Job responsibilities
JOB TITLE: OPERATIONS
MANAGER
REPORTS TO: Practice
Business Manager
HOURS: Minimum
30 hours per week, up to full time (37 hours)
Job Summary:
Provide
day to day leadership and team management to enable the practice to run
smoothly within a safe working environment whilst maintaining a happy and
committed team. Drive continuous improvement of operational and administrative
support functions to reflect the changing expectations of how Primary Care is
delivered.
KEY
RESPONSIBILITES
Operational
Responsible for the performance of the non-clinical
team in terms of service delivery
Oversee and manage the appointment system and
existing back-office procedures.
Oversee surgery timetables and duty rotas and
ensure arrangements for registrars and medical students are incorporated into
the rotas.
Ensure staff are sufficiently skilled to cover
all key areas, both routinely and in the case of absence
Be alert to changing circumstances, often
externally imposed, that may require a revision of practice procedures.
Work with colleagues to plan and implement any
major changes, such as the installation of new technology.
Routinely monitor and assess practice
performance against patient access and demand targets.
Oversee and maintain compliance with CQC
regulations, working with the Registered Manager to ensure required policies
and procedures are maintained and reviewed at appropriate intervals.
Ensure that the practice has adequate business
continuity plans that are regularly updated.
Work with the Nurse Manager and the Practice
Business Manager to make sure there is a consistent approach to service delivery.
Support the IT lead to meet the requirements of
data protection and Information Governance and to ensure that the practice
makes the best use of all technology.
Attend and contribute to practice business
meetings and clinical meetings, including discussion of safeguarding and
significant events.
Liaise with the GP safeguarding lead and
organise quarterly safeguarding meetings.
Manage the significant events system, ensuring
details are recorded in a timely manner.
Respond to patient complaints or concerns and
escalate to other members of the team when necessary.
Deputise for the Practice Business Manager if required.
Staff
Ensure personnel records are maintained for all
staff, including DBS checks, absenteeism and training records.
Take responsibility for recruitment by preparing
job descriptions, interview questions and by leading the interview process.
Prepare appropriate offer letters and contracts
of employment.
Prepare and implement induction training
programmes for all new staff.
Perform timely probationary reviews and
encourage feedback and comments from other staff as appropriate.
Ensure all staff are legally and gainfully
employed and that all relevant employment legislation is followed. Take advice
from Peninsular HR Services when necessary.
Ensure all staff have job descriptions that are
updated appropriately and promptly when changes are introduced.
Support and mentor staff, both as individuals
and team members and ensure that they are adequately trained to fulfil their role.
Assist with the development of a career
structure for all staff.
Maintain good communication at all times with
the practice team and ensure that staff are aware of any changes that occur
within the practice.
Implement and if appropriate deliver mandatory
and personal development training.
Maintain the training matrix for all staff
ensuring all team members receive adequate notice for renewal of mandatory training.
Co-ordinate with colleagues at LLR GP Staff Training
regarding annual training needs and also for specific training needs over and
above this
Monitor progress of all staff online training
activity via Blue Stream
Ensure staff are offered sufficient levels of
training on the clinical system (SystmOne) in co-ordination with the IT lead
and the local Health Informatics System
Plan and organise sessions for Protected
Learning Time (PLT), including liaising with other local practices.
Perform annual appraisals for non-clinical staff.
Oversee GP Registrars (rota, absence, sickness,
study leave, induction) working with the single lead employer.
Manage any ongoing HR issues, including sickness
absences, performance management and other issues that may arise from time to
time, ensuring at all times close liaison with Peninsular HR Services and the
Practice Business Manager
The point of access for chats with staff, often
motivational or developmental in nature, but from time to time an important
outlet for stress for staff dealing with difficult or traumatic situations with
patients.
Premises and
equipment
Assume responsibility for the management of the
premises and all IT and clinical equipment, with reference to the IT lead and
nurse manager.
Develop and review Health & Safety policies
and procedures, including undertaking risk assessments, with support from
Peninsular Business Services.
Ensure all practice IT and telephone systems are
functioning effectively and that the IG toolkit requirements are met.
Ensure equipment complies with appropriate
legislation, including staff training.
Maintain a register of all clinical equipment,
including a list of future requirements for when funds become available.
Monitor the service provided by the Cleaning
Contractors and ensure the contract is reviewed appropriately.
Ensure there is a system in place for carrying
out immediate maintenance or repairs.
Develop a system for planned maintenance and renewal.
Other duties
Any other duties that may arise commensurate
with skills and responsibilities.
