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.
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
Other
Essential
- Ability to travel across the locality as required.
Desirable
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
Other
Essential
- Ability to travel across the locality as required.
Desirable
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.