, as interviews for successful applicants cannot be rescheduled.

Job Type: Full-time

Pay: 45,000.00-55,000.00 per year

Benefits:

On-site parking
Schedule:

Monday to Friday
Work Location: In person

Application deadline: 09/07/2025