Practice Operations Team Leader

Job description

Job responsibilities

The following are the core responsibilities of the practice operations team leader. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

The practice operations team leader is responsible for:

a. Supporting the practice manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities.

b. Providing leadership and guidance to the Administration/Secretarial team.

c. Ensuring staff adhere to policy and procedure at all times.

d. Supporting the practice manager in compliance with health and safety legislation

e. Overseeing completion of mandatory training for direct line reports

f. Responding and resolving all local IT issues where appropriate

g. Guiding staff and developing searches and audits on the clinical system

h. Monitor group mailboxes, ensuring information is disseminated appropriately

i. Ensure the effective use of ERS, EPS, and other IT programmes.

j. Monitoring and disseminating information on clinical safety alerts and other pertinent information

k. Maintaining the significant event database, supporting the practice manager if investigating and documenting significant events, and briefing the team at meetings as required.

l. Identifying trends and devising solutions to reduce risk and repeated occurrences of significant events

m. Support the practice manager to implement and embed practice audit programmes.

n. Support the practice manager with the management of the premises, including health and safety aspects such as risk assessments and mandatory training

o. Support the complaints manager with handling of simple complaints which can be resolved at first point of contact within 24hours.

p. Complete annual appraisals and quarterly 1to1s with line reports.

q. Manage all aspects of the building maintenance, dealing with defects, maintenance and all other associated tasks

r. Coordinate portable appliance testing (PAT) equipment testing/maintenance and practice supply orders.

s. Oversee the family & friends feedback, proactively contacting patients to acknowledge feedback and sharing learnings with the team.

t. Manage administrative staff rotas and coordinate the provision of temporary staff ensuring sufficient cover is provided for periods of leave and other staff absences.

u. Support the practice manager with management of the clinical system and clinical rotas.

v. Develop, implement and embed efficient administrative processes and procedures to adhere to extant legislation

w. Prepare internal meeting agendas and minutes.

Secondary Responsibilities

In addition to the primary responsibilities, the deputy practice manager may be requested to:

a. Deputise for the practice manager in their absence

b. Act as the primary point of contact for external stakeholders in the absence of the practice manager

c. Assist with the recruitment of staff as requested by the practice manager

d. Support the practice manager in the reviewing and updating of practice policies and procedures

e. Support the practice manager with change initiatives.

f. Maintain an equipment log

g. Manage asset registers as directed by the practice manager

h. Coordinate all staff absences, maintaining an effective absence register

i. Act as the communication link between the management team and staff

j. Represent the practice locally as required

k. Maintain a working knowledge of ICB initiatives

Person Specification

Qualifications

Essential

• Good standard of education with excellent literacy and numeracy skills

Desirable

• Leadership and / or Management Qualification

Experience

Essential

• Experience of working with the general public
• Experience of multidisciplinary teams
• Experience of workforce planning
• Excellent communication skills (written, oral and presenting)
• Strong IT skills (generic)
• leadership skills
• Strategic thinker
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• Effective time management (Planning & Organising)
• Proven problem solving & analytical skills
• Ability to develop, implement and embed policy and procedure
• Ability to motivate and train staff
• Polite and confident
• Flexible and cooperative
• Excellent interpersonal skills
• Motivated and proactive
• Ability to use initiative and judgement
• Forward thinker with a solutions focused approach
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Confident, assertive and resilient
• Ability to drive and deliver change effectively
• Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
• *Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check
• Maintains confidentiality at all times

Desirable

• Experience of working in a primary care setting
• Systmone user skills
• Experience of performance management, including appraisal writing, staff development and disciplinary procedures
• NHS / Primary Care General Practice experience
• Relevant health and safety experience
• Experience of producing agendas and minutes for meetings

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

Lepton & Kirkheaton Surgeries

Address

Lepton Surgery

Highgate Lane

Lepton

Huddersfield

HD8 0HH

Employer's website

https://www.lepton-kirkheatonsurgeries.nhs.uk/ (Opens in a new tab)