Overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities, with support from the Business Manager, motivating and managing staff, optimising efficiency and overall performance, ensuring the practice achieves its long-term strategic objectives in a safe and effective working environment.
The Operations Manager will focus on the day-to-day operability of the practice, confidentiality, collaborative working, service delivery, learning and development and promoting a positive working environment.
Main duties of the job
Core responsibilities of the Operations Manager include HR, IT and the day to day running of the practice. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.
About us
We are a two site practice with a 13,900 patient list size. We have 7 GP Partners, a nursing team, ARRS including paramedics, First Contact Physio and a clinical pharmacy team. We are also a training practice. We operate within an ethical framework and are passionate about enhancing care for our patients.
Job responsibilities
1. Overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities, with support from the Business Manager.
2. To organise and maintain the appraisal programme.
3. Providing leadership and guidance for all practice staff.
4. Ensuring staff adhere to policy and procedure at all times, review and update practice policies and procedures, and send updates to the team.
5. Responsible for the training programme for all staff (clinical and administrative) liaising with external agencies when necessary, booking training sessions for PLT learning, maintaining a training record.
6. Manage compliance registers, supporting the Business Manager, ensuring DBS checks are carried out.
7. Manage and monitor annual leave for all staff using GP Team Net.
8. Provide induction and training for reception, administration staff and GP trainees. Manage all new staff inductions.
9. Manage the registering of new users on all platforms needed such as EMIS, Docman, AccuRx and T-Quest in accordance with the new starter form.
10. Responding and resolving all local IT issues where appropriate.
11. Guiding staff and developing searches and audits on the clinical system.
12. Reviewing and updating clinical templates and rotas and ensuring they relate to current room rota for all staff.
13. Monitoring and disseminating information on safety alerts.
14. Provide administrative support to the nursing and clinical team.
Operations
1. Co-ordinate all staff absences, maintaining an effective absence register, perform the necessary reviews in accordance with practice sickness, absence policy when required.
2. Manage asset registers and the equipment log.
3. Act as Complaints Lead; responsible for producing all written responses (both administrative and clinical).
4. Ensure all practice leavers have actioned inboxes and work load delegated to them and communicate to the leaver to ensure all work is completed in accordance with the leavers form including clinical work, Docman, tasks, deactivation of smart cards etc., Prepare leavers exit interview.
5. Maintain and check GP Team Net on a regular basis to ensure premise checks are being completed in a timely manner.
6. Oversee the process and work for all insurance reports.
7. RA Sponsor for the practice submit applications for smartcards, manage and check accuracy of current list of practice users.
8. Manage the practice website where needed.
9. Deputise for the Business Manager in their absence.
10. Act as the communication link between the management team and staff.
Person Specification
Qualifications
* Good standard of education with excellent literacy and numeracy skills
* Leadership and/or Management Qualification
* AMSPAR Qualification
Experience
* Experience of working with the general public
* Experience of working in a healthcare setting
* Relevant health and safety experience
* Experience in performance management, including appraisal writing, staff development and disciplinary procedures
* Experience in leading a team.
* NHS/Primary Care General Practice experience
* Experience in producing agendas and minutes for meetings.
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.
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