Job summary
Elm Surgery is seeking an
experienced and highly organised Assistant Operations Manager to join our team.
In this key role, you will support the Practice Manager & Practice
Operations Manager in overseeing the day-to-day operations of our busy GP
practice.
We are a friendly practice based in the Estover area of Plymouth
and care for over 9500 patients.
This role requires a flexible and adaptable individual with excellent organisational and problem-solving skills. The successful candidate will thrive in a fast-paced environment and possess a strong commitment to continuous improvement and staff development.
Main duties of the job
Key Responsibilities:
Staff Management:
Conduct bi-weekly
one-to-one meetings with staff members.
Oversee recruitment
and retention efforts for reception and administrative roles.
Conduct
return-to-work interviews and manage sickness absence.
Develop and
implement staff induction and onboarding processes.
Manage the
probationary process for new staff members.
Conduct performance
appraisals for reception and administrative staff.
Handle verbal
complaints and provide day-to-day supervision for the reception team.
Operational
Management:
Create and manage weekly
rotas for reception and administrative staff.
Approve leave
requests for reception and administrative teams.
Develop and
implement new operational processes to improve efficiency.
Organise bi-monthly
staff meetings.
Coordinate the
induction and tour of the building for medical students.
Recruit and oversee
the Patient Participation Group.
Governance and
Compliance.
Review/create
practice policies and procedures and ensure they are adhered to.
Maintain compliance
with health and safety regulations.
Manage estates and
facilities-related matters.
Training and
Development:
Oversee training and
development initiatives for reception and administrative staff.
About us
Benefits:
Competitive salary commensurate
with experience
NHS pension scheme
Opportunities for
training and career development
Job description
Job responsibilities
Role Overview
The Assistant Operations Manager plays a vital role in ensuring the smooth day-to-day running of the GP surgery. This position is responsible for overseeing the reception and administrative teams, managing staffing and operational processes, and contributing to the overall efficiency and effectiveness of the practice.
Key Responsibilities
Staff Management
Conduct bi-weekly one-to-one meetings with staff members.
Oversee recruitment and retention efforts for reception and administrative roles.
Conduct return-to-work interviews and manage sickness absence.
Develop and implement staff induction and onboarding processes.
Manage the probationary process for new staff members.
Conduct performance appraisals for reception and administrative staff.
Handle verbal complaints and provide day-to-day supervision for the reception team.
Operational Management
Create and manage weekly rotas for reception and administrative staff.
Approve leave requests for reception and administrative teams.
Develop and implement new operational processes to improve efficiency.
Organise bi-monthly staff meetings.
Coordinate the induction and tour of the building for medical students.
Recruit and oversee the Patient Participation Group.
Governance and Compliance.
Review/create practice policies and procedures and ensure they are adhered to.
Maintain compliance with health and safety regulations.
Manage estates and facilities-related matters.
Training and Development
Oversee training and development initiatives for reception and administrative staff.
Identify training needs and arrange relevant training programs.
Health & Safety:
The post-holder will implement and lead on the full range of promotion and management their own and others health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include (but will not be limited to):
- Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
- Maintain and up to date knowledge of health and safety and infection control statutory and best practice guidelines and ensure implementation across the business.
- 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 across the business.
- Making effective use of training to update knowledge and skills and initiate and manage the training of others.
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed
- Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers
- Undertaking periodic infection control training (minimum annually)
- Routine management of own team / team areas, and maintenance of work space standards.
Job description
Job responsibilities
Role Overview
The Assistant Operations Manager plays a vital role in ensuring the smooth day-to-day running of the GP surgery. This position is responsible for overseeing the reception and administrative teams, managing staffing and operational processes, and contributing to the overall efficiency and effectiveness of the practice.
Key Responsibilities
Staff Management
Conduct bi-weekly one-to-one meetings with staff members.
Oversee recruitment and retention efforts for reception and administrative roles.
Conduct return-to-work interviews and manage sickness absence.
Develop and implement staff induction and onboarding processes.
Manage the probationary process for new staff members.
Conduct performance appraisals for reception and administrative staff.
Handle verbal complaints and provide day-to-day supervision for the reception team.
Operational Management
Create and manage weekly rotas for reception and administrative staff.
Approve leave requests for reception and administrative teams.
Develop and implement new operational processes to improve efficiency.
Organise bi-monthly staff meetings.
Coordinate the induction and tour of the building for medical students.
Recruit and oversee the Patient Participation Group.
Governance and Compliance.
Review/create practice policies and procedures and ensure they are adhered to.
Maintain compliance with health and safety regulations.
Manage estates and facilities-related matters.
Training and Development
Oversee training and development initiatives for reception and administrative staff.
Identify training needs and arrange relevant training programs.
Health & Safety:
The post-holder will implement and lead on the full range of promotion and management their own and others health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include (but will not be limited to):
- Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
- Maintain and up to date knowledge of health and safety and infection control statutory and best practice guidelines and ensure implementation across the business.
- 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 across the business.
- Making effective use of training to update knowledge and skills and initiate and manage the training of others.
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed
- Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers
- Undertaking periodic infection control training (minimum annually)
- Routine management of own team / team areas, and maintenance of work space standards.
Person Specification
Experience
Essential
- Proven experience in a supervisory or managerial role, preferably in a healthcare setting.
- Strong leadership and people management skills.
- Excellent communication and interpersonal abilities.
- Proficient in Microsoft Office Suite.
- Ability to multitask and prioritise effectively.
- Commitment to providing exceptional patient care and service.
Desirable
- Knowledge of relevant healthcare regulations and best practices.
Person Specification
Experience
Essential
- Proven experience in a supervisory or managerial role, preferably in a healthcare setting.
- Strong leadership and people management skills.
- Excellent communication and interpersonal abilities.
- Proficient in Microsoft Office Suite.
- Ability to multitask and prioritise effectively.
- Commitment to providing exceptional patient care and service.
Desirable
- Knowledge of relevant healthcare regulations and best practices.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).