Job summary
The Operational Support manager will provideleadership, assurance
and oversight of all compliance, health & safety and estates
responsibilities across the practice, ensuring statutory and regulatory
requirements are met, risks are proactively managed, and the practice remains
inspection-ready at all times.
The role will be permanent, working 37 hours/week.The successful candidate will be required to commence work at 7:30am on at least one to two days per week, and will work a full day on a Friday.
Main duties of the job
The post
holder will own compliance and assurance, while delegating day-to-day
maintenance coordination and reactive work to the Facilities Administrator.
This is a management and operational leadership role, not a caretaking
position. You may be required to take the lead role in any IT/systems projects that
need to be delivered, and work with the administrator to ensure all day to day
IT functions (including telephony) are maintained.
You will provide
line management and support to the Facilities and IT Administrator and Administrative Team Leader, and support the
achievement of agreed targets, reducing, solving and escalating risk where
necessary.
About us
Lion Health has a registered population of around 28,000 patients and has a dedicated clinical and administrative teams, therefore this role is crucial in supporting the general running of a busy Practice.
Benefits to you:
- Ample free on-site parking
- 6 weeks annual leave
- On-site gym, free for all staff
- Sick pay
- Competitive Annual leave
Job description
Job responsibilities
The post holder will:
Compliance & Governance in IT/Facilities area
- Act as the named lead for estates-related compliance, including:
-Health & Safety
-Fire safety
-Statutory estates inspections and certification
-Estates elements of CQC compliance
- Maintain a central facilities/asset/risk register and forward plan, ensuring all statutory and planned activity is scheduled, completed and evidenced.
- Ensure policies, procedures and documentation are current, accurate and inspection-ready.
- Undertake regular internal compliance checks and spot audits.
- Provide assurance updates to the Practice Manager, including risks, gaps and mitigating actions.
Health & Safety Leadership
- Lead on health & safety governance, including risk assessments, incident review and action tracking.
- Ensure appropriate H&S policies are implemented and embedded in practice.
- Review accidents, incidents and near misses, identifying themes and preventative actions.
- Act as a subject-matter expert, advising managers and staff on estates and H&S matters and finding safe, compliant and cost effective solutions
Facilities & Estates Oversight
- Provide management oversight of all planned and reactive estates activity via the Facilities Administrator.
- Ensure planned preventative maintenance (PPM) programmes are in place and operating effectively.
- Oversee contractor performance, ensuring appropriate standards, compliance and value for money.
- Build and maintain relationships with, and manage estates-related risks associated with shared occupancy and tenants (e.g. pharmacy, dental practice)
Administrative team management
- Line management for administrative team leader in clinical administration teams (CRO/CSO)
- Support the team leader in establishment and maintenance of performance monitoring framework to agreed parameters
- Resolution of issues/ working with team lead to find solutions or innovations to challenges
- Provide assurance to practice manager and escalate as appropriate, managing risk
Line Management & Systems
- Line manage the Facilities Administrator and Administrative TL, providing direction, prioritisation and performance oversight.
- Ensure effective systems exist for logging, tracking and reporting estates activity.
- Support the Facilities Administrator and Administrative TL to work proactively rather than reactively.
Strategic Contribution
- Support the Practice Manager in estates and compliance planning, including service development and future growth.
- Monitor changes in legislation and guidance relevant to primary care estates and compliance.
- Work closely with rest of management team to support projects and changing priorities when required
- At all times, act as a leader at the organisation and uphold professional standards
- Contribute to improving governance processes and reducing organisational risk.
What This Role Is Not
- It does not carry out physical maintenance or repairs
- It is not a caretaking or handyman role
Quality
- Alert other team members to issues of quality and risk.
- Assess own performance and take accountability for own actions, either directly or under supervision.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
- Work effectively with individuals in other agencies to meet organisational needs.
- Effectively manage own time, workload and resources.
Contribution to the Implementation of Services
- Apply Practice policies, standards and guidance.
- Discuss with other members of the team how the policies, standards and guidelines will affect own work.
- Understand the impact of H&S legislation upon operations within the Practice.
- Carry out robust record keeping arrangements which are compliant with the practice retention policy.
- Liaise with and report to the Partners and the Management team.
- Provide an efficient administrative support service as required.
- Have a working knowledge, and contribute to Surgery handbooks, internal policies and procedures and apply them.
- Undertake any relevant training as required relating to organisational standards and changes to software or systems.
- Develop harmonious and effective relationships across all practice teams and with patients.
- Undertake effective professional development as necessary to keep up to date with current requirements and in line with Practice policy.
- Discuss with other members of the team how the policies, standards and guidelines will affect own work.
- Participate in audit where appropriate and produce reports as required.
Infection Prevention & Control
In accordance with the Health and Social Care Act 2008, the post holder will actively participate in the prevention and control of infection within the capacity of their role. The Act requires the post holder to attend infection prevention and control training on induction and at regular updates and to take responsibility for the practical application of the training in the course of their work. Infection prevention and control must be included in any personal development plan or appraisal.
THE ABOVE LIST OF RESPONSIBILITES IS NOT EXHAUSTIVE AND MAY BE SUBJECT TO CHANGE AFTER DISCUSSION WITH MANAGER WHERE APPROPRIATE.
Job description
Job responsibilities
The post holder will:
Compliance & Governance in IT/Facilities area
- Act as the named lead for estates-related compliance, including:
-Health & Safety
-Fire safety
-Statutory estates inspections and certification
-Estates elements of CQC compliance
- Maintain a central facilities/asset/risk register and forward plan, ensuring all statutory and planned activity is scheduled, completed and evidenced.
- Ensure policies, procedures and documentation are current, accurate and inspection-ready.
- Undertake regular internal compliance checks and spot audits.
- Provide assurance updates to the Practice Manager, including risks, gaps and mitigating actions.
Health & Safety Leadership
- Lead on health & safety governance, including risk assessments, incident review and action tracking.
- Ensure appropriate H&S policies are implemented and embedded in practice.
- Review accidents, incidents and near misses, identifying themes and preventative actions.
- Act as a subject-matter expert, advising managers and staff on estates and H&S matters and finding safe, compliant and cost effective solutions
Facilities & Estates Oversight
- Provide management oversight of all planned and reactive estates activity via the Facilities Administrator.
- Ensure planned preventative maintenance (PPM) programmes are in place and operating effectively.
- Oversee contractor performance, ensuring appropriate standards, compliance and value for money.
- Build and maintain relationships with, and manage estates-related risks associated with shared occupancy and tenants (e.g. pharmacy, dental practice)
Administrative team management
- Line management for administrative team leader in clinical administration teams (CRO/CSO)
- Support the team leader in establishment and maintenance of performance monitoring framework to agreed parameters
- Resolution of issues/ working with team lead to find solutions or innovations to challenges
- Provide assurance to practice manager and escalate as appropriate, managing risk
Line Management & Systems
- Line manage the Facilities Administrator and Administrative TL, providing direction, prioritisation and performance oversight.
- Ensure effective systems exist for logging, tracking and reporting estates activity.
- Support the Facilities Administrator and Administrative TL to work proactively rather than reactively.
Strategic Contribution
- Support the Practice Manager in estates and compliance planning, including service development and future growth.
- Monitor changes in legislation and guidance relevant to primary care estates and compliance.
- Work closely with rest of management team to support projects and changing priorities when required
- At all times, act as a leader at the organisation and uphold professional standards
- Contribute to improving governance processes and reducing organisational risk.
What This Role Is Not
- It does not carry out physical maintenance or repairs
- It is not a caretaking or handyman role
Quality
- Alert other team members to issues of quality and risk.
- Assess own performance and take accountability for own actions, either directly or under supervision.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
- Work effectively with individuals in other agencies to meet organisational needs.
- Effectively manage own time, workload and resources.
Contribution to the Implementation of Services
- Apply Practice policies, standards and guidance.
- Discuss with other members of the team how the policies, standards and guidelines will affect own work.
- Understand the impact of H&S legislation upon operations within the Practice.
- Carry out robust record keeping arrangements which are compliant with the practice retention policy.
- Liaise with and report to the Partners and the Management team.
- Provide an efficient administrative support service as required.
- Have a working knowledge, and contribute to Surgery handbooks, internal policies and procedures and apply them.
- Undertake any relevant training as required relating to organisational standards and changes to software or systems.
- Develop harmonious and effective relationships across all practice teams and with patients.
- Undertake effective professional development as necessary to keep up to date with current requirements and in line with Practice policy.
- Discuss with other members of the team how the policies, standards and guidelines will affect own work.
- Participate in audit where appropriate and produce reports as required.
Infection Prevention & Control
In accordance with the Health and Social Care Act 2008, the post holder will actively participate in the prevention and control of infection within the capacity of their role. The Act requires the post holder to attend infection prevention and control training on induction and at regular updates and to take responsibility for the practical application of the training in the course of their work. Infection prevention and control must be included in any personal development plan or appraisal.
THE ABOVE LIST OF RESPONSIBILITES IS NOT EXHAUSTIVE AND MAY BE SUBJECT TO CHANGE AFTER DISCUSSION WITH MANAGER WHERE APPROPRIATE.
Person Specification
Other
Essential
- Able to work additional hours at peak periods with reasonable notice
- Undergo DBS check
Qualities and Attributes
Essential
- Ability to communicate effectively
- Leadership skills
- Able to build an effective relationship with internal and external contacts
- Ability to meet deadlines
- A quality approach to work, including the initiative to contribute to ongoing development of systems and practices
- Conscientious about detail, methodical and organised
- Personal integrity
- An understanding, acceptance and adherence to the need for strict confidentiality
- Ability to work as part of an integrated multi-skilled team
- Adaptable, innovative, forward looking
- Comfortable working to agreed objectives
- Ability to work independently
Qualifications
Essential
- 5 GCSEs or equivalent including maths and English
- Recognised Health & Safety qualification (e.g. NEBOSH, IOSH, NCRQ)
- Formal training in risk assessment and hazard identification
Desirable
- NEBOSH General Certificate (or equivalent) desirable
- Demonstrable experience producing and reviewing risk assessments
Experience
Essential
- Experience in a compliance, health & safety, estates or facilities role in a regulated environment.
- Good working knowledge of health & safety legislation and compliance frameworks.
- Experience managing planned maintenance and statutory inspection programmes.
- Ability to assess risk and provide clear, proportionate assurance.
- Experience coordinating contractors and service providers.
- Strong organisational skills and confidence working autonomously.
- IOSH Managing Safely or equivalent (or willingness to work toward).
Desirable
- Experience in GP primary care, NHS or healthcare settings.
- Familiarity with CQC inspection requirements.
- Line management experience.
Knowledge and Skills
Essential
- Sound knowledge of employment law, health & safety law and management of risk
- Ability to collaborate with staff and other professionals
- Excellent keyboard and computer skills
- Good time management
- Excellent communication (oral and written) and inter personal skills
- Ability to prioritise workload
Person Specification
Other
Essential
- Able to work additional hours at peak periods with reasonable notice
- Undergo DBS check
Qualities and Attributes
Essential
- Ability to communicate effectively
- Leadership skills
- Able to build an effective relationship with internal and external contacts
- Ability to meet deadlines
- A quality approach to work, including the initiative to contribute to ongoing development of systems and practices
- Conscientious about detail, methodical and organised
- Personal integrity
- An understanding, acceptance and adherence to the need for strict confidentiality
- Ability to work as part of an integrated multi-skilled team
- Adaptable, innovative, forward looking
- Comfortable working to agreed objectives
- Ability to work independently
Qualifications
Essential
- 5 GCSEs or equivalent including maths and English
- Recognised Health & Safety qualification (e.g. NEBOSH, IOSH, NCRQ)
- Formal training in risk assessment and hazard identification
Desirable
- NEBOSH General Certificate (or equivalent) desirable
- Demonstrable experience producing and reviewing risk assessments
Experience
Essential
- Experience in a compliance, health & safety, estates or facilities role in a regulated environment.
- Good working knowledge of health & safety legislation and compliance frameworks.
- Experience managing planned maintenance and statutory inspection programmes.
- Ability to assess risk and provide clear, proportionate assurance.
- Experience coordinating contractors and service providers.
- Strong organisational skills and confidence working autonomously.
- IOSH Managing Safely or equivalent (or willingness to work toward).
Desirable
- Experience in GP primary care, NHS or healthcare settings.
- Familiarity with CQC inspection requirements.
- Line management experience.
Knowledge and Skills
Essential
- Sound knowledge of employment law, health & safety law and management of risk
- Ability to collaborate with staff and other professionals
- Excellent keyboard and computer skills
- Good time management
- Excellent communication (oral and written) and inter personal skills
- Ability to prioritise workload
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.