Job summary

27@Northgate and 28@Northgate Practices have recently located to modern,purpose-built facilities, right in the heart of Oxford City. We are at anexciting moment of change as we now look towards closer working between thepractices as we share facilities, resources and skills. It is within this context that we are seekingto appoint a Practice Manager: Head of Business, Administration and Finance.

As our Head of Business, Administration and Finance you willlead the efficient day to day operations from overseeing the safe andeffective administrative processes to detailed financial planning, you willensure that patients are at the very heart of our operation.

You will work with the GP Partners to shape the futurestrategy and delivery of the operations ensuring strategic deployment ofresources and quality of services for our patients. You will look for new areasof growth and business development.

Pleasesubmit your application in the form of a curriculum vitae with a coveringstatement detailing your suitability for the role

Main duties of the job

Supported by an excellent administrative and clinical team,you will have the vision, willingness and drive to adapt to NHS targets andchanges within a profitable, effective and efficient working environment.

You will be a proven leader, ideally with experience withinthe NHS and with a track record of managing a diverse multidisciplinary team.You will have excellent communication skills, be highly organised and be ableto inspire support and develop the team. You will be educated at degree leveland hold a professional qualification in either finance, HR or businessmanagement or have equivalent demonstrable experience.

This role will have an excellent opportunity for impact andwe are seeking a highly motivated professional who shares our values, includingthose relating to equality, diversity and inclusion, together withdetermination to meet and exceed our environmental sustainability goals.

About us

The practices have recently co-located to modern, purpose-builtfacilities, right in the heart of Oxford City. We are both expanding teams with additional roles and a vision to see the practices grow for the future.

Date posted

30 December 2022

Pay scheme

Other

Salary

Depending on experience Salary 55-65K

Contract

Permanent

Working pattern

Full-time

Reference number

A0914-22-4241

Job locations

Northgate Health Centre

15 Market Street

Oxford

OX1 3EF

Job description

Job responsibilities

Key Duties andResponsibilities:

The postholder will be responsible for the overall finance and administration. The duties andresponsibilities will include, but will not be limited to, the following:

Leadership,general administration and operations

  • Develop and maintain a collaborative, constructive, delivery focussed culture across and between the organisations, to achieve a seamless service for patients.

Toensure appropriate and efficient administrative provision is available andeffectively deployed to support the whole team putting patients at the heart ofwhat we do as practices

  • To identify areas of opportunity and duplication to maximise efficiencies in patient or service outcomes.
  • Using patient data at specific and general levels to evidence issues and generate proposals and to drive transformation and continuous improvements.
  • To ensure developments under the remit of this role are informed by the patient voice.
  • To liaise with all members of the team and external bodies ensuring full compliance with CQC and other regulations.

Tolead and manage the practice teams including periodic review of effectivenessand the implementation of changes to support the vision of the practices.

Finance

Toprovide the GP Partners with advice, guidance and support on a wide range ofadministrative and finance issues

Toprovide the GP Partners with management reports and information to supportdecision making and strategy development as required

Tolead on financial planning for the practices

Responsiblefor ensuring compliance with financial legislation controls

Administerpayroll and pension scheme

Preparewith the accountants the end of year financial accounts.

Tocreate the annual practices operational budget, complete monthly and quarterlymonitoring, reporting and forecasting, working with the GP Partners forfinance.

Responsiblefor detailed business planning and financial forecasting for new projects andseeking new areas of business growth and development.

HR

Responsiblefor the smooth running of all employment policies and procedures within the practicesincluding recruitment, probation, appraisal, performance management andoversight of recruitment for all new staff including drafting job descriptions,recruitment process and induction

Responsiblefor overseeing training needs across the practices and leading and managingbroad staff development initiatives

Tomanage the development of staff, students, and trainees to achieve the practicesaims and vision by being a hands on leader and be fully conversant with allaspects of managing the practices.

Ensurestaff compliance with Data Protection Policy as Data Protection Officer

Responsiblefor compiling and submitting annual returns as required.

Thepost holder will actively follow our policies including Equal Opportunitiespolicies and be expected to give consideration within their role as to how theycan actively advance equality of opportunity and good relations between peoplewho share a relevant protected characteristic and people who do not share it.

Thepost holder will carry out their duties in a resource efficient way andactively support our sustainability vision within the remit of their role.

Strategic management and planning

Tocontribute to wider NHS organisations such as the PCN and ICB throughmembership of committees and working groups.

Toensure that all requests for information from external organisations (includingagencies) are met.

To investigate best practice elsewhere, evaluateapplicability and develop plans to ensure successful implementation as needed.

To advise the partners of both practices onefficient collaborative working.

Health andSafety, Risk Management and Governance

  • The post-holder must comply at all times with all local Health and Safety policies, in particular by following agreed safe working procedures and reporting incidents using the organisations Incident Reporting System.
  • The post-holder will comply with the Data Protection Act (1984) and the Access to Health Records Act (1990).
  • The post holder will maintain an awareness and observation of Fire and Health & Safety Regulations.
  • The post holder will be aware of the requirements and regulations of the Care Quality Commission as pertain to NHS primary care practices and ensure that the practices fulfil them.

Continuing professional development

Proactivelymaintain their own continuing professional development in order to meet therequirements of the role.

Equality andDiversity

  • The post-holder must co-operate with all policies and procedures designed to ensure equality of employment. Co-workers, patients and visitors must be treated equally irrespective of gender, ethnic origin, age, disability, sexual orientation, religion etc.

PatientConfidentiality

  • The post holder must at all times respect patient confidentiality and, in particular, the confidentiality of electronically stored personal data in line with the requirements of the General Data Protection Regulation and in keeping with the practices Information Governance Policy and procedures.
  • The post holder should not divulge patient information unless sanctioned by the GP Partners and required for the role.

Standards ofBusiness Conduct and conflict of interest:

  • The Code of Conduct and Standards of Business conduct for staff require all employees to declare all situations where you or a close relative or associate has a controlling interest in a business or in any activity which may compete for any contracts to supply goods or services. All such interests must be declared in the register of interests either on appointment or when such interests are gained. As an employee you are required to be aware of and adhere to governance policies.

Jobdescription agreement

Thisjob description is intended to provide an outline of the key tasks andresponsibilities only. There may be other duties required of the post-holdercommensurate with the position. This description will be open to regular reviewand may be amended to take into account development within the practices. Allmembers of staff should be prepared to take on additional duties or relinquishexisting duties in order to maintain the efficient running of the practices.

Thisjob description is intended as a basic guide to the scope and responsibilitiesof the post and is not exhaustive. It will be subject to regular review andamendment as necessary in consultation with the post holder.

Job description

Job responsibilities

Key Duties andResponsibilities:

The postholder will be responsible for the overall finance and administration. The duties andresponsibilities will include, but will not be limited to, the following:

Leadership,general administration and operations

  • Develop and maintain a collaborative, constructive, delivery focussed culture across and between the organisations, to achieve a seamless service for patients.

Toensure appropriate and efficient administrative provision is available andeffectively deployed to support the whole team putting patients at the heart ofwhat we do as practices

  • To identify areas of opportunity and duplication to maximise efficiencies in patient or service outcomes.
  • Using patient data at specific and general levels to evidence issues and generate proposals and to drive transformation and continuous improvements.
  • To ensure developments under the remit of this role are informed by the patient voice.
  • To liaise with all members of the team and external bodies ensuring full compliance with CQC and other regulations.

Tolead and manage the practice teams including periodic review of effectivenessand the implementation of changes to support the vision of the practices.

Finance

Toprovide the GP Partners with advice, guidance and support on a wide range ofadministrative and finance issues

Toprovide the GP Partners with management reports and information to supportdecision making and strategy development as required

Tolead on financial planning for the practices

Responsiblefor ensuring compliance with financial legislation controls

Administerpayroll and pension scheme

Preparewith the accountants the end of year financial accounts.

Tocreate the annual practices operational budget, complete monthly and quarterlymonitoring, reporting and forecasting, working with the GP Partners forfinance.

Responsiblefor detailed business planning and financial forecasting for new projects andseeking new areas of business growth and development.

HR

Responsiblefor the smooth running of all employment policies and procedures within the practicesincluding recruitment, probation, appraisal, performance management andoversight of recruitment for all new staff including drafting job descriptions,recruitment process and induction

Responsiblefor overseeing training needs across the practices and leading and managingbroad staff development initiatives

Tomanage the development of staff, students, and trainees to achieve the practicesaims and vision by being a hands on leader and be fully conversant with allaspects of managing the practices.

Ensurestaff compliance with Data Protection Policy as Data Protection Officer

Responsiblefor compiling and submitting annual returns as required.

Thepost holder will actively follow our policies including Equal Opportunitiespolicies and be expected to give consideration within their role as to how theycan actively advance equality of opportunity and good relations between peoplewho share a relevant protected characteristic and people who do not share it.

Thepost holder will carry out their duties in a resource efficient way andactively support our sustainability vision within the remit of their role.

Strategic management and planning

Tocontribute to wider NHS organisations such as the PCN and ICB throughmembership of committees and working groups.

Toensure that all requests for information from external organisations (includingagencies) are met.

To investigate best practice elsewhere, evaluateapplicability and develop plans to ensure successful implementation as needed.

To advise the partners of both practices onefficient collaborative working.

Health andSafety, Risk Management and Governance

  • The post-holder must comply at all times with all local Health and Safety policies, in particular by following agreed safe working procedures and reporting incidents using the organisations Incident Reporting System.
  • The post-holder will comply with the Data Protection Act (1984) and the Access to Health Records Act (1990).
  • The post holder will maintain an awareness and observation of Fire and Health & Safety Regulations.
  • The post holder will be aware of the requirements and regulations of the Care Quality Commission as pertain to NHS primary care practices and ensure that the practices fulfil them.

Continuing professional development

Proactivelymaintain their own continuing professional development in order to meet therequirements of the role.

Equality andDiversity

  • The post-holder must co-operate with all policies and procedures designed to ensure equality of employment. Co-workers, patients and visitors must be treated equally irrespective of gender, ethnic origin, age, disability, sexual orientation, religion etc.

PatientConfidentiality

  • The post holder must at all times respect patient confidentiality and, in particular, the confidentiality of electronically stored personal data in line with the requirements of the General Data Protection Regulation and in keeping with the practices Information Governance Policy and procedures.
  • The post holder should not divulge patient information unless sanctioned by the GP Partners and required for the role.

Standards ofBusiness Conduct and conflict of interest:

  • The Code of Conduct and Standards of Business conduct for staff require all employees to declare all situations where you or a close relative or associate has a controlling interest in a business or in any activity which may compete for any contracts to supply goods or services. All such interests must be declared in the register of interests either on appointment or when such interests are gained. As an employee you are required to be aware of and adhere to governance policies.

Jobdescription agreement

Thisjob description is intended to provide an outline of the key tasks andresponsibilities only. There may be other duties required of the post-holdercommensurate with the position. This description will be open to regular reviewand may be amended to take into account development within the practices. Allmembers of staff should be prepared to take on additional duties or relinquishexisting duties in order to maintain the efficient running of the practices.

Thisjob description is intended as a basic guide to the scope and responsibilitiesof the post and is not exhaustive. It will be subject to regular review andamendment as necessary in consultation with the post holder.

Person Specification

Qualifications

Essential

  • A degree or equivalent relevant experience
  • Comprehensive working knowledge of Microsoft Office applications, including Word, Excel and Outlook
  • Qualification in either finance, HR or business management or equivalent demonstrable experience

Experience

Essential

  • Experience of working in a senior administrative capacity in a field with clear transferrable skills to NHS practice management

Desirable

  • Experience of working in a management role in the NHS
  • Experience of working in financial administration within the NHS
  • Ability to analyse and interpret and monitor financial data
  • Experience of HR Management

Additional skills and / or Abilities

Essential

  • Excellent team working skills, and the ability to work collaboratively as part of a multi-disciplinary team and effectively on own initiative
  • Ability to lead, guide and develop a multidisciplinary team to achieve an agreed goal
  • Ability to devise and implement strategy and to deliver on organisational goals and business improvement
  • Proven ability to plan, prioritise and manage a demanding and varied workload
  • Excellent oral and written communication skills
  • Excellent interpersonal, advising and influencing skills, including the ability to deal effectively and appropriately with a variety of colleagues and establish good working relationships with people from a wide range of disciplines
  • Ability to analyse and interpret and monitor financial data
  • Ability to understand, interpret, explain and apply regulations, policies and procedures
  • Ability to identify potential problems and suggest and implement improvements and solutions
  • Ability to provide a high standard of service delivery
  • Ability to handle confidential information and communications in a sensitive and effective manner
  • The post holder will be dynamic and flexible, focused on ensuring we continue to deliver excellent patient care, through overseeing the safe and effective administration processes with associated financial planning and outcomes. They will have the ability to approach complex problems in a pragmatic fashion. They will be forward thinking to develop the future strategy and delivery of operations with the GP partners. The post holder will be a team-player, be able to move forward our exciting agenda across the different teams, agendas, and perspectives. They will have a track-record of managing a multidisciplinary team. With excellent communication skills, they will be highly motivated and organised, whilst being able to inspire and develop the team. They will need to be a strategic and adaptable leader to NHS targets and changes within a profitable, effective and efficient environment.
Person Specification

Qualifications

Essential

  • A degree or equivalent relevant experience
  • Comprehensive working knowledge of Microsoft Office applications, including Word, Excel and Outlook
  • Qualification in either finance, HR or business management or equivalent demonstrable experience

Experience

Essential

  • Experience of working in a senior administrative capacity in a field with clear transferrable skills to NHS practice management

Desirable

  • Experience of working in a management role in the NHS
  • Experience of working in financial administration within the NHS
  • Ability to analyse and interpret and monitor financial data
  • Experience of HR Management

Additional skills and / or Abilities

Essential

  • Excellent team working skills, and the ability to work collaboratively as part of a multi-disciplinary team and effectively on own initiative
  • Ability to lead, guide and develop a multidisciplinary team to achieve an agreed goal
  • Ability to devise and implement strategy and to deliver on organisational goals and business improvement
  • Proven ability to plan, prioritise and manage a demanding and varied workload
  • Excellent oral and written communication skills
  • Excellent interpersonal, advising and influencing skills, including the ability to deal effectively and appropriately with a variety of colleagues and establish good working relationships with people from a wide range of disciplines
  • Ability to analyse and interpret and monitor financial data
  • Ability to understand, interpret, explain and apply regulations, policies and procedures
  • Ability to identify potential problems and suggest and implement improvements and solutions
  • Ability to provide a high standard of service delivery
  • Ability to handle confidential information and communications in a sensitive and effective manner
  • The post holder will be dynamic and flexible, focused on ensuring we continue to deliver excellent patient care, through overseeing the safe and effective administration processes with associated financial planning and outcomes. They will have the ability to approach complex problems in a pragmatic fashion. They will be forward thinking to develop the future strategy and delivery of operations with the GP partners. The post holder will be a team-player, be able to move forward our exciting agenda across the different teams, agendas, and perspectives. They will have a track-record of managing a multidisciplinary team. With excellent communication skills, they will be highly motivated and organised, whilst being able to inspire and develop the team. They will need to be a strategic and adaptable leader to NHS targets and changes within a profitable, effective and efficient environment.

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.