Job summary An exciting opportunity for a motivated and enthusiastic Operations Assistant has arisen to join our team at Briarwood Medical Centre. Support day-to-day operations and supervision of the practice team, ensuring all functions are conducted in accordance with agreed procedures, protocols and timescales, reporting to the Practice Manager as necessary. The candidate will need to have a friendly and approachable manner with the ability to deliver high quality customer services in a pleasant and professional manner. Main duties of the job Provide leadership and management skills to enable the Practice to meet its agreed aims and objectives within a profitable, efficient, safe and effective working environment. In addition to this, play an active part in ensuring the care quality standards are obtained and in keeping with the current guidance in preparation for a CQC inspection. We are looking for an individual who has excellent communication, organisational and IT skills who is able to problem solve and support change management. The ability to use ones initiative is pivotal to the role, as is the ability to engage and communicate effectively with the practice team. Previous experience in general practice would be desirable. About us We believe that we offer the chance to work in a forward-thinking general practice with a friendly and supportive team, open culture and good opportunities for personal development in the future. Date posted 03 February 2025 Pay scheme Other Salary Depending on experience Contract Permanent Working pattern Part-time Reference number A2525-25-0000 Job locations 514 Blackpool Road Ashton Preston PR2 1HY Job description Job responsibilities Duties and Responsibilities of Post include but are not limited to: Act as a central source of information for all staff members Deal with day-to-day queries from all members of the healthcare team and patients Ensure communication systems are running smoothly, and reception staff and clinicians are kept fully informed of changes in procedures. Ensure that all changes in procedures are discussed with the necessary team (face to face or sent by email or task as evidence) Monitor and manage staff sickness records Deal with formal and informal complaints Be available to resolve urgent queries from any staff member ie IT issues, complaints etc Data management Be available to assist any member of the management team with any task in hand and offer support Workflow management Project management support Continually assess and evaluate systems and quality, recommending changes and improvements to the Practice Manager as appropriate Support and mentor staff, both as individuals and as team members Ensure telephone system is working correctly and report any issues if unable to resolve Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures Referral management using electronic referral system (ERS) Participate in recruitment and retention and provide a general personnel management service Take meeting minutes where needed. Also, implement changes discussed in meetings immediately and effectively General reception/admin duties to cover sickness or short staffing levels Monitor staff performance Oversee staff rotas in core hours and out of hours (enhanced access) New staff inductions Non-clinical / Clinical / Locum inductions Deal with annual leave requests Support management of trainees and medical students Monitoring all staff E-learning / mandatory training Manage HR domains in Clarity Teamnet Create and update protocols and policies for the practice. Ensure all staff are aware of updates and provide individual training if required Organise and support COVID/Influenza clinics alongside the practice management team and nursing team Participate and support practice contract work such as QOF (Quality Outcome Framework), Quality Contract & Network Contracts Support and implement new software launches when required Review and manage Significant Events Liaise with management team concerning staffing and organisation of work Reporting all necessary building maintenance and issues when required Support and engage with the practice PPG (Patient Participation Group) Job description Job responsibilities Duties and Responsibilities of Post include but are not limited to: Act as a central source of information for all staff members Deal with day-to-day queries from all members of the healthcare team and patients Ensure communication systems are running smoothly, and reception staff and clinicians are kept fully informed of changes in procedures. Ensure that all changes in procedures are discussed with the necessary team (face to face or sent by email or task as evidence) Monitor and manage staff sickness records Deal with formal and informal complaints Be available to resolve urgent queries from any staff member ie IT issues, complaints etc Data management Be available to assist any member of the management team with any task in hand and offer support Workflow management Project management support Continually assess and evaluate systems and quality, recommending changes and improvements to the Practice Manager as appropriate Support and mentor staff, both as individuals and as team members Ensure telephone system is working correctly and report any issues if unable to resolve Computer data entry/data allocation and collation; processing and recording information in accordance with practice procedures Referral management using electronic referral system (ERS) Participate in recruitment and retention and provide a general personnel management service Take meeting minutes where needed. Also, implement changes discussed in meetings immediately and effectively General reception/admin duties to cover sickness or short staffing levels Monitor staff performance Oversee staff rotas in core hours and out of hours (enhanced access) New staff inductions Non-clinical / Clinical / Locum inductions Deal with annual leave requests Support management of trainees and medical students Monitoring all staff E-learning / mandatory training Manage HR domains in Clarity Teamnet Create and update protocols and policies for the practice. Ensure all staff are aware of updates and provide individual training if required Organise and support COVID/Influenza clinics alongside the practice management team and nursing team Participate and support practice contract work such as QOF (Quality Outcome Framework), Quality Contract & Network Contracts Support and implement new software launches when required Review and manage Significant Events Liaise with management team concerning staffing and organisation of work Reporting all necessary building maintenance and issues when required Support and engage with the practice PPG (Patient Participation Group) Person Specification Experience Essential Experience of working in teams and able to promote a team spirit Experience of working with members of the public Experience or understanding of EMIS and other primary care software Excellent communication skills (Written and Oral) General office procedures Customer Care skills Working knowledge of medical terminology A detailed understanding of a General Practice Office environment Able to deal with difficult people Desirable Experience of and success at communicating with and managing people Experience of managing non-clinical and clinical staff members Experience of working in a GP practice Qualities Essential Ability to comply with confidential arrangements Self-motivating and self-confident Adaptable and innovative Personable Trustworthy, honest, reliable, caring and empathetic Hard working and resourceful Ability to work under pressure Qualifications Essential Good sound basic education 3 GCSEs including Maths and English (Grade C or above) Desirable Relevant management qualification Degree level in Business Management/Leadership Other Essential Non-smoking environment The ability & willingness to travel to meetings & courses Flexible attitude to working hours and able to cover staff sickness at short notice Desirable Understanding of current Health and Social Care priorities Skills Essential Proficiency in Microsoft Office packages, including Excel, Outlook and Word. Excellent people management skills Ability to listen and empathise Delegation and empowerment of staff Good time management A solutions focused approach Be comfortable in driving teams to meet objectives and deadlines Desirable Experience of and success at communicating with and managing people Experience of managing non-clinical and clinical staff members Project management Change management Able to manage change and cope with pressure from a variety of stakeholders Proven problem solving & analytical skills Mental & Emotional Effort Essential Concentration required daily, e.g. ability to deal with occasional exposure to distressing circumstances or emotional events Ability to cope with occasional exposure to aggressive behaviour Ability to work with competing priorities Ability to deal tactfully and empathetically with distressed or anxious patients and carers Person Specification Experience Essential Experience of working in teams and able to promote a team spirit Experience of working with members of the public Experience or understanding of EMIS and other primary care software Excellent communication skills (Written and Oral) General office procedures Customer Care skills Working knowledge of medical terminology A detailed understanding of a General Practice Office environment Able to deal with difficult people Desirable Experience of and success at communicating with and managing people Experience of managing non-clinical and clinical staff members Experience of working in a GP practice Qualities Essential Ability to comply with confidential arrangements Self-motivating and self-confident Adaptable and innovative Personable Trustworthy, honest, reliable, caring and empathetic Hard working and resourceful Ability to work under pressure Qualifications Essential Good sound basic education 3 GCSEs including Maths and English (Grade C or above) Desirable Relevant management qualification Degree level in Business Management/Leadership Other Essential Non-smoking environment The ability & willingness to travel to meetings & courses Flexible attitude to working hours and able to cover staff sickness at short notice Desirable Understanding of current Health and Social Care priorities Skills Essential Proficiency in Microsoft Office packages, including Excel, Outlook and Word. Excellent people management skills Ability to listen and empathise Delegation and empowerment of staff Good time management A solutions focused approach Be comfortable in driving teams to meet objectives and deadlines Desirable Experience of and success at communicating with and managing people Experience of managing non-clinical and clinical staff members Project management Change management Able to manage change and cope with pressure from a variety of stakeholders Proven problem solving & analytical skills Mental & Emotional Effort Essential Concentration required daily, e.g. ability to deal with occasional exposure to distressing circumstances or emotional events Ability to cope with occasional exposure to aggressive behaviour Ability to work with competing priorities Ability to deal tactfully and empathetically with distressed or anxious patients and carers 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. Employer details Employer name Briarwood Medical Centre Address 514 Blackpool Road Ashton Preston PR2 1HY Employer's website https://www.briarwoodmedicalcentre.com (Opens in a new tab)