Job Summary
To manage and coordinate all aspects of Practice functionality, managing staff and patient services and maintaining smooth running of the building. In conjunction with the partners and Practice Business Manager, ensure all statutory requirements and required levels of care are met and that the Practice complies with CQC regulations.
Primary Responsibilities
The following are the core responsibilities of the Operations Manager. There may be, on occasions, a requirement to carry out other tasks; this will be dependent on factors such as workload and staffing levels.
The Operations Manager is responsible for:
General
1. Overseeing the day-to-day operations of the Practice, ensuring staff understand and achieve their primary responsibilities.
2. Ensure compliance with all Health and Safety Regulations relating to premises, including, but not limited to, Fire Regulations, COSHH and PAT testing.
3. Ensure compliance with Controlled Drugs, Public Health, Infection Control and all other pertinent legislation.
4. Ensuring compliance with CQC regulations and standards with all evidence stored and available in Practice Index or other relevant shared online format.
5. Coordinating the reviewing and updating of all Practice Policies and Procedures, ensuring all staff are aware of relevant policies.
6. Updating the Staff Handbook.
7. Managing the complaints procedure, ensuring complaints are actioned within agreed timescales and clinical complaints are forwarded to the relevant Partner for Clinical Complaints. Maintain complaints log with details of resolution and submit Annual Complaints summary.
8. Maintaining the Practice website, proactively updating to advertise upcoming vaccine campaigns and other relevant Public Health campaigns.
9. Actively encouraging the use of all relevant Patient online services.
10. Attending PCN meetings as representative of Balmore Park Surgery on OM matters.
11. Coordinating and attending the PPG meetings as the representative of the Practice, circulating accurate minutes to Senior Management promptly and updating Partners at next Business Meeting. Responsible for improving patient engagement including appropriate use of surveys.
12. Liaising at internal and external meetings as appropriate, including Palliative Care, Safeguarding and MDT meetings. Circulating Minutes on a timely basis.
13. Attending Practice Business Meetings, taking accurate Minutes and circulating promptly for action.
14. Maintaining the functionality and security of the building and grounds, including managing the cleaning contract and ensuring high standards are maintained at all times.
15. Managing the ordering of stationery, equipment, medical supplies, furniture and fittings etc. Purchases can be made to a limit agreed annually with the Partners. Purchases over the agreed price in discussion with Practice Business Manager.
16. Arranging the Covid and Flu campaigns in conjunction with the Nursing Manager and Clinical Data & IT Manager.
17. Maintain awareness of the Disaster Recovery Plan and Business Continuity Plan to ensure patient care can be maintained safely in emergency situations.
18. Maintain the Significant Events Register; ensure all significant events and learning points are discussed at monthly Whole Team Meetings.
19. In absence of IT Manager/external IT support, provide first-line IT support to staff including, but not limited to, unlocking smart cards, connecting printers, resolving software issues with EMIS/Docman/ICE/eRS etc.
Staff
1. Organising recruitment of new staff in conjunction with the Partners.
2. Completion of all onboarding paperwork.
3. Prepare contracts and contract amendments for Practice Business Manager.
4. Organising and overseeing the Staff Induction Programme.
5. Ensuring all Staff Probationary reviews are held prior to completion of the Probationary period and liaising with Partners regarding the satisfactory completion of Probation.
6. Establishing, reviewing and updating Job Descriptions and Person Specifications in conjunction with the Partners, ensuring all staff are legally and gainfully employed.
7. Direct line management of the CAT, CQC Administrator and Clinical Coding Team, maintaining an overview of the administrative processes and providing guidance to teams.
8. Management of GP, ANP and Paramedic Annual Leave and Sickness/Other Absences, ensuring adequate cover in these departments at all times.
9. Coordinate Annual Leave in conjunction with other Team Leaders, ensuring adequate cover in all departments at all times.
10. Liaising with the Finance Manager when pay is affected by any leave.
11. Undertake Return to Work interviews for all staff after every sickness absence, highlighting to Partners when Bradford Index scoring indicates further action is appropriate and arranging meetings with staff to address sickness issues.
12. Ensure that GPs maintain all appropriate registrations (Performers list, GMC etc) and insurance. Record and evidence clinical letters of competence.
13. Arranging and monitoring Staff training.
14. Conducting annual appraisals for CAT, CQC Administrator and Clinical Coding Team and ensuring annual appraisals for all other staff are undertaken on a timely basis.
15. Ensuring staff mandatory training is up to date.
16. Ensuring annual DBS declaration completed for those staff not requiring formal review.
17. Liaising regularly with all other Managers on operational matters.
18. Undertaking disciplinary interviews in accordance with Practice procedures.
19. Maintaining an appropriate overview of Employment Law with the support of the Practice’s external HR Consultant.
Job Type: Part-time
Pay: Up to £35,000.00 per year
Expected hours: 30 per week
Benefits:
* Free parking
* On-site parking
Schedule:
* Monday to Friday
Education:
* Bachelor's (preferred)
Experience:
* Operations management: 1 year (preferred)
* Human Resources: 1 year (preferred)
Work Location: In person
Application deadline: 29/11/2024
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