Operations Manager (Clinical Support Manager)

Job description

Job responsibilities

To work alongside the Practice manager to ensure robust clinical rota planning and scheduling, maintaining and ensuring adequate appointment availability and sufficient clinical staff to carry out the work. This will also involve the following:

Identifying gaps within the weekly/monthly timetable that need to be addressed to ensure the Practice fulfils its obligations under extended hours and other enhanced services.

Reviewing appointment availability and releasing appointments as necessary, including analysing daily appointments as part of contractual obligations.

Creating, cancelling and amending clinics and clinic templates as appropriate. Ensuring monthly rotas are up to date, including working with the Medical Assistant team on Postnatal/8-week check availability.

Supporting the General Manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities. Providing leadership and guidance to staff, ensuring that they adhere to policy and procedure at all times. Implementing systems to ensure compliance with CQC regulations and standards.

Direct line management of all Administrative/reception staff, including hub Supervisor, medical assistants, care coordinators, receptionists and clinical support assistants. To have overall management responsibility of the non-clinical team, supported by a Supervisor to ensure that all front-line services run smoothly at all times and that the practice is always appropriately staffed. For all directly managed staff, this includes Managing the recruitment and retention of staff.

Establishing, reviewing and regularly updating job descriptions and person specifications, ensuring all staff are legally and gainfully employed. Acting as the lead for recruitment, including pre-employment checks and DBS. Evaluating, organising and overseeing the staff induction programme. Implementing and embedding an effective staff appraisal process and ensuring staff have up-to-date personal learning plans whilst ensuring all mandatory training has been completed. Implementing effective systems for resolving disciplinary and grievance issues and maintaining an overview of staff welfare.

Monitoring work performance and addressing any poor performance with staff members concerned, liaising with the General Manager to plan remedial actions. Ensuring staff have the appropriate level of training to enable them to carry out their roles and responsibilities effectively. Maintaining robust reporting, including conducting return-to-work interviews with staff returning from sickness absence promptly, using BrightHR fully to record any absences, approving holidays and training, and checking and approving overtime claims.

Managing the teams rota, assisted by the Supervisor and providing cover in all areas if necessary when experiencing a staff shortage. Ensuring effective communication within the team, including organising and chairing regular staff meetings. Attending Clinical Meetings on behalf of the team to raise issues and provide feedback on performance.

Organising Cytology and smoking clinics and other specific clinics as required. Managing annual leave requests from all clinicians on our HR system and providing timely updates of any changes to clinics and locum cover to the Practice Manager. To support the clinical team with any rota/clinic concerns and to ensure regular reporting to the Practice manager. To keep the Practice manager updated on necessary activity data around extended hours/enhanced services. To provide timely data to NHS England/local commissioners on achievement levels, including quarterly returns or other audits/searches as requested.

To regularly monitor the quality of patient records by auditing the coding. To overview and manage clinical rota planning and scheduling, working with the Partners and senior managers to ensure adequate appointment availability and enough clinical staff to carry out the work, identifying gaps within the timetable that need to be filled, always bearing in mind the needs of the practice to fulfil its obligations under the Access ES/LES.

Person Specification

Qualifications

Essential

• Good standard of education
• Working with the public
• Working at supervisory/management level

Desirable

• Experience of working in a GP practice
• Knowledge of EMIS Web or other clinical software systems

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

Thurleigh Road Practice

Address

Thurleigh Road Practice

Thurleigh Road

London

SW12 8TT

Employer's website

https://www.thurleighroadpractice.nhs.uk/ (Opens in a new tab)