Job Summary:
Bourne Health is a leading Primary Care NHS (National Health Service) GP (General Practitioner) Partnership. The Assistant Practice Operations Manager will be responsible for overseeing and supporting various non-clinical functions, including reception management. The Assistant Practice Operations Manager plays a vital role in supporting the Practice Operations Manager, ensuring the smooth functioning of key systems and procedures, and maintaining the highest standards of patient care.
Must Have NHS GP Practice Leadership Experience.
Key Responsibilities:
* Team Leadership:
* Manage the rotas, ensuring adequate coverage and addressing scheduling concerns.
* Authorise and manage annual leave for the non-clinical team, and handle sickness management, including return to work interviews and reporting concerns to the Practice Operations Manager.
* Ensure staff adherence to policies and procedures.
* Assist the PM with recruitment.
* Conduct appraisals for the non-clinical team.
* Lead and support new team members in receiving a relevant and supportive induction.
* Support team training initiatives by conducting support inductions for non-clinical team members.
* Ensure the team have adequate uniform supplies.
* Training and Development:
* Identify training needs within the non-clinical team and communicate these needs to the Practice Operations Manager.
* Offer proactive solutions for addressing training needs, collaborating with the Practice Operations Manager to implement effective training programs.
* Lead on mandatory training compliance for the practice.
* Meeting Management:
* Attend relevant meetings (internal and external as required).
* Support the PM in the preparation of agendas and compile necessary paperwork for various practice meetings.
* Take minutes during meetings and ensure accurate documentation.
* Distribute meeting minutes as necessary to ensure effective communication and follow-up.
* Project Support:
* Provide support to the Practice Manager in project work, contributing to the successful execution of various initiatives.
* Assist in the running of key systems and procedures, including health and safety.
* Patient Complaints Handling:
* Act as the first line of contact for verbal complaints.
* Assist the Practice Manager as required with handling all other complaints.
* Stock Management:
* Manage the stock of all non-clinical items, including stationary supplies and IT/telephony equipment.
* Work with the Finance Manager to ensure our stock is within financial parameters and the procurement policy is followed.
* Administration Functions:
* Provide administrative support as needed.
* Provide administration cover when required to ensure smooth practice operations.
* Practice Management:
* Deputise in the absence of the Practice Operations Manager, ensuring continuity of operations.
* Support practice management functions as required.
* Attend practice leadership meetings and take the lead on projects when needed.
* Support the practice in achieving targets in QOF, enhanced services, PCN targets, and any other performance areas.
* Support the practice in areas of CQC compliance.
* Provide on-call cover for enhanced access (EA) service or any similar practice requirement as required.
* Health & Safety Compliance:
* Assist Practice Manager with ensuring day-to-day health & safety is managed effectively including building/estates management.
* Conduct regular building checks and ensure that equipment is regularly calibrated.
* Take the lead on ensuring the necessary building health & safety checks and risk assessments are up to date and actions are completed as appropriate.
* IT Support:
* Be the first point of contact for IT related practice matters.
* Assist in the setup of new starters for IT systems.
* Troubleshoot IT related matters and liaise with external IT support to resolve if necessary.
This list is not exhaustive, and all team members should be prepared to accept additional or surrender existing duties to enable the efficient running of the organisation.
Key Relationships:
Internal:
* Members of the Senior Management team.
* Members of the Partnership Board.
* Colleagues within The Bourne Partnership.
External:
* Suppliers of services.
* Other GP practices and practice groups.
* Other external organisations.
The Assistant Practice Operations Manager will play a pivotal role in building and maintaining positive relationships both internally and externally. Internally, close collaboration with the Senior Management team will be essential for aligning operational strategy and leadership with organisational goals. Building strong connections with colleagues within The Bourne Partnership will contribute to a cohesive and collaborative work environment.
Externally, the Assistant Practice Manager will engage with suppliers of services to ensure effective partnerships and service delivery. Collaboration with other GP practices and practice groups may be required for industry insights and best practices.
Key Performance Indicators (KPIs):
KPIs will be agreed annually with your Line Manager. These will be agreed according to business need.
Key functions that are the minimum indicators to ensure that the role is being fulfilled:
* Training compliance.
* Appraisal management.
* Completion of team inductions.
This list is not exhaustive but a guide. KPIs will be set annually and reviewed regularly with your Line Manager depending on business need and person-specific requirements.
Confidentiality / Data Protection / Freedom of Information:
Post holders must maintain the confidentiality of information about patients, staff, and other health service business in accordance with the Data Protection Act of 1998. Post holders must not, without prior permission, disclose any information regarding patients or staff. If any member of staff has communicated any such information to an unauthorised person, those staff will be liable to disciplinary action up to and including dismissal. Moreover, the Data Protection Act 1998 also renders an individual liable for prosecution in the event of unauthorised disclosure of information. Following the Freedom of Information Act (FOI) 2005, post holders must apply the organisation's FOI procedure if they receive a written request for information.
Information Governance:
All staff must comply with information governance requirements. These include statutory responsibilities (such as compliance with the Data Protection Act), following national guidance (such as the NHS Confidentiality Code of Practice), and compliance with local policies and procedures (such as the Trust's Confidentiality policy). Staff are responsible for any personal information (belonging to staff or patients) that they access and must ensure it is stored, processed, and forwarded in a secure and appropriate manner.
Equal Opportunities:
Post holders must at all times fulfil their responsibilities with regard to The Bourne Partnerships Equal Opportunities Policy and equality laws.
Health and Safety:
All post holders have a responsibility, under the Health and Safety at Work Act (1974) and subsequently published regulations, to ensure that The Bourne Partnerships health and safety policies and procedures are complied with to maintain a safe working environment for patients, visitors, and employees.
Infection Control:
All post holders have a personal obligation to act to reduce healthcare-associated infections (HCAIs). They must attend mandatory training in Infection Control and be compliant with all measures required to reduce HCAIs. All post holders must comply with the Partnership’s Infection Control Policies, including those that apply to their duties, such as Hand Decontamination Policy and Personal Protective Equipment Policy. Risk Management All post holders have a responsibility to report risks such as clinical and non-clinical accidents or incidents promptly. They are expected to be familiar with The Bourne Partnerships use of risk assessments to predict and control risk, as well as the incident reporting system for learning from mistakes and near misses in order to improve services. Post holders must also attend training identified by their manager, or stated to be mandatory.
Flexible Working:
As an organisation, we are committed to developing our services in ways that best suit the needs of our patients. This means that some staff groups will increasingly be asked to work a more flexible shift pattern and multiple sites so that we can offer services in the evenings or at weekends.
Safeguarding children and vulnerable adults:
Post holders have a general responsibility for safeguarding children and vulnerable adults in the course of their daily duties and for ensuring that they are aware of the specific duties relating to their role.
Sustainability:
It is the responsibility of all staff to minimise the environmental impact by recycling wherever possible, switching off lights, computers monitors and equipment when not in use, minimising water usage, and reporting faults promptly.
Smoking Policy:
The Bourne Partnership is committed to providing a healthy and safe environment for staff, patients, and visitors. Staff are therefore not permitted to smoke on organisational property.
Job Type: Part-time
Expected hours: No less than 30 per week
Benefits:
* Company pension.
* Cycle to work scheme.
* Employee discount.
* Free parking.
Schedule:
* Monday to Friday.
* Weekend availability.
Experience:
* NHS GP Practice Leadership: 2 years (required).
* NHS GP Practice: 3 years (required).
Work Location: In person
Application deadline: 31/12/2024
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