Job responsibilities
Key Working Relationships
Patients
Doctors
Members of the management team
Clinical team
Patient Services and Administration teams
Visitors to the surgery
Job Summary
The Operations Manager will assist with the smooth
functioning of the Practice on a day-to-day basis. The successful candidate will ideally have
previous management experience.
Experience with System One would be an advantage but is not essential
for the right candidate. Good
communication skills and an ability to work with individuals, groups and
outside agencies is essential, as is the enthusiasm to adapt to the
every-changing priorities of the NHS.
As part of our Management structure, the Operations
Manager will be a key part of the Management Team, working closely alongside
the Practice Manager. It is a
requirement of this role to deputise for the Practice Manager, as required. This role is responsible for the day-to-day
management of the Practice team. Prior
healthcare experience would be an advantage, but identifying a candidate with
the necessary skills and a strong work ethic is our priority.
To support the practice to ensure compliance
with its statutory and regulatory obligations, such as but not limited to the
Care Quality Commission and Data Protection Act 2018(GDPR)
Job Responsibilities
The following are the core
responsibilities of the Operational Manager.
This job description does not represent an exhaustive list of duties and
may be amended in light of practice and service changes and developments. There may be, on occasion, a requirement to
carry out other tasks. This will be
dependent upon other factors such as workload and staffing levels.
The Operational Manager is
responsible for:
Compliance
Overall
responsibility for ensuring that IT systems are as proficient as possible,
according to the latest technology. This
includes attending regular external IT meetings and then disseminating
information to the Practice Manager and other relevant staff.
Ensuring that
the practice meets its clinical targets, in conjunction with the GPs.
Ensuring that
all relevant quarterly and monthly submissions are made to the ICB on time by
the IT Co-ordinator
Management of
back office and support staff and systems.
This includes the GP Admin team, Medical Secretaries team, IT
Co-ordinator, Business Support Lead, Finance and HR Administrator and Medicines
Management team.
Responsibility
for staff induction
Ad hoc
non-clinical issues, processes and responses.
Responsible for
HR processes for teams managed induction, probationary reviews, annual
appraisals, disciplinaries, capabilities, appeals, staff holidays
General
The post-holder
will need to become familiar with all functions of the Practice clinical system
and applications, plus national and local quality standards for primary
care/general practice.
To undertake
regular delegated tasks and special projects as delegated by the Practice
Manager.
As necessary, to
attend any meetings as requested or on behalf of the Practice and undertake
follow-up action.
Assist the
Practice Manager in compiling and updating policies and procedures in all areas
of the Practice.
Ensure effective
delegation where appropriate.
Contribute to
Practice strategy, formulate objectives and research and develop ideas for
future Practice development and PCN working.
Assist the
Practice Manager in the writing of business plans, where appropriate
undertaking any research required.
The range of
work undertaken in providing management support will vary in detail in the
light of changing demands and priorities within the Practice.
Support the
Practice and Practice Manager in preparing for CQC.
Liaise with the
team in monitoring the Quality and Outcomes Framework to ensure all targets are
being met.
Organisational
Carry out audits
and reports as required.
Review processes
and guidelines as required.
With the
Practice Manager, oversee and manage effective appointment planning.
Information
Management and Technology
Overall
management of this area, with support from the IT Co-Ordinator.
Work with SCU to
solve any problems.
Become one of
the Advanced Users (Super User) for the Practice clinical system to enable
intricate data analysis.
Become
proficient on the Practice Intranet (Teamnet) in conjunction with the IT admin,
ensuring regular reviews of the content.
Keep abreast of
the latest developments in primary care IT and, where appropriate, inform the
practice team.
In conjunction
with the Practice Manager and following advice from the ICB, ensure that the
Practice has effective IT data security.
Organise,
oversee and evaluate IT training.
This
job description is not a complete list of duties but is intended to give a
general indication of the range of work undertaken. It will vary over time as demands and
priorities within the NHS change.
Significant changes in the range of work undertaken will be made only
after discussion with the post holder.
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.
Health & Safety:
The post-holder will assist in promoting and
maintaining their own and others health, safety and security as defined in the
practice health & safety policy and the practice infection control policy
and published procedures. This will include:
Using
personal security systems within the workplace according to practice guidelines
Identifying
the risks involved in work activities and undertaking such activities in a way
that manages those risks
Making
effective use of training to update knowledge and skills
Using
appropriate infection control procedures, maintaining work areas in a tidy and
safe way and free from hazards
Actively reporting of
health and safety hazards and infection hazards immediately when recognised
Keeping own work
areas and general/patient areas generally clean, assisting in the maintenance
of general standards of cleanliness consistent with the scope of the job
holders role
Undertaking periodic
infection control training
Reporting potential
risks identified
Demonstrate
due regard for safeguarding and promoting the welfare of children
Equality and Diversity
The
post-holder will support the equality, diversity and rights of patients, carers
and colleagues, to include:
Acting in a way that recognises the
importance of peoples rights, interpreting them in a way that is consistent
with practice procedures and policies, and current legislation
Respecting the privacy, dignity, needs and
beliefs of patients, carers and colleagues
Behaving in a manner which is welcoming to
and of the individual, is non-judgmental and respects their circumstances,
feelings priorities and rights.
Personal/Professional Development
The
post-holder will participate in any training programme implemented by the
practice as part of this employment, such training to include:
Participation in an annual individual
performance review, including taking responsibility for maintaining a record of
own personal and/or professional development
Taking responsibility for own development,
learning and performance and demonstrating skills and activities to others who
are undertaking similar work.
Quality
The
post-holder will strive to maintain quality within the practice, and will:
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 patients needs
Effectively manage own time, workload and
resources.
Communication
The post-holder
should recognise the importance of effective communication within the team and
will strive to:
Communicate
effectively with other team members
Communicate
effectively with patients and carers
Recognize peoples
needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of
Services
The
post-holder will:
Apply practice policies, standards and
guidance
Discuss with other members of the team how
the policies, standards and guidelines will affect own work
Participate in audit where appropriate.