Job responsibilities
JOB POSITION
Job
Title: Operations Manager
Department: Management
ORGANISATION STRUCTURE
Responsible
to: Business Manager and
Practice Manager
Responsible for: Reception Team Manager, Nursing
Team Manager and Administration Supervisor
JOB SUMMARY
The main purpose of the role is to
oversee the day-to-day administrative and operational aspects of the
practice. Your duties include managing staff and staff schedules, ensuring
sufficient resources to meet demand and provide a high quality service, and ensuring
compliance with healthcare regulations. You will streamline workflows,
implement quality improvement initiatives, and work within budgets to
optimize patient care delivery. Effective communication and collaboration
with healthcare providers and administrative staff are crucial. Additionally,
you'll oversee the implementation of technology solutions to improve
operational efficiency and patient experience. Overall, the role is vital in
maintaining the smooth operation of the practice and facilitating the
delivery of high-quality patient care.
MAIN RESPONSIBILITIES AND
TASKS
Strategy & Planning
Contributing
to the management, planning and leadership of the practice
Initiating
and contributing to the setting and maintaining of practice aims, objectives,
policies and targets and to their implementation
Leading
and participating in the development of the practice (people, information and
planning) to ensure the practice is operating as an efficient and effective
provider of patient care
Operational Effectiveness
Ensuring
staffing levels are sufficient to deliver a quality service
Auditing
performance to ensure key performance indicators are met
Managing
allocated sections of the Quality and Outcomes Framework (QOF), eg Quality Indicators
Supporting the
Practice Manager in the day to day operations of the practice, ensuring staff
fulfil their primary responsibilities
Managing the
clinical system ensuring IT security and IG compliance at all times
Managing low
level IT issues to resolution
Supporting the
overall practice clinical governance
framework
Ensuring the
effective use of EMIS, eRS, EPS, Docman, AccurRx, Rapid Health and any other
IT software
Assisting the
Practice Manager in maintaining the Safeguarding database, providing advice
to staff and briefing the team at the relevant meeting as required
Identifying
trends and devising solutions to reduce risk and repeated occurrences of
significant events and near misses
Ensure
development and implementation of the practice audit programme
Attend all
relevant meetings where required
Provide reports
on practice performance when required
Guiding the team
to reach QOF targets
Implement the
complaints process ensuring complaints are managed as per the Practice
Complaints Procedure, escalating where necessary and reporting data to
ICB/NHSE where required
Deputise in the
Practice Managers absence
Human Resources
Signing off
staff recruitment
Oversee the
appraisal system and carry out appraisals where appropriate
Managing
recruitment and induction of non-clinical and clinical staff
Managing HR issues
at disciplinary and capability level
Overseeing staff
training ensuring all mandatory training is completed
Monitoring
monthly absence and taking relevant action if required
Ensure all HR
checks are completed and up to date
Lead on staff
wellbeing initiatives
Finance
Ensure service
is delivery within agreed budgets
Submitting
reports for QOF, Enhanced Services and other requirements using the
appropriate platforms and checking against income received.
Administration
of the NHS Pension Scheme
Ensuring all
invoices sent to the finance team
Preparing
reports from the accounts system
Liaising with
practice finance team
Source service
and product suppliers
Legal
Ensure the
practice is compliant with all policies
Ensure all regal
requirements are met by the practice, eg health and safety, employment etc
Monitor and
record professional membership renewals
Implement
systems to unsure compliance with CQC regulations and standards
Ensure data
returns are made in a timely manner eg, DSTP, Complaints, Workforce
Relationships
Act as a
communication link between management team and staff
Support
effective communication with all staff, patients and carers
Represent the
practice locally as required
Attend meetings
as and when required
Develop and maintain
relationships with external agencies PCN, ICB, LA
Develop and
maintain relationships within the PCN and with ARRS staff
Ensure patient
engagement through the practice Patient Participation Group
Premises
Ensure the
upkeep of the premises
Ensure the
appropriate insurance is in place
Oversee regular
health and safety assessments
Engage with
supplier regarding repairs or maintenance
Liaise with
practice maintenance person to ensure all repairs are carried out in a timely
manner
General
Maintain
a working knowledge of ICB Initiatives
Daily
ad hoc support for the Partners, Business Manager and Practice Manager
The
tasks in this job description are not exhaustive and may include any other
task deemed reasonable by the Practice
STATUTORY REQUIREMENTS
To ensure that all data systems and
procedures remain confidential and comply with:
Data
Protection Act 2018
Access
to Health Records 1990
Computer
Misuse Act 1990
NHS
and Community Care Act 1990 and the regulations relating to Terms of Service
under the Act.
Health
and Safety at Work Act 1974
