Operations Manager

Job description

Job responsibilities

KEY PRIORITIES OF THE POST HOLDER

· To work with the Practice Manager to ensure continuity in the day-to-day operations of the practice;

· To work with the Partners and Practice Manager to develop the Practice.

· To work with all members of the Primary Healthcare Team to improve standards and outcomes across the practice;

OVERVIEW OF THE POST

This is a new post in the practice and will work alongside the Practice Manager. The post holder will ensure the smooth day-to-day running of the practice with a focus on operation, targets and the building.

RESPONSIBILITIES OF THE POST

Responsibilities will extend across key areas outlined below:

· To have overall responsibility of the call/recall schedule. Working in conjunction with the QOF Lead, Reception Manager and Nursing Team organise and manage the recall of patients to achieve targets in QOF/LCS/DES/NES and any other performance targets that may arise in the future.

· To produce and ensure monthly/quarterly claims for LCS/DES/NES are submitted in a timely manner using CQRS and/or other systems as required.

· Have a full understanding of the Quality and Outcomes Framework (QOF) and Local/National Enhanced Services in conjunction with the QOF Lead/Practice Manager/Nurse Lead to ensure that standards and outcomes are achieved. Upload organisation data onto the appropriate website/e-form by the end of the financial year.

· To have overall responsibility of the GP rota. Be responsible for creating and maintaining the GP rota, taking account of annual leave, meetings and Duty Doctor. Be responsible for booking Locum GP cover for the above in conjunction with the Practice Manager. Responsible for corresponding with GP Locums ensuring all paperwork is provided and creating EMIS and other IT logins. Ensure EMIS is up-to-date with any changes to the GP rota and effectively communicate with the wider team all the above

· Be responsible for the operational aspects of building focusing on Health and Safety. Including weekly fire alarm testing, fire drills, risk assessments, legionella, calibration, PAT testing, fire safety/risk assessments and waste management

· Respond to any maintenance issues and problems

· Assist with all matters related to Care Quality Commission (CQC) compliance and inspection, alongside the Practice Manager and the Registered Manager

· Organise in-house and online training. Monitor and manage the eLearning software alongside the Practice Manager

· In conjunction with the Practice Manager develop staff skill-mix; monitor skill-mix and deployment of staff

· Assist the Practice Manager as required in any note taking for formal meetings

· In conjunction with the Practice Manager develop business protocols and procedures, review and update as required

· With the Practice Manager, act as a central source of information. Answer queries from staff about your areas of responsibility

· In the absence of the Practice Manager, be the point of contact for staff

· Maintain the ethos of the practice as an organisation which wishes to provide professional, high quality medical services and medical education

· Work as part of the Leadership team including assessing 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 team performance

· Work effectively with individuals in other agencies to meet the needs of the patient

· Effectively manage own time, workload and resources

· Attend and arrange quarterly Patient Group meetings in conjunction with existing patient group

· To undertake any other reasonable tasks as allocated by the management team.

· This Job Description does not include an exhaustive list of responsibilities and it is expected that the post holder will participate fully in a wide range of activities

ADDITIONAL RESPONSIBILITIES - To comply with the following:-

Employment Policy & Procedures

The post holder will ensure that they read the employment policies and procedures.

Health, Safety and Fire

The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the GP practice health and safety policy to include to:

· Use personal security systems within the workplace.

· Identify the risks involved with work activities and undertaking such activities in a way that manages those risks. Report risks to the GP Partners.

· Ensure that GP practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place. Confirm that regular testing and maintenance of intruder and fire alarms has taken place.

· Undertake an effective operational review of health and safety procedures within the GP practice and be responsible for effective security measures to protect the staff, GP practice members, patients and the general public.

· Make effective use of training to update knowledge and skills.

· Use appropriate infection control procedures and audits, maintaining work areas in a tidy and safe way and free from hazards.

· Report all accidents and incidents in line with the GP practice protocol.

Equality and Diversity

In line with current legislation the post-holder will support the equality, diversity and rights of patients, carers and colleagues to include to:

· Act in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with GP practice procedures and policies and current legislation.

· Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues

· Behave in a manner which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings priorities and rights.

Personal and professional development – non-exclusive

· The post-holder will participate in any training programme implemented by the GP practice as part of this employment.

· Apply all the necessary GP 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 analysis where appropriate.

· Maintain an awareness of legislation and policy as may be applicable to the safe and effective running of the GP practice to include:

- knowledge and application of the structure of the NHS and contractual framework;

- knowledge of the structure of GP partnerships and companies;

- knowledge and application of quality assurance and audit systems;

- skills appertaining to business development and marketing;

- skills appertaining to information technology as may be required by the GP practice for effective business management.

· To seek to continually improve the overall effectiveness of duties undertaken.

SUPPLEMENTARY INFORMATION

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.

· To dress in appropriate attire, look smart and behave in a professional and reasonable manner at all times.

· Be the GP practice advocate.

The job description is intended to outline the main duties and responsibilities of the employee.

This is not an exhaustive list of duties and the post holder may be required to undertake any other duties, as required, to meet the needs of the service.

It is also likely that changes will be required from time to time and is not intended to be fixed for an indefinite period.

Person Specification

Qualifications

Essential

• Excellent eye for detail.
• Exceptional organisation, planning and administration skills.
• Highly computer literate: confident and proficient with Word, Excel, Outlook, internet and data entry.
• Self-motivated, punctual, reliable, and able to maintain confidentiality.
• Excellent written and spoken (face to face and phone) communication skills.
• Excellent numeracy skills.
• Ability to show initiative in developing the role and to work with minimal supervision.
• Ability to work flexibly in a small team, building strong day-to-day relationships with colleagues.
• Able to manage a varied workload, balancing scheduled tasks with requests for assistance from the team, which may have short deadlines.
• Commitment to equal opportunities policies and practices, and the promotion of equalities.

Desirable

• Experience in primary care / general practice
• Experience in a general office environment
• Experience of planning and managing budgets.
• Experience of updating websites and/or managing e-newsletters.

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

Killick Street Health Centre

Address

75 Killick Street

London

N1 9RH

Employer's website

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