Business Support Manager

Business Support Manager

Job Purpose

To oversee all areas of the Dental practice and to ensure all protocols are in place for the smooth running and efficient running of the practice. You'll be based in Luton

You will be a need to be passionate about managing and developing people, have the ability and knowledge to coach and understand what motivates each individual.

Corporate Social Responsibility

*Implementing new strategies for marketing the practice.
*Responsibility for liaising/communicating with local and national media, designing practice guidelines for dealing with the media.
*Maintaining and developing the Practice Website and Social Media sites
*Liaising with the media and providing information for clients.
*Organising the production and distribution of client communication materials such as newsletters, displays, open day material and newspaper articles.
*Involvement with client surveys, overseeing their administration, analysis of and action on the results.
*Administering the practice public relations policies and maintaining good public relations at all times.

Facilities

*Overall responsibility for the operation, maintenance and use of the practice computer system.
*Demonstrating the ability to carry out basic computer troubleshooting maintenance and solve simple problems associated with the practice computer system.
*Maintaining a good general knowledge of dental software and the type of hardware required by the practice.
*Demonstrating ability to generate relevant financial details from the computer database to use for practice planning.
*Liaising with computer companies for purchasing, backup and helpline.
*Organising computer training for practice staff (Assessing training needs)
*Equipment, car parks, buildings, technology all to be maintained at an optimum level.
*Evaluation of the strengths and weaknesses of the resource base which either enable or hinder achieving the practice objectives (appropriateness of existing equipment and premises, maintenance, and new resources).
*Day to day reactive maintenance systems.
*Proactive cyclical maintenance divided into weekly, monthly, inspections and repairs.
*Evaluation of the strengths and weaknesses of the resource base which either enable or hinder achieving the practice objectives.

Human Resources

*Maintaining knowledge of current employment legislation and being responsible for putting this into practice.
*Monitoring and liaising with HR on training on a regular basis.
*Encouraging and developing staff motivation and teamwork.
*Focus on talent development and succession planning
*Building and maintaining a robust team structure to aid business growth
*Monitoring staff discipline.
*Supporting HR with any disciplinary issues and maintaining appropriate records.
*Administering staff payroll, payment of salaries and record keeping.
*To oversee staffing levels and to ensure cover is organised during sickness, holidays or emergencies.
*Keeping records and reviewing staff absence levels/Monitoring holidays.

Clinical Governance

*Ensuring the implementation of Clinical governance; the system through which NHS organisations are accountable for continuously improving the quality of their services and safeguarding high standards of care, by creating an environment in which clinical excellence will flourish.
*Hold CQC Registered Manager position
*Maintaining up-to-date knowledge of all current health and safety legislation and requirements.
*Administering COSHH and monitoring and reviewing procedures and systems.
*Responsibility for carrying out risk assessments in the required health and safety areas.
*Monitoring and reviewing procedures and systems.
*Ensuring first aid training and provision, complying with RIDDOR and maintaining a practice accident book.
*Producing and ensuring safe working procedures for practice staff.
*Organising and implementing health and safety training for all staff on an ongoing basis.



Management Information


*Generating monthly financial reports such as profit and loss for use in financial budgeting, monitoring and planning.
*Liaising with Head Office to produce financial and business plans for the practice.
*Analysing financial information to identify practice trends.
*Monitoring and controlling cash flow.
*Monitoring UDAs, ensuring targets are met, liaising with commissioners
*Maintaining stock control, applying efficient stock control methods, stocktaking.
*Using financial information and planning to monitor and control the cost of purchasing new equipment.
*Liaising with relevant companies regarding banking, insurance and legal situation of the practice.

Operations

*Managing the day-to-day running of the office/administration tasks of the practice.
*Keep all practice documentation up-to-date, including policies, procedures, and handbooks.
*Ensure preparation for CQC inspections to ensure 100% compliance
*Maintaining and improving the fabric of buildings, fixtures and fittings.
*Organising/overseeing cashing-up procedures, ensuring money is banked on banking days and maintaining banking records.
*Overseeing the production and sending of client accounts.
*Responsibility for administering practice debt-control policy.
*Overseeing the administration of debt control either internally or externally if debt collection agencies are used.
*Drafting of practice policies and monitoring whether protocols are followed.
*Maintaining the staff manual and liaising with Head Office with any changes.
*Ensuring good internal staff communications by use of appropriate communication methods such as meetings, staff newsletters, memos.
*Producing and maintaining staff rotas.
*Possessing sound knowledge and administration of relevant dental ethics (professional conduct, confidentiality, etc.)
*Understanding of statutory requirements (relevant government legislation applying to the dental profession, e.g. Medicines Act, Health and Safety Act, etc.)