Site Manager

Brownlow Group Practice

Information:

This job is now closed

Job summary

Due to a restructure within our organisation we have an exciting opportunity and are seeking a highly motivated and experienced Site Manager to join and support our team .We are looking for a highly motivated forward thinking individual to help motivate and manage our Brownlow Health Reception team.

At Brownlow Health we have a clear management structure wrapped around the team which includes an Operations team consisting of an Operations Manager , x2 Deputy Managers , x1 Ops assistant and a performance lead. We also have a HR/ Finance team that supports us alongside our various roles.

Brownlow Health are committed to supporting and developing our team and the services we offer so we maintain a high level of care for our patients .We have a diverse practice population over 6 sites in the vibrant City of Liverpool and we are very proud to have attained outstanding in our last CQC inspection.

Main duties of the job

The post-holder has overall responsibility for the smooth running of the reception, admin and waiting room. S/he is responsible for leading and managing reception and admin teams to ensure they are capable of providing an efficient reception and admin service. S/he will implement appropriate HR policies in order to do this. S/he will have a major impact in promoting a positive image of the practice to patients and other visitors and will need to pay particular attention to the needs of the diverse population of Brownlow Health.

Job locations:

Brownlow @ Ropewalks 26 Argyle Street L1 5DL

Brownlow @ Student Health L69 7ZL

Brownlow @ Kensington157 Edge Lane L7 2PF

Brownlow @ Marybone 2 Vauxhall Road L3 2BG

Brownlow @ Princes Park Bentley Road L8 0SY

Although not required by law we strongly recommend that all staff have received all Covid vaccinations. Extended access will form part of your contracted hours.

About us

Brownlow prides itself in being an exceptional employer. We have a dedicated staff wellbeing team and offer numerous staff benefits and incentives including protected study leave with financial allowance. You will receive a 6-month mentorship/induction package and following this will have the option for some home working should you wish to if appropriate for your role.

Brownlow is an organisation that is committed to equality and diversity, and we strive for our workforce to be representative and inclusive of the complex and diverse community which we are proud to serve. With this commitment in mind, we actively encourage individuals who self-identify as having protected characteristics to apply for this role. We are particularly keen to encourage applications from: individuals with linguistic diversity, members of the LGBTQ+ community; members of black, minority ethnic, and minority faith groups; and from those who are disabled and / or neurodiverse. We are mindful that we may not always be aware of structural and systemic factors, which might discourage or prevent certain minority groups and marginalised populations from applying to join our team. If you are aware that any such barriers do exist, please let us know so that we can work to overcome and dismantle these.

Date posted

18 April 2023

Pay scheme

Other

Salary

£27,055 to £32,934 a year

Contract

Permanent

Working pattern

Full-time

Reference number

A1812-23-0003

Job locations

Princes Park Health Centre

Bentley Road

Liverpool

L8 0SY


Job description

Job responsibilities

Job Title: Site Manager

Responsible for: Reception/ Admin teams

Responsible to: Deputy Operations Manager, Operations Manager

Accountable to: Partners

Duties and responsibilities

Following practice policies, protocols and guidelines, duties will be:

Line manage the reception and admin staff to ensure a professional, efficient and effective service with an emphasis on high quality customer service to our patients.

To monitor and manage the daily reception/admin duties and rotate workload as appropriate and delegate as and when required.

To ensure that there is a high emphasis on the provision of customer care throughout the team.

To co-ordinate the provision of reception and administration services and provide support for clinical and health promotion activities ensuring that all information is up to date and relevant.

To assist with the setting up, monitoring and management of both clinical and reception rotas, ensuring adequate cover at all times

To continually monitor/manage flow of calls coming into practice ensuring there is adequate cover on the phones at all times.

Liaise with the Deputy Operations Manager at all times and ensure they are up to date with any risks, staffing issues or workload.

Work as part of a close team of Site managers and ensure you display good communication and teamwork at all times.

Line manage clerks ensuring they have workload delegated daily and ensure there time sheets are maintained accurately and sent to HR within the desired timescale.

To organise maintenance schedules, recommend purchase of new pieces of equipment, undertake feasibility studies plan and monitor premises maintenance and cleaning services, liaising with or supervising contractors as necessary; report any problems to the relevant persons.

Ensure practice complies with Health & Safety.

Communicate effectively with the Building Managers at each site regarding any premises issues.

Ensure that there are adequate stock of stationary is maintained at sites.

To ensure, along with the prescribing clerks, the ordering, accurate record keeping and safe distribution of prescriptions in line with the practice procedures.

Mentor staff and maintain regular 121s and appraisals.

Ensure the holiday policy is adhered to and action staff leave as and when required.

Follow the practice guidelines on staff time-keeping, sickness, unauthorised absence, support, capability and discipline and take appropriate action and carry out any necessary measures.

Ensure staff personal files are kept up to date and any meetings are recorded.

Discuss any concerns and seek support from the HR Manager when required.

Manage any patient concerns or complaints as they arise and try to resolve at the time of occurrence ensure that any issues highlighted are sent to the relevant complaints/Learning events team in a timely manner.

Ensure that the Zero tolerance policy is adhered to at all times.

To ensure the implementation of all procedures and ensure appropriate training is provided for all reception and allocated admin staff.

To have active involvement in staff recruitment and ensure all HR and contractual requirements are met.

To ensure all personnel data i.e. job descriptions, specifications, inductions, job plans and recruitment info are updated and passed on to the HR Manager.

To take part in induction programmes for all new recruits and student placements.

To ensure that any changes to staff contracts are documented and agreed in accordance with the Practice Procedures.

Monitor and carry out the delegated workflow tasks, ensure compliance and take remedial action adapt where required (eg FP22, FP69, GP2GP etc).

Support the performance lead in ensuring all admin tasks are maintained and any resource issues or risks are highlighted.

Support the Quality lead in ensuring QOF targets are maintained at the site and staff are proactive in achieving these targets.

Monitor messaging services via accurix.

To support locums/registrars/salaried GPs working in the practice.

To attend, participate in and contribute to staff meetings and to be responsible for chairing the Reception Meetings.

Be aware of relevant decisions from partners meetings and implement action as appropriate.

Attend Patient Participation Group meetings and feedback any concerns/issues to the relevant team.

Any other reasonable delegated duties considered appropriate to the post.

Practice Development and Clinical Governance

To attend and participate in management meetings.

Contribute information on current activities towards reviews of clinical services.

Contribute to strategy formulation and review within the practice.

To be aware of practice policies on risk management/Health & Safety/Incident reporting, and operate appropriate procedures for minimising risk.

To be aware of issues and terminology related to clinical effectiveness & evidence-based practice.

To be aware of issues related to professional development for self and the staff groups s/he has responsibility for and be committed to participation in training and education.

To participate in the provision of all relevant mandatory and non-mandatory training for the reception/admin/supervisory groups

To participate and help organise Practice Synergy Events alongside the Quality Group where appropriate

Health and Safety Responsibilities

Employees must take reasonable care for the Health and Safety of him/herself and/or others who may be affected by his/her acts or omissions at work

Must co-operate with the employer in so far as necessary to enable that duty or requirement to be performed or complied with.

No person shall intentionally or recklessly interfere with or misuse anything provided in the interests of Health, Safety or Welfare.

Confidentiality

All information relating to patients and staff gained through your employment and after leaving employment with Brownlow Health is confidential. Disclosure to any unauthorized person is a serious disciplinary offence or may result in litigation

Job description

Job responsibilities

Job Title: Site Manager

Responsible for: Reception/ Admin teams

Responsible to: Deputy Operations Manager, Operations Manager

Accountable to: Partners

Duties and responsibilities

Following practice policies, protocols and guidelines, duties will be:

Line manage the reception and admin staff to ensure a professional, efficient and effective service with an emphasis on high quality customer service to our patients.

To monitor and manage the daily reception/admin duties and rotate workload as appropriate and delegate as and when required.

To ensure that there is a high emphasis on the provision of customer care throughout the team.

To co-ordinate the provision of reception and administration services and provide support for clinical and health promotion activities ensuring that all information is up to date and relevant.

To assist with the setting up, monitoring and management of both clinical and reception rotas, ensuring adequate cover at all times

To continually monitor/manage flow of calls coming into practice ensuring there is adequate cover on the phones at all times.

Liaise with the Deputy Operations Manager at all times and ensure they are up to date with any risks, staffing issues or workload.

Work as part of a close team of Site managers and ensure you display good communication and teamwork at all times.

Line manage clerks ensuring they have workload delegated daily and ensure there time sheets are maintained accurately and sent to HR within the desired timescale.

To organise maintenance schedules, recommend purchase of new pieces of equipment, undertake feasibility studies plan and monitor premises maintenance and cleaning services, liaising with or supervising contractors as necessary; report any problems to the relevant persons.

Ensure practice complies with Health & Safety.

Communicate effectively with the Building Managers at each site regarding any premises issues.

Ensure that there are adequate stock of stationary is maintained at sites.

To ensure, along with the prescribing clerks, the ordering, accurate record keeping and safe distribution of prescriptions in line with the practice procedures.

Mentor staff and maintain regular 121s and appraisals.

Ensure the holiday policy is adhered to and action staff leave as and when required.

Follow the practice guidelines on staff time-keeping, sickness, unauthorised absence, support, capability and discipline and take appropriate action and carry out any necessary measures.

Ensure staff personal files are kept up to date and any meetings are recorded.

Discuss any concerns and seek support from the HR Manager when required.

Manage any patient concerns or complaints as they arise and try to resolve at the time of occurrence ensure that any issues highlighted are sent to the relevant complaints/Learning events team in a timely manner.

Ensure that the Zero tolerance policy is adhered to at all times.

To ensure the implementation of all procedures and ensure appropriate training is provided for all reception and allocated admin staff.

To have active involvement in staff recruitment and ensure all HR and contractual requirements are met.

To ensure all personnel data i.e. job descriptions, specifications, inductions, job plans and recruitment info are updated and passed on to the HR Manager.

To take part in induction programmes for all new recruits and student placements.

To ensure that any changes to staff contracts are documented and agreed in accordance with the Practice Procedures.

Monitor and carry out the delegated workflow tasks, ensure compliance and take remedial action adapt where required (eg FP22, FP69, GP2GP etc).

Support the performance lead in ensuring all admin tasks are maintained and any resource issues or risks are highlighted.

Support the Quality lead in ensuring QOF targets are maintained at the site and staff are proactive in achieving these targets.

Monitor messaging services via accurix.

To support locums/registrars/salaried GPs working in the practice.

To attend, participate in and contribute to staff meetings and to be responsible for chairing the Reception Meetings.

Be aware of relevant decisions from partners meetings and implement action as appropriate.

Attend Patient Participation Group meetings and feedback any concerns/issues to the relevant team.

Any other reasonable delegated duties considered appropriate to the post.

Practice Development and Clinical Governance

To attend and participate in management meetings.

Contribute information on current activities towards reviews of clinical services.

Contribute to strategy formulation and review within the practice.

To be aware of practice policies on risk management/Health & Safety/Incident reporting, and operate appropriate procedures for minimising risk.

To be aware of issues and terminology related to clinical effectiveness & evidence-based practice.

To be aware of issues related to professional development for self and the staff groups s/he has responsibility for and be committed to participation in training and education.

To participate in the provision of all relevant mandatory and non-mandatory training for the reception/admin/supervisory groups

To participate and help organise Practice Synergy Events alongside the Quality Group where appropriate

Health and Safety Responsibilities

Employees must take reasonable care for the Health and Safety of him/herself and/or others who may be affected by his/her acts or omissions at work

Must co-operate with the employer in so far as necessary to enable that duty or requirement to be performed or complied with.

No person shall intentionally or recklessly interfere with or misuse anything provided in the interests of Health, Safety or Welfare.

Confidentiality

All information relating to patients and staff gained through your employment and after leaving employment with Brownlow Health is confidential. Disclosure to any unauthorized person is a serious disciplinary offence or may result in litigation

Person Specification

Knowledge, training and experience

Essential

  • A sound general education to A-level or equivalent, or equivalent working experience.
  • A good standard of grammar and spelling in the English language.
  • Excellent computer skills, including Microsoft Office. Good keyboard skills.
  • Experience of managing or supervising staff.
  • Experience of giving feedback and training to improve staff performance.
  • Flexibility to ensure cross site working where and when necessary.

Personal skills and abilities

Essential

  • Excellent administration and organisational skills with the ability to manage time effectively to meet deadlines.
  • The ability to work independently and use own initiative
  • The ability to produce work that is accurate, thorough and well presented.
  • A friendly and approachable manner, good with people skills, showing understanding, care and assertiveness when appropriate.
  • A conscientious approach and commitment to working in an adaptable and flexible manner.
  • The ability to work calmly and effectively and deal with multiple demands even when busy.
  • The ability to cope with occasional exposure to challenging behaviour, distressing circumstances or emotional events.
  • The ability to deal with personal information sensitively and respect peoples right to confidentiality.
  • The ability to work positively as a member of a busy team.
  • The ability to influence others positively, negotiate constructively and resolve conflict successfully.
  • The ability and willingness to engage with individuals to improve their personal performance.
  • The ability to give good and regular attendance.

General

Essential

  • A commitment to support the delivery of the best possible service to a diverse inner-city population.

Desirable requirements

Desirable

  • Training or qualifications in management, administration, IT or other related areas.
  • Experience of working in a healthcare setting with knowledge of QoF CQC, Enhanced Services, prescribing.
  • Experience of managing and dealing with complaints.
  • Experience of recruitment and selection of staff.
  • Experience of making improvements to working practices, e.g. the development and implementation of new systems, polices and protocols.
  • Managing teams across multiple sites.
  • This job description is not intended to be exhaustive but to indicate the main areas of responsibility. It may be changed after consultation with the post holder.
Person Specification

Knowledge, training and experience

Essential

  • A sound general education to A-level or equivalent, or equivalent working experience.
  • A good standard of grammar and spelling in the English language.
  • Excellent computer skills, including Microsoft Office. Good keyboard skills.
  • Experience of managing or supervising staff.
  • Experience of giving feedback and training to improve staff performance.
  • Flexibility to ensure cross site working where and when necessary.

Personal skills and abilities

Essential

  • Excellent administration and organisational skills with the ability to manage time effectively to meet deadlines.
  • The ability to work independently and use own initiative
  • The ability to produce work that is accurate, thorough and well presented.
  • A friendly and approachable manner, good with people skills, showing understanding, care and assertiveness when appropriate.
  • A conscientious approach and commitment to working in an adaptable and flexible manner.
  • The ability to work calmly and effectively and deal with multiple demands even when busy.
  • The ability to cope with occasional exposure to challenging behaviour, distressing circumstances or emotional events.
  • The ability to deal with personal information sensitively and respect peoples right to confidentiality.
  • The ability to work positively as a member of a busy team.
  • The ability to influence others positively, negotiate constructively and resolve conflict successfully.
  • The ability and willingness to engage with individuals to improve their personal performance.
  • The ability to give good and regular attendance.

General

Essential

  • A commitment to support the delivery of the best possible service to a diverse inner-city population.

Desirable requirements

Desirable

  • Training or qualifications in management, administration, IT or other related areas.
  • Experience of working in a healthcare setting with knowledge of QoF CQC, Enhanced Services, prescribing.
  • Experience of managing and dealing with complaints.
  • Experience of recruitment and selection of staff.
  • Experience of making improvements to working practices, e.g. the development and implementation of new systems, polices and protocols.
  • Managing teams across multiple sites.
  • This job description is not intended to be exhaustive but to indicate the main areas of responsibility. It may be changed after consultation with the post holder.

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

Brownlow Group Practice

Address

Princes Park Health Centre

Bentley Road

Liverpool

L8 0SY


Employer's website

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

Employer details

Employer name

Brownlow Group Practice

Address

Princes Park Health Centre

Bentley Road

Liverpool

L8 0SY


Employer's website

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

For questions about the job, contact:

Date posted

18 April 2023

Pay scheme

Other

Salary

£27,055 to £32,934 a year

Contract

Permanent

Working pattern

Full-time

Reference number

A1812-23-0003

Job locations

Princes Park Health Centre

Bentley Road

Liverpool

L8 0SY


Supporting documents

Privacy notice

Brownlow Group Practice's privacy notice (opens in a new tab)