Medicine Management Team Operational Manager

Bay Medical Group

Information:

This job is now closed

Job summary

Bay Medical group are looking for an Operational Manager for a fixed-term to cover maternity leave (12 months) starting in September 2022. In this role you will work closely with the Clinical Services Manager (CSM) to ensure the operational delivery of high quality, safe and effective service for our Medicines Management Team (MMT).

This role is 28.5hrs per week.

We offer:

  • A supportive team committed to the culture of staff wellbeing
  • Regular team meetings
  • Opportunity to develop skills
  • Comprehensive induction
  • Access to the NHS Pension Scheme
  • Incremental annual leave scheme starting at 25 days annual leave plus Bank Holidays, and increasing to 30 days annual leave plus Bank Holidays
  • Occupational Sick Pay scheme after one year
  • Access to NHS discount schemes
  • Cycle to Work Scheme

Main duties of the job

The post holder is accountable for operationally managing the MMT, includes recruitment / selection, deployment, and management of absences. They will work collaboratively with the whole general practice team to meet the needs of patients, supporting the delivery of policy and procedures, and providing leadership as required. The post holder will provide high quality personal assistant support to the Clinical Services Manager.

Interviews 15th July 2022.

About us

Bay Medical Group is proud to be the general practice serving the population of Morecambe and Heysham. We operate out of 5 sites and deliver general medical services to c54,000 patients.

Formed in 2016/17 by established legacy practices in the town, we are the single at-scale provider in a distinct geographical area and as such were able to establish the Primary Care Network (PCN) for Morecambe and Heysham in July 2019, with Bay Medical Group as the only Practice in the PCN.

Our patients are at the heart of everything we do. We have been successfully diversifying our workforce over the past few years and developing pathways which enable our patients to see the right person, at the right time in the right place. As a Practice and PCN we work closely with our Integrated Care Community and other local health, social care and third sector providers to improve the health and wellbeing of the local population.

Bay Medical Group - for happier, healthier people.

Date posted

20 June 2022

Pay scheme

Other

Salary

£28,235.43 a year starting salary (pro rata based on 37.5 hours)

Contract

Fixed term

Duration

12 months

Working pattern

Part-time

Reference number

A3044-22-1365

Job locations

Bay Medical Group

1 Heysham Road

Heysham

Morecambe

Lancashire

LA3 1DA


Job description

Job responsibilities

Job summary

The post holder will work closely with the Clinical Services Manager (CSM) to ensure the operational delivery of high quality, safe and effective BMG Medicines Management Team (MMT) services to the whole practice population across all Bay Medical Group sites by co-ordinating and supporting the day-to-day management of the MMT staff. The post holder is accountable for operationally managing the MMT, includes recruitment / selection, deployment, and management of sickness absences. They will work collaboratively with the whole general practice team to meet the needs of patients, supporting the delivery of policy and procedures, and providing leadership as required. The post holder will provide high quality personal assistant support to the CSM.

Key responsibilities

  • To operate as an active member of the Practice Team and manage the overall operational day to day running of MMT.
  • To be responsible for ensuring that administration is complete; to include return to work interviews, performance monitoring, performance management, disciplinary matters in line with practice policy.
  • Implementing an effective system for annual leave and staff rota ensuring that services are maintained safely within the minimum operating levels.
  • Liaise with HR on recruitment ensuring that job descriptions and contracts are reviewed and accurate.
  • Be involved in ensuring an effective induction process is implemented for new starters.
  • Ensure team meetings have timely agenda and minutes available; ensure meeting rooms are booked and Microsoft Teams invites are sent.
  • Recording of overtime and expenses for the team in a timely manner for Finance to action.
  • To collaborate with the CSM in development of the teams within the Partners vision of providing healthcare for happier, healthier people within the Practice Business Plan.
  • Identify and implement service monitoring to inform decisions for continuous service improvements.
  • Investigate and where appropriate delegate non-clinical elements of patient complaints and service review / input into significant events and directly link with the Patient Engagement Manager.
  • Ensure that standard operational procedure and protocols are implemented, reviewed and up to date.
  • Ensure team members are up to date with mandatory training and have protected time to complete.
  • Provide cross cover for urgent operational matters when Operation Manager for Nursing is on leave or absent.
  • Ensure that the team is organised and able to achieve objectives as outlined in the BMG Business Plan.
  • Representation of MMT to Operational Meetings including CQC and others as required

Communication

  • Demonstrate sensitive communication styles to ensure teams are fully informed
  • Communicate effectively with patients and carers, recognising the need for alternative methods of communication to overcome different levels of understanding, cultural background, and preferred ways of communicating
  • Anticipate barriers to communication and take action to improve communication
  • Maintain effective communication with individuals and groups within the practice environment and with external stakeholders
  • Act as an advocate when representing patients and colleagues

Planning and organisational skills

  • Plan and organise meetings
  • Prioritise own work
  • Ensure day to day supervision and allocation of staff
  • Contribute to development and implementation of policies
  • Disseminate information in a timely manner to teams

Leadership

  • Take responsibility for own development learning and performance.
  • Support the development of others to maximise potential.
  • Actively promote the workplace as a learning environment, encouraging everyone to learn from each other and from external good practice
  • Encourage others to make realistic self-assessment of their application of knowledge and skills, challenging any complacency and actions that are not in the interest of the public and/or users of services
  • Demonstrate excellent analytical and judgemental skills for investigating issues, proposing solutions, and dealing with complex enquiries

Team working

  • Understand own role and scope, and identify how this may develop over time
  • Work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working
  • Delegate clearly and appropriately, adopting principles of safe practice and assessing competence
  • Prioritise own workload and ensure effective time-management strategies are used.
  • Work effectively with others to clearly define values, direction and policies impacting upon care delivery
  • Participate in team activities that create opportunities to improve clinical services

Management of risk

  • Manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients
  • Monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures, and guidelines
  • Undertake mandatory and statutory training requirements
  • Participate in the local implementation strategies that are aligned to the values and culture of general practice

Job description

Job responsibilities

Job summary

The post holder will work closely with the Clinical Services Manager (CSM) to ensure the operational delivery of high quality, safe and effective BMG Medicines Management Team (MMT) services to the whole practice population across all Bay Medical Group sites by co-ordinating and supporting the day-to-day management of the MMT staff. The post holder is accountable for operationally managing the MMT, includes recruitment / selection, deployment, and management of sickness absences. They will work collaboratively with the whole general practice team to meet the needs of patients, supporting the delivery of policy and procedures, and providing leadership as required. The post holder will provide high quality personal assistant support to the CSM.

Key responsibilities

  • To operate as an active member of the Practice Team and manage the overall operational day to day running of MMT.
  • To be responsible for ensuring that administration is complete; to include return to work interviews, performance monitoring, performance management, disciplinary matters in line with practice policy.
  • Implementing an effective system for annual leave and staff rota ensuring that services are maintained safely within the minimum operating levels.
  • Liaise with HR on recruitment ensuring that job descriptions and contracts are reviewed and accurate.
  • Be involved in ensuring an effective induction process is implemented for new starters.
  • Ensure team meetings have timely agenda and minutes available; ensure meeting rooms are booked and Microsoft Teams invites are sent.
  • Recording of overtime and expenses for the team in a timely manner for Finance to action.
  • To collaborate with the CSM in development of the teams within the Partners vision of providing healthcare for happier, healthier people within the Practice Business Plan.
  • Identify and implement service monitoring to inform decisions for continuous service improvements.
  • Investigate and where appropriate delegate non-clinical elements of patient complaints and service review / input into significant events and directly link with the Patient Engagement Manager.
  • Ensure that standard operational procedure and protocols are implemented, reviewed and up to date.
  • Ensure team members are up to date with mandatory training and have protected time to complete.
  • Provide cross cover for urgent operational matters when Operation Manager for Nursing is on leave or absent.
  • Ensure that the team is organised and able to achieve objectives as outlined in the BMG Business Plan.
  • Representation of MMT to Operational Meetings including CQC and others as required

Communication

  • Demonstrate sensitive communication styles to ensure teams are fully informed
  • Communicate effectively with patients and carers, recognising the need for alternative methods of communication to overcome different levels of understanding, cultural background, and preferred ways of communicating
  • Anticipate barriers to communication and take action to improve communication
  • Maintain effective communication with individuals and groups within the practice environment and with external stakeholders
  • Act as an advocate when representing patients and colleagues

Planning and organisational skills

  • Plan and organise meetings
  • Prioritise own work
  • Ensure day to day supervision and allocation of staff
  • Contribute to development and implementation of policies
  • Disseminate information in a timely manner to teams

Leadership

  • Take responsibility for own development learning and performance.
  • Support the development of others to maximise potential.
  • Actively promote the workplace as a learning environment, encouraging everyone to learn from each other and from external good practice
  • Encourage others to make realistic self-assessment of their application of knowledge and skills, challenging any complacency and actions that are not in the interest of the public and/or users of services
  • Demonstrate excellent analytical and judgemental skills for investigating issues, proposing solutions, and dealing with complex enquiries

Team working

  • Understand own role and scope, and identify how this may develop over time
  • Work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working
  • Delegate clearly and appropriately, adopting principles of safe practice and assessing competence
  • Prioritise own workload and ensure effective time-management strategies are used.
  • Work effectively with others to clearly define values, direction and policies impacting upon care delivery
  • Participate in team activities that create opportunities to improve clinical services

Management of risk

  • Manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients
  • Monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures, and guidelines
  • Undertake mandatory and statutory training requirements
  • Participate in the local implementation strategies that are aligned to the values and culture of general practice

Person Specification

Qualifications

Essential

  • Minimum of C grade GCSE or equivalent in English, Maths.
  • Evidence of continuing personal development

Desirable

  • Management qualification

Other

Essential

  • Ability to travel across the locality as required.

Desirable

  • Access to own transport

Personal Qualities and Attributes

Essential

  • Commitment to reducing health inequalities
  • Demonstrates use of appropriate communication to gain the co-operation of relevant stakeholders (including patients, senior and peer colleagues, and other professionals, other NHS/private organisations, e.g., CCGs)
  • Innovative and enthusiastic
  • Can recognise personal limitations and refer to more appropriate colleague(s) when necessary
  • Ability to identify risk and assess/manage risk
  • Able to provide leadership and to finish work tasks
  • Ability to maintain effective working relationships and to promote collaborative practice with all colleagues
  • Demonstrates personal accountability, emotional resilience and works well under pressure
  • Ability to organise, plan and prioritise on own initiative, including when under pressure and meeting deadlines
  • Ability to work flexibly and enthusiastically within a team or on own initiative

Experience

Essential

  • Experience of working in a senior administrative role.
  • Experience in staff management and leading a team.
  • Experience in designing workflows & processes.
  • Experience of successful annual/ long term and short-term planning.

Desirable

  • Experience of working in an NHS or other healthcare environment

Knowledge and Skills

Essential

  • Self-motivated and able to motivate others
  • Excellent interpersonal, influencing and negotiating skills
  • High level of written and oral communication skills
  • Understanding of confidentiality in primary care
  • Ability to direct the work of others
  • Advanced IT skills
  • Ability to use data and produce timely and informative reports Knowledge of and ability to work to policies and procedures, including confidentiality, safeguarding, lone working, information governance, and health and safety
Person Specification

Qualifications

Essential

  • Minimum of C grade GCSE or equivalent in English, Maths.
  • Evidence of continuing personal development

Desirable

  • Management qualification

Other

Essential

  • Ability to travel across the locality as required.

Desirable

  • Access to own transport

Personal Qualities and Attributes

Essential

  • Commitment to reducing health inequalities
  • Demonstrates use of appropriate communication to gain the co-operation of relevant stakeholders (including patients, senior and peer colleagues, and other professionals, other NHS/private organisations, e.g., CCGs)
  • Innovative and enthusiastic
  • Can recognise personal limitations and refer to more appropriate colleague(s) when necessary
  • Ability to identify risk and assess/manage risk
  • Able to provide leadership and to finish work tasks
  • Ability to maintain effective working relationships and to promote collaborative practice with all colleagues
  • Demonstrates personal accountability, emotional resilience and works well under pressure
  • Ability to organise, plan and prioritise on own initiative, including when under pressure and meeting deadlines
  • Ability to work flexibly and enthusiastically within a team or on own initiative

Experience

Essential

  • Experience of working in a senior administrative role.
  • Experience in staff management and leading a team.
  • Experience in designing workflows & processes.
  • Experience of successful annual/ long term and short-term planning.

Desirable

  • Experience of working in an NHS or other healthcare environment

Knowledge and Skills

Essential

  • Self-motivated and able to motivate others
  • Excellent interpersonal, influencing and negotiating skills
  • High level of written and oral communication skills
  • Understanding of confidentiality in primary care
  • Ability to direct the work of others
  • Advanced IT skills
  • Ability to use data and produce timely and informative reports Knowledge of and ability to work to policies and procedures, including confidentiality, safeguarding, lone working, information governance, and health and safety

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

Bay Medical Group

Address

Bay Medical Group

1 Heysham Road

Heysham

Morecambe

Lancashire

LA3 1DA


Employer's website

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


Employer details

Employer name

Bay Medical Group

Address

Bay Medical Group

1 Heysham Road

Heysham

Morecambe

Lancashire

LA3 1DA


Employer's website

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


For questions about the job, contact:

Clinical Services Manager

Amanda Davey

Amanda.davey5@nhs.net

01524518546

Date posted

20 June 2022

Pay scheme

Other

Salary

£28,235.43 a year starting salary (pro rata based on 37.5 hours)

Contract

Fixed term

Duration

12 months

Working pattern

Part-time

Reference number

A3044-22-1365

Job locations

Bay Medical Group

1 Heysham Road

Heysham

Morecambe

Lancashire

LA3 1DA


Supporting documents

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