Operations Manager

Job description

Job responsibilities

Strategic Management

• Help develop the practice as a business and proactively seek opportunities to develop services locally through Federations / PCNs / CCGs and other bodies.
• To proactively seek out innovative and efficient ways of working to ensure the future success of the practice.
• Ensure the practice works collaboratively with other local practices to redesign and deliver services for the benefit of patients and the practices involved.
• Evaluate performance against objectives / budgets. Report and address shortfalls.
• Prepare robust business cases for planned new developments ensuring any tender documentation complies with required criteria.
• Help seek out funding opportunities to optimise income.
• Seek out marketing opportunities to promote practice to local community and other medical services.

Human Resources (HR)

• Proactive management of all aspects of HR including recruitment, change management, disciplinary procedures, grievance, DBS checks, induction and appraisal.
• Play an active role in disciplinary and grievance procedures instigating and leading interviews / reviews.
• Ensure Education and Training for ALL staff clinical and non-clinical is delivered consistently to ensure practice and self development in line with practice needs.
• Ensure Employment Law is followed in all policies and procedures.
• Carry out recruitment and induction adverts, interviews, issuing staff contracts and up to date job descriptions / personal specifications. Delegating where appropriate to Team Managers.
• Check that staff maintain their required registrations to comply with their role e.g. performers list for GPs, NMC for nurses etc.
• Carry out appraisals for staff who directly report to the Operations Manager annually and performance manage on an ongoing basis. Ensure that appraisals are also undertaken annually within team(s) and performance management is in place.
• Assist with the management of staff budgets salaries, pensions, tax and benefits.
• Monitor staff absences, proactively manage accordingly and report as required to the Business Manager.
• Regularly review staff morale and plan periodic team events to ensure opportunity for team building and working across teams.
• Generate and maintain succession planning for any staff member anticipated to retire and ensure adequate resources in each area to provide cover at all times.

Finance

• Assist as required with the management of all aspects of finance for the practice.
• Process the financial claims for all work done in the practice for the required timescales, including the PPA. Delegate if or where appropriate maintaining responsibility.
• Ensure all fees and payments due are received in the timescales expected. Report anomalies to Business Manager.
• Maximise income by cost control, reviewing processes and procedures and seeking new initiatives.
• Manage in conjunction with the Business Manager payroll including salaries, tax and pension.
• Work closely with the Business Manager on financial forecasting and planning to ensure cash flow and report regularly to partners.
• Maintain accurate records at all times and provide to the accountants and HMRC when required.
• Ensure payments are all made in accordance with agreed / required timescales.
• Share in the responsibility for financial security and ensure access to transactions are limited to accountable staff only with the Business Manager.
• Help manage the use of Petty Cash and the storage of cash on the premises.
• Monitor card payments made to the practice to ensure process is efficient and fit for purpose.

Premises

• Have a good understanding of the requirements of lease and ensure they are adhered to. Liaise with landlord / facilities management company as required by the to ensure they are kept up to date.
• Help manage the partner owned premises at Crossland and help monitor and maintain all appropriate maintenance contracts.
• Take day to day responsibility for all aspects of Facilities Management of the practice including maintenance of plant and machinery, insurance, employers liability and all general maintenance and repairs to the building and grounds including lift, alarms, CCTV etc. Report regularly to Business Manager.
• Manage H&S and Fire Risks of the premises and grounds. Carry out quarterly H&S inspections of the premises and address any issues promptly with the support of the Business Manager. Keep all staff up to date with their responsibilities, ensuring adequate training is undertaken.
• Carry out a minimum of an annual fire evacuation drill, unannounced to staff in our own premises (Crossland).
• Constantly review security of the practice and ensure policies are followed at all times. Feedback to Business Manager
• Constantly review the use of the premises with a view to optimising use and increasing income. Feedback to Business Manager
• Identify and present business plans for any change in use or potential development of the premises as required by Business Manager.

IT

• Day to day management of all IT systems and software used in the practice. Monitor to ensure usage is in line with practice policies and compliant with legal requirements and national guidelines.
• Manage access to systems to ensure it is only accessed by authorised users and access is at an appropriate level.
• Liaise with suppliers and user groups to maximise potential and ensure fully updated in conjunction with the Business Manager.
• Manage the practice website and all other appropriate social media including NHS Choices.
• Manage shared folders and ensure back up and contingency plans in place.
• Operational management of the implementation of new systems. Ensure they are fully documented and users fully aware how to use them.
• Operational management of the use and maintenance of the clinical system to ensure data entry complies with nationally and locally agreed protocols.
• Ensure users are all fully trained in the use of all systems available to them and assist in the development of templates and other tools. Seek support from Data Quality and other third parties who may be available to assist.

Day to Day

• Oversee the day to day running of the practice with the support of the wider management team, including the PA.
• Take responsibility for making sure periodic returns are undertaken. Ensure practice is compliant with all regulatory requirements e.g. CQC, IG, Workforce etc.
• Plan and oversee the setting up of GP and staff rotas ensuring adequate cover and efficient use of resources to meet patients needs. Identify improvements and efficiencies.
• Ensure regular meetings are held to provide clear open communication within the practice involving all staff as well as with relevant third parties e.g. District Nurses, Health Visitors, Palliative Care team etc.
• Manage policies and protocols to ensure all staff clinical and non-clinical have access to up to date guidance to facilitate their role. Carry out audits from time to time to measure performance and feedback to the practice as appropriate.
• Ensure management information is provided on routine activities regularly for review / audit e.g. phone answering, DNAs, referrals etc.
• Set and review standards expected and ensure they are implemented across the practice ensure quality at all times.
• Carry out projects identified. Report on and manage their progress to conclusion as directed by the Business Manager.
• Help ensure provisions are sourced economically with the help of the PA and are suitable for the efficient running of the practice medical supplies, vaccines, stationery and domestic supplies.
• First line management of all complaints ensuring they are fully investigated and responded to in line with the complaints protocol. Escalate as appropriate. Monitor and report on any trends or concerns.
• Oversee the use and booking of locum GPs to ensure protocols are adhered to, quality is delivered and costs are controlled. Report findings to Business Manager.
• Manage the use of rooms and negotiate contracts for third parties ensuring this is not to the detriment of the practices day to day business and income is maximised in conjunction with the Business Manager.
• Facilitate, encourage and support the Patient Participation Group.
• Oversee the presentation of the practice ensure premises and grounds are welcoming and presentable and display materials are neat, clean and in date.
• Ensure alerts and notifications received by the practice are shared with appropriate staff (clinical / non clinical) as required.
• Maintains the practice contingency plan and ensures that all staff are kept up to date with contact details to use in an emergency.
• Seek feedback from patients through surveys and group meetings to support the development of the practice in line with patient needs as directed by the Business Manager.

Person Specification

Qualifications

Essential

• Evidence of continued professional development.

Desirable

• Educated to degree level or eqivalent.

Experience

Essential

• Minimum of 3 years in a Senior Supervisory role / Team Manager Role with Human Resource responsibilities.
• Excellent practical IT skills including use of Microsoft Office software and a wide range of applications.
• Self-motivated with ability to motivate and inspire others.
• Strategic and operational experience
• Numerate ability to manage budgets and accounts.
• Good interpersonal and communication skills at all levels.
• Proven ability to meet tight deadlines.
• Proven ability to delegate- upwards and downwards.
• Proven ability to manage and develop others.
• Proven ability to multi task.
• Proven experience in project management and delivery.
• Critical thinking and problem solving skills.
• Ability to make decisions.

Desirable

• Knowledge of the Quality and Outcomes Framework and Primary Care financing.
• Previous accountancy or finance experience.
• Knowledge of CQC.
• Payroll experience
• Accounts experience
• Facilities management experience

Disposition/Work Attitudes

Essential

• Calm
• Confident
• Happy to communicate at all levels.
• Shows commitment
• Flexible approach to work content /hours.
• Discreet and diplomatic.
• Works well under pressure.
• Energetic with drive and enthusiasm.
• Willing to work flexible hours when required.
• Ability to listen and empathise.
• Happy to work on own.

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

Leeds City Medical Practice

Address

123 Cemetery Road

Beeston

Leeds

LS11 8LH

Employer's website

https://leeds-city-medical.gpsurgery.net/ (Opens in a new tab)