Operations Manager

Job description

Job responsibilities

Central Communication and Collaboration

Serve as the main liaison between the practice and the central management team.

Maintain and monitor the centralised operational system (Monday.com) to report, coordinate and track practice operations and projects.

Provide regular updates to the central team on practice needs and staff developments.

Attend monthly meetings with the senior operations manager to review practice performance and align on strategic objectives.

Ensure timely implementation of directives and initiatives from the central team, reporting progress as required.

Attend PCN meetings and update the central team with any actions.

Team Leadership and Development

Lead and manage the onsite team, fostering a supportive and collaborative environment.

Assist with recruitment, induction and training of non-clinical staff, ensuring consistency with central policies.

Conduct regular staff appraisals, set performance goals and address performance issues promptly.

Organise and lead staff meetings to discuss practice operations, address issues and share updates from the central team.

Ensure adequate staffing levels across the practice. Work with the central resourcing team to address cover needs and emergencies.

Patient Care and Operational Safety

Liaise with the central data quality team to achieve IIF and QOF targets.

Manage minor patient complaints and escalate major issues to the central team following the complaints guidelines.

Maintain up-to-date policies aligned with central templates.

Ensure the practice meets all safety and compliance standards, including CQC regulations.

Facilities and Compliance Oversight

Maintain an updated Premises Action Plan, detailing current and future maintenance needs.

Conduct regular walkthroughs to identify and address facility issues, liaising with the central team as needed.

Oversee relationships with service providers, ensuring quality and compliance.

Administrative and Financial Oversight

Monitor financial activities such as invoice reconciliation and petty cash management.

Collaborate with the central team to maximise opportunities from local projects and enhanced services.

Support audit processes and manage data for CQC inspections.

To send staff payroll information over to the HR Manager

Additional Responsibilities

Provide reception cover when necessary, including booking appointments and handling opening/closing procedures.

Participate in audits or quality improvement initiatives as directed by the central team.

Person Specification

Experience

Essential

• Strong organisational and multitasking capabilities.
• Excellent communication and interpersonal skills.
• Proven leadership and team management experience.
• High attention to detail with a strong focus on safety and compliance.
• Proficiency in using tools such as Monday.com and Office Suite.

Desirable

• Experience in a GP practice and familiarity with SystmOne
• Knowledge of healthcare regulatory frameworks (e.g., CQC, DSP Toolkit).
• Clear, polite telephone manner.

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

Friary House Surgery

Address

2a Beaumont Road

St Judes

Plymouth

Devon

PL4 9DP

Employer's website

https://www.friaryhousesurgery.nhs.uk (Opens in a new tab)