The Dental Business Manager – specification

Job Description & Person Specification

Job Title: Business and Development Manager/Practice Manager

Reporting to: Practice Owner

Purpose: To manage all non-clinical aspects of the Practice i.e. the business of dentistry.

___________________________________________________________________

Key Result Areas

Administration:

Ensure that all administration and appointment making is up to date and the most

efficient use of time within the practice. Pay particular attention to adequate staff

cover via organisation of a rota system and efficient communication of this to all the

team. Also ensure adequate arrangements have been made for sickness and holiday

cover and that the skills exist within the team to provide this cover. Responsible for

up to date and accurate accounting system as well as being responsible for staff

wages. Pay attention to keeping policies and procedures up to date and to the

standard acknowledged as agreed ‘good practice’ within the team. Produce a

monthly SOFT (Strengths Opportunities Failures and Threats) report for the partners

meetings.

Finance & Legal:

Practice Finance including day-to-day accounting and wages. All financial planning and reporting. Prepare monthly spreadsheets and financial information (including Key Performance Indicators) and present to the owners monthly. Liaise with Accountant, bank, insurers and solicitors as needed.

Practice:

Supervise the Business Development of the practice. Deal with Practice organization. Review and develop current brand standards. Produce and maintain the Practice Operating Manual. Manage Property including maintenance, security and upgrading. Deal with all strategic planning and internal/external marketing. Prepare all marketing material (welcome packs, business cards, thank you cards, end of treatment letters, newsletter etc). Manage all IT and Technology within the Practice.

Human Resources Management:

With authority of the owner, organise adverts for any necessary recruitment and set

up the interviews from the response. Appropriate participation in the selection

interviews, as well as communicating with the successful and unsuccessful

applicants. Use induction guidelines as set out in the manual for the induction of all

new staff and gain sign off from new employees of their understanding and

acceptance. Ensure all team uniforms are of a standard to fit the image of the

practice. Undertake staff Personnel development and Appraisal interviews. In consultation with the owner be responsible for the discipline of team members where necessary ensuring that the team are aware of the procedures and also their rights in a grievance situation. Identify and communicate training needs of team members to the owner and assist owner in the performance and development review of the team.

Organise and chair staff meetings. Plan and organize staff training days and outings. Comply with Health and Safety, employment and other regulations.

Implementation of Practice Policies and Mission Statement:

Ensure promotion of the delivery of excellent internal customer care with the use of a

team satisfaction audit and the monitoring of this year on year. Lead by example in

the consideration of treatment of other team members by organising team events

with enthusiasm. Be responsible for regular team meeting and organisation and

delegation of the agenda and minutes. Ensure facilitate excellent communication of

all practice matters between team and partners. Overall responsibility to ensure team delivers high level of external customer care at all times. The practice should be promoted with a positive image at all times particularly if there is cause for a patient

complaint, financial enquiries or following up of bad debt. To observe the practice and professional regulations relating to patient confidentiality. Overall responsibility of drafting, seeking approval and execution of the marketing plan.

IT Management:

Attention and adherence to the proper and efficient use of the computer systems

including security, backup and upgrade. Produce reports as requested and proactive

use of the system to ensure the practice has as much relevant data to monitor,

measure and therefore improve service and profitability.

Other:

90 days review of planning and any other duties as required.

Key Competencies

Customer Focused Awareness
Communication Skills
Organisational Skills
Leadership Skills
Sales and Marketing Experience and Skills
Numeracy Skills
Presentation Skills
Assertiveness & Negotiation
Team Player & Team Building Skills

Attainments

Good general education – minimum of 5 GCSE’s of appropriate experience
Management experience
Accounting/book keeping experience or qualification
Articulate and effective communicator
At least 18mths experience in private dental practice or 2 years experience associated with the profession including dental reception experience.

Preferable Attainments

Business Qualification
Certificate in Practice Management (or similar qualification)
NVQ in Customer Care
Certificate in Practice Management

Special Skills

IT skills – Work/Excel/E Mail
Sales and Marketing skills/ideas
DSA (dental surgery assistant) experience

Physical Make-up

Smart and professional appearance

Attitudes to Work and Disposition

Flexible
Proactive approach to patient, team and dentist needs
Goal orientated
Proactive regarding self-development
Ability to deal with stress
Confident and Professional at all times
Has the Drive to achieve high goals
Low levels of sickness
Ability to deal with difficult customers appropriately (internal and external)
Proactive approach to patient, team and dentist needs

Circumstances

Ability to be flexible