Job summary
Bay Medical Group are recruiting for an Operational Support Manager (Clinical Services) to provide first line management. This role that requires no previous clinical experience or clinical qualifications.
This role is a new and exciting role for Bay Medical Group and the post holder will support our excellent work, providing safe and effective clinical services to BMG patients. This support role is a varied one and no two days will be the same!
This is a permanent, full time position, working 37.5 hours per week. The working pattern for the role is to be discussed at interview.
Main duties of the job
Main duties of the Operational Support Manager will be overseeing requests for Annual Leave; approving overtime in line with BMG policy; the managing of absences -which will include conducting return to work interviews and attendance reviews; liaising closely with the rota team to ensure EMIS diaries are accurate and amended/updated as necessary; involvement in recruitment of new staff members and induction planning as well as attendance and involvement in meetings.
Interviews scheduled for 2nd December 2024.
About us
Bay Medical Group is a single, at scale provider of general practice services to the population of Morecambe and Heysham. We have 5 sites across the town and have a patient population of c54,000. We have an established Bay Primary Care Network (PCN) and work closely with other service providers and voluntary sector to improve the health and wellbeing of our local population.
For further information about the benefits of working for us visit https://www.baymedicalgroup.co.uk/benefits
We are pleased to take part on the Mind Mental Health Charity Workplace Index and receive a bronze award for the second year running as an employer achieving change.
Bay Medical Group - for happier, healthier people
We reserve the right to close this vacancy early if we receive sufficient applications for the role.
Job description
Job responsibilities
Main Duties
- To be an active member of the Practice Team of Managers and manage the overall operational day to day running of Clinical Services teams.
- To be responsible for ensuring that HR administration is complete; to include sickness recording and reporting, delegation of, and ensuring that administration is completed for return-to-work interviews.
- To effectively manage annual leave ensuring that services are maintained safely and within minimum operating levels.
- Liaise with HR on recruitment ensuring that job descriptions and contracts are reviewed and accurate.
- Involvement in recruitment of staff with Operational Manager
- Support the Clinical Services Operational manager with line management of Clinical Services Teams including performance management and monitoring, training, disciplinary matters, updating contracts / job descriptions.
- To arrange team meetings and take minutes; ensure attendees are notified and invites sent.
- Record overtime and mileage accurately and in a timely manner for finance action.
- Be involved in scheduling induction for new starters in the teams.
- Ensure Clinical Services team members are up to date with mandatory training.
- To undertake appropriate tasks as delegated by the Clinical Services Operational Manager.
- Oversight of clinical diaries
Communication
- The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members.
- 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.
- Communicate effectively with outside agencies.
Management
- To ensure the team follow established protocols and procedures in line with established standard operational procedures (SOPs)
- To act as a role model for staff and where appropriate undertake wellbeing conversations.
- Report in a timely manner significant potential and actual challenges to Clinical Services Operational Manager promoting a problem-solving approach.
Job description
Job responsibilities
Main Duties
- To be an active member of the Practice Team of Managers and manage the overall operational day to day running of Clinical Services teams.
- To be responsible for ensuring that HR administration is complete; to include sickness recording and reporting, delegation of, and ensuring that administration is completed for return-to-work interviews.
- To effectively manage annual leave ensuring that services are maintained safely and within minimum operating levels.
- Liaise with HR on recruitment ensuring that job descriptions and contracts are reviewed and accurate.
- Involvement in recruitment of staff with Operational Manager
- Support the Clinical Services Operational manager with line management of Clinical Services Teams including performance management and monitoring, training, disciplinary matters, updating contracts / job descriptions.
- To arrange team meetings and take minutes; ensure attendees are notified and invites sent.
- Record overtime and mileage accurately and in a timely manner for finance action.
- Be involved in scheduling induction for new starters in the teams.
- Ensure Clinical Services team members are up to date with mandatory training.
- To undertake appropriate tasks as delegated by the Clinical Services Operational Manager.
- Oversight of clinical diaries
Communication
- The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members.
- 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.
- Communicate effectively with outside agencies.
Management
- To ensure the team follow established protocols and procedures in line with established standard operational procedures (SOPs)
- To act as a role model for staff and where appropriate undertake wellbeing conversations.
- Report in a timely manner significant potential and actual challenges to Clinical Services Operational Manager promoting a problem-solving approach.
Person Specification
Qualifications
Essential
- GCSE Maths (4/C)
- GCSE English (4/C)
Desirable
- NVQ or supervisory/ Management experience.
- Recognised qualification (certificate or above) in management or equivalent level or knowledge gained through experience.
Experience
Essential
- Patient or customer facing service experience.
- Experience of working in an ever-changing environment.
Desirable
- Management experience (preferably in primary care)
- Experience of implementing policies and protocols
- Experience in line managing staff and supervision.
Characteristics
Essential
- Focused on delivering a quality service.
- Can function under pressure.
- Understanding of confidentiality.
- Self-motivated and positive outlook.
- Good attendance/ time keeping record.
- Physically able to undertake the role.
- Presentable and tidy appearance.
- Ability to maintain periods of prolonged concentration.
- Willingness to develop own skills and knowledge
Skills
Essential
- Strong organisational and time management skills
- Excellent communication skills.
- Ability to prioritise and work in fast paced environment.
- Confident working with people face-to-face and over the telephone.
- Capable of working within a multidisciplinary team.
- Ability to work with clinicians and senior managers.
- Numerate and IT literate (capable of producing own reports/ documents/ presentations etc. as appropriate).
- Able to forward plan and schedule work for self and others.
- Able to work within agreed parameters.
Desirable
- Knowledge and experience of NHS/GP procedures and policies.
- Knowledge and experience of EMIS
- Ability to lead and motivate a team
Other
Essential
- Ability to travel across sites.
- Flexible to provide cover and work across sites.
Desirable
Person Specification
Qualifications
Essential
- GCSE Maths (4/C)
- GCSE English (4/C)
Desirable
- NVQ or supervisory/ Management experience.
- Recognised qualification (certificate or above) in management or equivalent level or knowledge gained through experience.
Experience
Essential
- Patient or customer facing service experience.
- Experience of working in an ever-changing environment.
Desirable
- Management experience (preferably in primary care)
- Experience of implementing policies and protocols
- Experience in line managing staff and supervision.
Characteristics
Essential
- Focused on delivering a quality service.
- Can function under pressure.
- Understanding of confidentiality.
- Self-motivated and positive outlook.
- Good attendance/ time keeping record.
- Physically able to undertake the role.
- Presentable and tidy appearance.
- Ability to maintain periods of prolonged concentration.
- Willingness to develop own skills and knowledge
Skills
Essential
- Strong organisational and time management skills
- Excellent communication skills.
- Ability to prioritise and work in fast paced environment.
- Confident working with people face-to-face and over the telephone.
- Capable of working within a multidisciplinary team.
- Ability to work with clinicians and senior managers.
- Numerate and IT literate (capable of producing own reports/ documents/ presentations etc. as appropriate).
- Able to forward plan and schedule work for self and others.
- Able to work within agreed parameters.
Desirable
- Knowledge and experience of NHS/GP procedures and policies.
- Knowledge and experience of EMIS
- Ability to lead and motivate a team
Other
Essential
- Ability to travel across sites.
- Flexible to provide cover and work across sites.
Desirable
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.
