Operations Practice Manager

Job description

Job responsibilities

STAFF MANAGEMENT

• To lead on the administration of the recruitment process of all staff in accordance with employment law (including DBS checks, reference checks and occupational health). To interview alongside the Business Finance Manager and any other relevant line managers.

• Overview of the management of all staff leave, ensuring appropriate cover is provided.

• To share responsibilities for day to day management of staff queries with the Business and Finance Manager

• Overview and management of appraisals for all staff, training needs assessments and mentoring including managing the training carried out using the Teamsnet.

• Implement effective systems for the resolution of disputes and grievances and manage disciplinary action and termination of employments.

• Direct line management of the following staff: Lead Nurse, Admin Team, Lead Dispenser, Lead Receptionist, and salaried GPs

• Managing the recruitment and retention of staff; develop, implement and embed an effective succession plan

• Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively

• Establishing, reviewing and regularly updating job descriptions and person specifications. Ensuring all staff are legally and gainfully employed

• Staff payroll submissions

PATIENT SERVICES

• Have an overview of all aspects of patient care and delivery of services.

• Management of patient complaints following NHS guidance, the submission of the annual declaration of complaints.

• Overview of the management of Practice Significant Events

• Chair of Patient Participation Group

• Sharing Liaison with Friends of Constantine Surgery with the Finance and Business Manager

• Overview of management of Clinical rotas booking Locum cover, IAGP cover, Top & Tail cover

PREMISES & EQUIPMENT MANAGEMENT

• Have an overview of facilities management, ensuring appropriate contracts are on place for security, repairs and maintenance and insurance.

• Ensuring appropriate maintenance and calibration of practice equipment Ensuring any premises repairs are carried out efficiently, safely and to within a reasonable and fair budget.

• To be listed on the alarms call out rota.

INFORMATION MANAGEMENT & TECHNOLOGY

• Oversee the development and integration of practice IT and telephone systems including electronic patient medical records and links with external organisations

• Liaise with the CCG regarding system procurement, IT funding and national IT development programmes

• Have an overview of GDPR and an understanding of where to seek advice and clarification on data protection matters

• To run reports and do audits on SystmOne and produce data for projects if required.

• To oversee maintenance of the Practice NHS website and to ensure it kept up to date

COMMUNICATION

• Responsible for implementation of internal and external communication strategies including communications with patients to ensure the practice service meets their needs.

• Continue to use Teamsnet and develop the use of it where possible in the Practice to aid internal communication and documentation.

• Responsible for production of newsletters, website content and social media campaigns

• Organise and chair practice meetings and ensure all staff understand and engage positively with practice developments.

ADMINISTRATION

• Ensure development and maintenance of practice protocols and procedures is carried out. Ensure reviews and updates in line with current and future legislative requirements are carried out and ensure practice meets core NHS and Care Quality Commission clinical and non-clinical standards. To then involve all team members so they are aware how these will affect their work.

• Overview DSQS administration audits ensuring end of year achievement

• GPPQS administration audits ensuring end of year achievement

• Ensuring the team reaches QOF targets (supported by the GPs/nursing and administrative leads)

• Administrator for:

NHS email (Adding, removing, amending all staff NHS email accounts

Primary Care Web Tool

• Joint CQC administrator ensuring compliance with all aspects of CQC Registration.

CONFIDENTIALITY

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately

• In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential

• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

EQUALITY & DIVERSITY

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

1. Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation

1. Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

1. Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Person Specification

Skills

Essential

• Excellent communication skills (written, oral and presenting)
• Strong IT skills (generic)
• Excellent leadership skills
• Strategic thinker and negotiator
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• Effective time management (planning and organising)
• Proven problem solving and analytical skills
• Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
• Experience using SystmOne

Qualifications

Essential

• Good standard of education with excellent literacy and numeracy skills

Desirable

• Educated to degree level in healthcare or business
• Leadership and/or management qualification

Experience

Essential

• Experience of working with the general public

Desirable

• Experience of working in a healthcare setting
• Experience of managing multidisciplinary teams
• Experience of performance management including appraisal writing, staff development and disciplinary procedures
• Experience of successfully developing and implementing projects
• Experience of workforce planning, forecasting and development
• NHS/primary care general practice experience
• Experience of organising staff rotas and annual leave

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

MULLION & CONSTANTINE GROUP PRACTICE

Address

Nansmellyon Road

Mullion

Helston

Cornwall

TR12 7DQ

Employer's website

https://mullionhealthcentre.co.uk (Opens in a new tab)