Job summary
An exciting opportunity has arisen for an enthusiastic, motivated and flexible Operations Assistant to join our friendly, forward-looking, caring and innovative general practice team.
The ideal candidate will have a demonstrable career in team and people management along with patient services, compliance and health and safety. Excellent people management, IT and time keeping skills are a must.
As the Operations Assistant, you are expected to work with and support the established Operations Manager & Executive Director to ensure the smooth running of the Practice. Working closely with the Operations Manager, Executive Director and clinical staff, you will ensure that the Practice runs effectively and efficiently for patients, GP Partners and staff.
You will be happy to be the first point of call for our varied mutli disciplinary team and willing to support & assist them with their issues as and when they arise.
This role is faced paced, variable and will suit someone who is able to adapt to any challenge thrown their way.
Main duties of the job
Primary Responsibilities
The following are the core responsibilities of the Operations Assistant. There may be on occasion, a requirement to carry out other tasks:
- Supporting the Practice Manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities
- Managing DNAs, providing data and planning tools coupled with liaison with referred repeat offenders
- Resolution of simple problems with PCs, laptops, printers, facilities and equipment, escalating as required
- Assist the OM & ED with the annual program of equipment and building maintenance
- Organise internal & integrated team meetings and external such as Palliative Care and Evening Clinical Education Speaker programme
- Attending and completing meeting minutes for internal & external meetings
- Assist with weekly fire alarm testing and fire walks as requested
- Provide secretarial support and ad-hoc practice work for the OM & ED, or other departments as required
- Producing quarterly practice newsletters
- Ordering stationary, PC supplies, cleaning supplies, PPE, uniform and other ad hoc items
- Ensure all clinicians have in date indemnity and GMC/NMC and send reminders to those with upcoming due dates
- Collate SEA paperwork and ensure all is completed with follow up reviews
- Follow legionella guidelines and ensure that least used water outlets are ran weekly and that temperatures of taps are taken on a rotated monthly basis
- Order annual car permits for clinicians who make home visits
About us
Priory Medical Centre is a well-established Warwick GP Partnership with a list size of approximately 19,000 patients and one branch surgery. We have 6 GP Partners and a full complement of additional staff including Salaried GPs, Advanced Nurse Practitioners, Practice Nurses, Health Care Assistants and administrative support. We are a recognised training practice for GP Registrars, and are consistent high achievers in QOF & IIF. We are currently rated Good by the CQC.
In June 2021, the practice moved into a brand new purpose built surgery designed with patient care in mind. The new building will be a modern, energy efficient & fit for purpose building that will enable the practice to provide better services to our patients. As a result of having the new facilities available, the practice closed the main Cape Road surgery, along with the Cape Road branch surgery. The new facilities will act as the main surgery, with a branch surgery still available to patients on Woodloes Park at the following address: 1 Brese Avenue, Woodloes Park, Warwick, CV34 5TS.
Our Vision
To provide accessible and cohesive patient centred care in a supportive town centre environment that continually strives to improve
Job description
Job responsibilities
Primary Responsibilities
The following are the core responsibilities of the Operations Assistant. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
- Supporting the Practice Manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities
- To support the OM & ED in specific assigned tasks, project work and operational running of the practice
- Providing leadership and guidance to all staff ensuring that they adhere to policies and procedures at all times
- Actively encouraging and promoting the use of patient online services
- Managing DNAs, providing data and planning tools coupled with liaison with referred repeat offenders
- To become familiar with all relevant aspects of the clinical software system, assisting with data quality and provide support and guidance to staff in its use to promote quality
- Resolution of simple problems with PCs, laptops, printers, facilities and equipment, escalating as required
- Assist the OM & ED with the annual program of equipment and building maintenance
- Assist the OM & ED with monthly and quarterly clinical reporting and claims
- Arrange, assist and track various statutory requirements to include appraisal, training, CPD/PDPs and new starter admin
- Organise and maintain the practice staff training records
- Organise internal & integrated team meetings and external such as Palliative Care and Evening Clinical Education Speaker programme
- Attending and completing meeting minutes for internal & external meetings
- Assist with peripheral software packages e.g. AccuRx which enhance patient communication
- Provide support and ad-hoc practice work for the OM & ED
- Assist with weekly fire alarm testing and fire walks as requested
- Provide secretarial support and ad-hoc practice work for the OM & ED, or other departments as required
- Producing quarterly practice newsletters
- Assist with administering Breathe HR platform to include Annual Leave requests and sickness reporting
- Ordering stationary, PC supplies, cleaning supplies, PPE, uniform and other ad hoc items
- Assist with organising and preparing for all risk assessments in line with regulations
- Ensure all clinicians have in date indemnity and GMC/NMC and send reminders to those with upcoming due dates
- Collate SEA paperwork and ensure all is completed with follow up reviews
- Action all Smartcard queries to include setting up new starters, locked accounts, and any detail changes
- Follow legionella guidelines and ensure that least used water outlets are ran weekly and that temperatures of taps are taken on a rotated monthly basis
- Order annual car permits for clinicians who make home visits
- Complete monthly checks on all staff first aid kits ensuring that they are replenished and in date
- Any other appropriate task as directed by either the OM, ED or partners
Secondary Responsibilities
In addition to the primary responsibilities, the healthcare assistant may be requested to:
- Act as the practice liaison with the Chair of the Patient Participation Group
- Implement the complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalated to the next level
- Ensure all staff are aware of the management of the premises, including health and safety aspects and undertake risk assessments and mandatory training as required
- Monitor and disseminate information on safety alerts and other pertinent information
- Maintain the significant event database, providing advice to staff and briefing the team at meetings as required
- Identify trends and devise solutions to reduce risk and repeated occurrences of significant events
- Develop, implement and embed the practice audit programme (in conjunction with the lead nurse)
- Participate in practice audit as directed by the audit lead
- Support the practice manager in the reviewing and updating of practice policies and procedures
- Support the practice and management team with continuous improvement and change initiatives
- Participate in local initiatives to enhance service delivery and patient care
- Support and participate in shared learning within the practice
- Complete opening and closing procedures in accordance with the duty rota
Job description
Job responsibilities
Primary Responsibilities
The following are the core responsibilities of the Operations Assistant. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
- Supporting the Practice Manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities
- To support the OM & ED in specific assigned tasks, project work and operational running of the practice
- Providing leadership and guidance to all staff ensuring that they adhere to policies and procedures at all times
- Actively encouraging and promoting the use of patient online services
- Managing DNAs, providing data and planning tools coupled with liaison with referred repeat offenders
- To become familiar with all relevant aspects of the clinical software system, assisting with data quality and provide support and guidance to staff in its use to promote quality
- Resolution of simple problems with PCs, laptops, printers, facilities and equipment, escalating as required
- Assist the OM & ED with the annual program of equipment and building maintenance
- Assist the OM & ED with monthly and quarterly clinical reporting and claims
- Arrange, assist and track various statutory requirements to include appraisal, training, CPD/PDPs and new starter admin
- Organise and maintain the practice staff training records
- Organise internal & integrated team meetings and external such as Palliative Care and Evening Clinical Education Speaker programme
- Attending and completing meeting minutes for internal & external meetings
- Assist with peripheral software packages e.g. AccuRx which enhance patient communication
- Provide support and ad-hoc practice work for the OM & ED
- Assist with weekly fire alarm testing and fire walks as requested
- Provide secretarial support and ad-hoc practice work for the OM & ED, or other departments as required
- Producing quarterly practice newsletters
- Assist with administering Breathe HR platform to include Annual Leave requests and sickness reporting
- Ordering stationary, PC supplies, cleaning supplies, PPE, uniform and other ad hoc items
- Assist with organising and preparing for all risk assessments in line with regulations
- Ensure all clinicians have in date indemnity and GMC/NMC and send reminders to those with upcoming due dates
- Collate SEA paperwork and ensure all is completed with follow up reviews
- Action all Smartcard queries to include setting up new starters, locked accounts, and any detail changes
- Follow legionella guidelines and ensure that least used water outlets are ran weekly and that temperatures of taps are taken on a rotated monthly basis
- Order annual car permits for clinicians who make home visits
- Complete monthly checks on all staff first aid kits ensuring that they are replenished and in date
- Any other appropriate task as directed by either the OM, ED or partners
Secondary Responsibilities
In addition to the primary responsibilities, the healthcare assistant may be requested to:
- Act as the practice liaison with the Chair of the Patient Participation Group
- Implement the complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalated to the next level
- Ensure all staff are aware of the management of the premises, including health and safety aspects and undertake risk assessments and mandatory training as required
- Monitor and disseminate information on safety alerts and other pertinent information
- Maintain the significant event database, providing advice to staff and briefing the team at meetings as required
- Identify trends and devise solutions to reduce risk and repeated occurrences of significant events
- Develop, implement and embed the practice audit programme (in conjunction with the lead nurse)
- Participate in practice audit as directed by the audit lead
- Support the practice manager in the reviewing and updating of practice policies and procedures
- Support the practice and management team with continuous improvement and change initiatives
- Participate in local initiatives to enhance service delivery and patient care
- Support and participate in shared learning within the practice
- Complete opening and closing procedures in accordance with the duty rota
Person Specification
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Problem solver with the ability to process information accurately and effectively, interpreting data as required
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure / in stressful situations
- Effectively able to communicate and understand the needs of the patient
- Commitment to ongoing professional development
- Effectively utilises resources
- Punctual and committed to supporting the team effort
Experience
Essential
- Experience of advanced working within the Microsoft Office suite of programmes
- Experience of working as part of an integrated multi-skilled team
- Experience of providing good customer service
- Experience of working with the general public
- Experience of working with both internal & external stakeholders
Desirable
- Experience of working in a healthcare setting
- Experience of working in a primary care environment
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Able to work under pressure in a busy & changing environment
Desirable
- EMIS / Systmone / Vision user skills
Other Requirements
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
- Occupational Health Clearance
Qualifications
Essential
- Good standard of education min of 5 x GCSEs (A-C grades)
- A demonstrable commitment to professional development
Desirable
- A Level qualifications
- Administrative / HR experience
Person Specification
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Problem solver with the ability to process information accurately and effectively, interpreting data as required
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure / in stressful situations
- Effectively able to communicate and understand the needs of the patient
- Commitment to ongoing professional development
- Effectively utilises resources
- Punctual and committed to supporting the team effort
Experience
Essential
- Experience of advanced working within the Microsoft Office suite of programmes
- Experience of working as part of an integrated multi-skilled team
- Experience of providing good customer service
- Experience of working with the general public
- Experience of working with both internal & external stakeholders
Desirable
- Experience of working in a healthcare setting
- Experience of working in a primary care environment
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Able to work under pressure in a busy & changing environment
Desirable
- EMIS / Systmone / Vision user skills
Other Requirements
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
- Occupational Health Clearance
Qualifications
Essential
- Good standard of education min of 5 x GCSEs (A-C grades)
- A demonstrable commitment to professional development
Desirable
- A Level qualifications
- Administrative / HR experience
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.
