Job summary
An opportunity has arisen for an Operations Manager to join our team
here in leafy Barnt Green. Our community sits in a semi-rural village, within
easy reach of Birmingham and is accessed by good train and motorway
connections.
Youd be joining a motivated and supportive team of professionals lead
by our 3 young GP Partners. The successful candidate would be enthusiastic and
a good team player who wishes to deliver an excellent quality of care and
contribute to our wider teams progression. We have a strong team ethos and
prioritise changes to improve the teams work-life balance.
Barnt Green Surgery is a small to medium sized surgery with a friendly
and loyal compliment of staff who work with our experienced and supportive
management and administrative team. We are a high achieving QOF practice and
pride ourselves on a providing a high standard of clinical care which results
in us being held in high regard by our patients.
Main duties of the job
To support the practice manager in all aspects of practice
functionality, 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.
To manage and coordinate all aspects of practice functionality, motivating and managing staff, patients services, premises and health and safety management.
Through innovative ways of working, support the
practice manager leading the team in promoting ED&I, SHEF, quality &
continuous improvement, confidentiality, collaborative working, service
delivery, learning and development and ensuring the practice complies with CQC
regulations.
Retain a presence within the reception area to support line management of all reception staff, supporting staff development, providing guidance and direction.
Have direct oversight of the registration of patients and online access.
Actively encourage and promote the use of online services
Across the practice team oversee rotas, holidays and sickness cover to ensure full service is maintained whilst administering and maintaining an effective clinical appointment system.
Act as Fire Marshal and co-ordinate weekly fire alarm and emergency testing along with six monthly evacuation test.
Oversee private work requests
Oversee the management of the carers register and patient recalls.
Any other duties commensurate with the level of the post
For detailed list of responsibilites see job description
About us
The practice is situated in leafy Barnt Green. Our community sits in a semi-rural village, within
easy reach of Birmingham and is accessed by good train and motorway
connections.
Barnt Green Surgery is a
small to medium sized surgery with a friendly and loyal compliment of staff who
work with our experienced and supportive management and administrative team. Our clinical team comprises of 3 partners, 2 salaried GP's, 2 Physician Associate's, 3 Nurses, 2 HCA's and phlebotomists.
The practice forms part of the Bromsgrove PCN and Hereford & Worcestershire ICS.
Job description
Job responsibilities
The following are the core
responsibilities of the Operations Manager. There may be, on occasion, a
requirement to carry out other tasks; this will be dependent upon factors such
as workload and staffing levels.
The Operations Manager is responsible for:
Supporting the practice manager in the
day-to-day operations of the practice, ensuring staff achieve their primary
responsibilities.
To facilitate effective communication between
patients, members of the primary care team and other associated heath care
agencies
Providing
leadership and guidance to all staff, ensuring that they always adhere to
policy and procedure.
Act
as a role model to the whole team, supporting, motivating, and promoting good
staff relations.
Retain a presence within the
reception area to support line management of all reception staff, supporting
staff development, providing guidance and direction, ensuring staff are up to
date with mandatory training and administrative tasks to support patient
satisfaction. You will also be expected to participate in some reception duties
to provide a good role/lead model and allow on the job training.
Reviewing
and regularly updating reception job descriptions and person specifications
ensuring all staff are legally and gainfully employed to support an effective
staff appraisal and development process including up to date training records.
Have direct oversight of the
registration of patients and online access.
Actively encouraging and
promoting the use of patient online services
Across the
practice team oversee team rotas, holiday, and sickness cover to ensure full
service is maintained, whilst administering and maintain an effective
appointment system for all services though clinical session management. This
will also include direct co-ordination of
sufficient cover for periods of leave and other staff absences within reception.
Act as building
Fire Marshall, ensuring evacuation lists are current and that the visitors log
is used appropriately.
Co-ordinate weekly fire alarm
& emergency lighting test and six-monthly evacuation test
Advise Practice manager of
information to maintain Locum manual and care navigation folder ensuring up to
date information on practice & local procedures.
Overseeing private work
requests and ensuring timely notification of payments received.
Oversee the management of the
carers register.
Manage the recall of patients
for areas such as but not limited to
Assist in the development,
implementation and embed efficient processes and procedures to adhere to extant
legislation.
Maintain
effective patent feedback systems and share learning.
Assist in
maintaining the environment that supports a continuous improvement and
innovation ethos and ensures team members are facilitated to embrace change.
Be liaison for the practice
team regarding all IT systems and be proactive in development of the practice
IT systems.
Support the
monitoring and auditing of the progress of the QOF and Enhanced Services to
maximise income.
Maintain
effective patent feedback systems and share learning.
Implementing
systems to ensure compliance with CQC regulations and standards.
Evaluating,
organising, and overseeing the team induction programme within the non-clinical
teams
Leading
the management of the clinical system, always ensuring IT security and IG
compliance, and responding to and resolving all local IT issues
Updating and acting as the focal point for the
practice website and social media sites
Supporting the Practice Manager to guide staff
and developing searches and audits on the clinical system.
Support Practice Manager in Reviewing and
updating clinical templates ensuring they relate to current practice.
Guiding the team to reach QOF targets
(supported by the nursing and administrative leads)
Support the partners and team
with any other duties required in Practice Managers Absence
Any other duties commensurate with the level
of the post.
Job description
Job responsibilities
The following are the core
responsibilities of the Operations Manager. There may be, on occasion, a
requirement to carry out other tasks; this will be dependent upon factors such
as workload and staffing levels.
The Operations Manager is responsible for:
Supporting the practice manager in the
day-to-day operations of the practice, ensuring staff achieve their primary
responsibilities.
To facilitate effective communication between
patients, members of the primary care team and other associated heath care
agencies
Providing
leadership and guidance to all staff, ensuring that they always adhere to
policy and procedure.
Act
as a role model to the whole team, supporting, motivating, and promoting good
staff relations.
Retain a presence within the
reception area to support line management of all reception staff, supporting
staff development, providing guidance and direction, ensuring staff are up to
date with mandatory training and administrative tasks to support patient
satisfaction. You will also be expected to participate in some reception duties
to provide a good role/lead model and allow on the job training.
Reviewing
and regularly updating reception job descriptions and person specifications
ensuring all staff are legally and gainfully employed to support an effective
staff appraisal and development process including up to date training records.
Have direct oversight of the
registration of patients and online access.
Actively encouraging and
promoting the use of patient online services
Across the
practice team oversee team rotas, holiday, and sickness cover to ensure full
service is maintained, whilst administering and maintain an effective
appointment system for all services though clinical session management. This
will also include direct co-ordination of
sufficient cover for periods of leave and other staff absences within reception.
Act as building
Fire Marshall, ensuring evacuation lists are current and that the visitors log
is used appropriately.
Co-ordinate weekly fire alarm
& emergency lighting test and six-monthly evacuation test
Advise Practice manager of
information to maintain Locum manual and care navigation folder ensuring up to
date information on practice & local procedures.
Overseeing private work
requests and ensuring timely notification of payments received.
Oversee the management of the
carers register.
Manage the recall of patients
for areas such as but not limited to
Assist in the development,
implementation and embed efficient processes and procedures to adhere to extant
legislation.
Maintain
effective patent feedback systems and share learning.
Assist in
maintaining the environment that supports a continuous improvement and
innovation ethos and ensures team members are facilitated to embrace change.
Be liaison for the practice
team regarding all IT systems and be proactive in development of the practice
IT systems.
Support the
monitoring and auditing of the progress of the QOF and Enhanced Services to
maximise income.
Maintain
effective patent feedback systems and share learning.
Implementing
systems to ensure compliance with CQC regulations and standards.
Evaluating,
organising, and overseeing the team induction programme within the non-clinical
teams
Leading
the management of the clinical system, always ensuring IT security and IG
compliance, and responding to and resolving all local IT issues
Updating and acting as the focal point for the
practice website and social media sites
Supporting the Practice Manager to guide staff
and developing searches and audits on the clinical system.
Support Practice Manager in Reviewing and
updating clinical templates ensuring they relate to current practice.
Guiding the team to reach QOF targets
(supported by the nursing and administrative leads)
Support the partners and team
with any other duties required in Practice Managers Absence
Any other duties commensurate with the level
of the post.
Person Specification
Qualifications
Essential
- Good standard of education with excellent literacy and numeracy skills
- Experience of working with the public
- Experience of working in a healthcare setting
- Excellent communication skills (written, oral and presenting)
- Strong IT skills (generic)
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management (planning and organising)
- Ability to network and build relationships
- Ability to implement and embed policy and procedure
- Ability to motivate and train staff
- Polite and confident
- Flexible and cooperative
- Excellent interpersonal skills
- Motivated and proactive
- Ability to use initiative and judgement
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Confident, assertive, and resilient
- Ability to drive and deliver change effectively
- Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
- Flexibility to work outside core office hours
- Disclosure Barring Service (DBS) check
- Always maintain confidentiality
- Full UK driving licence
Desirable
- Educated to A-level/equivalent or higher with relevant experience
- Leadership and/or management qualification
- AMSPAR qualification
- Experience of managing multidisciplinary teams
- Experience of performance management, including appraisal writing, staff development and disciplinary procedures
- Experience of successfully developing and implementing projects
- NHS/ Primary Care general practice experience
- Relevant health and safety experience
- Ability to recognise opportunities to enhance service delivery
- Excellent leadership skills
- Strategic thinker and negotiator
- EMIS/SystmOne/Vision user skills
- Proven problem solving and analytical skills
Person Specification
Qualifications
Essential
- Good standard of education with excellent literacy and numeracy skills
- Experience of working with the public
- Experience of working in a healthcare setting
- Excellent communication skills (written, oral and presenting)
- Strong IT skills (generic)
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management (planning and organising)
- Ability to network and build relationships
- Ability to implement and embed policy and procedure
- Ability to motivate and train staff
- Polite and confident
- Flexible and cooperative
- Excellent interpersonal skills
- Motivated and proactive
- Ability to use initiative and judgement
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Confident, assertive, and resilient
- Ability to drive and deliver change effectively
- Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
- Flexibility to work outside core office hours
- Disclosure Barring Service (DBS) check
- Always maintain confidentiality
- Full UK driving licence
Desirable
- Educated to A-level/equivalent or higher with relevant experience
- Leadership and/or management qualification
- AMSPAR qualification
- Experience of managing multidisciplinary teams
- Experience of performance management, including appraisal writing, staff development and disciplinary procedures
- Experience of successfully developing and implementing projects
- NHS/ Primary Care general practice experience
- Relevant health and safety experience
- Ability to recognise opportunities to enhance service delivery
- Excellent leadership skills
- Strategic thinker and negotiator
- EMIS/SystmOne/Vision user skills
- Proven problem solving and analytical skills
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.