Job summary
We are seeking
an exceptional Operations Manager to support the Practice Manager and Partners
with the day-to-day running of the practice, ensuring that the best possible
administrative service is provided to our patients.
The successful
candidate will have experience and an aptitude for managing people, systems and
services. They are likely to have experience in the healthcare sector, ideally
working in a GP practice (although this is not essential), and will have skills
and experience in leading a team, managing staff, working with a variety of
operating systems and providing excellent customer care.
This role could be
full-time or part-time (minimum 30 hours, four days a week) by mutual
agreement.
This is an
exciting opportunity for the right person to join an enthusiastic and dedicated
team, to further enhance our ability as a GP practice to provide high quality,
effective patient care.
We provide a
comprehensive 2-week induction period to give you the opportunity to meet
and shadow colleagues. We find the induction very worthwhile as you will fully
appreciate the rest of the team and make connections with those you will be
working with and supporting you.
Main duties of the job
Work closely with the GP Partners and Practice Manager, to provide a timely and responsive service for the implementation and maintenance of all business, administrative, clinical and patient services.
Support the Practice Manager to lead the smooth daily running of the surgery.
Provide on the ground management and leadership, to ensure the end-to-end administration processes for the practice are efficient and maximise revenue, and that the patient experience is optimised at all times.
Assist with CQC compliance.
Ensure a supportive and positive work environment where each member of the administrative team is recognised for their contribution to the organisation and afforded an opportunity to realise their full potential.
Provide leadership and management skills to enable the practice to meet its agreed aims and objectives within a profitable, efficient, safe and effective working environment.
About us
Bedminster
Family Practice is a friendly, GP Practice situated in purpose-built premises
with a patient list size of 12,500. We are part of Swift Primary Care Network (PCN).
The Practice is located close to Bristol City Centre and
within walking distance of Bristol Harbourside and Temple Meads train station.
Bedminster Family Practice is
led by an enthusiastic and proactive team of three GP Partners who are involved
on a day-to-day basis with the running of the Practice, each taking a role in
management and supported by a Practice Manager. In addition, there are
currently eight salaried GPs, trainee doctors, two practice nurses, two pharmacists,
a social prescriber, a health and wellbeing coach, a First Contact physiotherapist,
nursing team and a mental health support worker, as well as a team of
receptionists and administrators.
The surgery is a successful training practice.
Job description
Job responsibilities
The following are the core responsibilities of the
Operations Manager. 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 Operations Manager is responsible for
- Supporting the practice
manager in the day-to-day operations of the practice, ensuring staff achieve
their primary responsibilities
- Providing leadership and
guidance to all staff ensuring that they adhere to policy and procedure at all
times
- Overseeing the
administrative elements of QOF, liaising with GPs, nursing staff and administrators
- Implementing systems to
ensure compliance with CQC regulations and standards
- 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
- Implementing and embedding
an effective practice and staff development plan for all staff (clinical and
administrative) whilst maintaining a robust training record
- Implementing effective
systems for the resolution of disciplinary and grievance issues, maintaining an
overview of staff welfare
- Leading the management of
the clinical system, ensuring IT security and IG compliance at all times and responding
to and resolving all local IT issues
- Actively encouraging and
promoting the use of patient online services
- Updating and acting as the
focal point for the practice website and social media sites
- Guiding staff and
developing searches and audits on the clinical system
- Reviewing and updating
clinical templates ensuring they relate to current practice
- Marketing the practice
appropriately to ensure patient population is stable or increasing
- Managing contracts for and
highlighting issues with services i.e., cleaning, gardening, window cleaning
etc.
- Guiding the team to reach
QOF targets (supported by the nursing and administrative leads)
- Ensuring the staff
implement the practice wide approach to the management of all patient services
matters
- Managing DNAs, providing
data and planning tools coupled with liaison with referred repeat offenders
Job description
Job responsibilities
The following are the core responsibilities of the
Operations Manager. 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 Operations Manager is responsible for
- Supporting the practice
manager in the day-to-day operations of the practice, ensuring staff achieve
their primary responsibilities
- Providing leadership and
guidance to all staff ensuring that they adhere to policy and procedure at all
times
- Overseeing the
administrative elements of QOF, liaising with GPs, nursing staff and administrators
- Implementing systems to
ensure compliance with CQC regulations and standards
- 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
- Implementing and embedding
an effective practice and staff development plan for all staff (clinical and
administrative) whilst maintaining a robust training record
- Implementing effective
systems for the resolution of disciplinary and grievance issues, maintaining an
overview of staff welfare
- Leading the management of
the clinical system, ensuring IT security and IG compliance at all times and responding
to and resolving all local IT issues
- Actively encouraging and
promoting the use of patient online services
- Updating and acting as the
focal point for the practice website and social media sites
- Guiding staff and
developing searches and audits on the clinical system
- Reviewing and updating
clinical templates ensuring they relate to current practice
- Marketing the practice
appropriately to ensure patient population is stable or increasing
- Managing contracts for and
highlighting issues with services i.e., cleaning, gardening, window cleaning
etc.
- Guiding the team to reach
QOF targets (supported by the nursing and administrative leads)
- Ensuring the staff
implement the practice wide approach to the management of all patient services
matters
- Managing DNAs, providing
data and planning tools coupled with liaison with referred repeat offenders
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
- Evidence of continued professional development
Desirable
- Professional qualification
Experience
Essential
- Experience of working with the general public
- Experience of managing administrative staff
- Knowledge of good employment practices and HR processes
- Experience of working as part of a multi-disciplinary team
- Relevant health and safety experience
Desirable
- Experience of working in a healthcare setting
- Experience of performance management, including appraisal writing, staff development and disciplinary procedures
- Experience of successfully developing and implementing projects
- Knowledge of achievements required in General Practice such as QOF and local enhancements
Skills and Qualities
Essential
- Excellent communication skills (written, oral and presenting)
- Strong IT skills (generic)
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management (planning and organising)
- Ability to network and build relationships
- Ability to implement and embed policy and procedure
- Ability to motivate and train staff
- Excellent interpersonal skills
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Ability to drive and deliver change effectively
Desirable
- Ability to recognise opportunities to enhance service delivery
- Excellent leadership skills
- Strategic thinker and negotiator
- EMIS user skills
- Proven problem solving and analytical skills
Other
Essential
- Flexibility to work outside core office hours
- Disclosure Barring Service (DBS) check
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
- Evidence of continued professional development
Desirable
- Professional qualification
Experience
Essential
- Experience of working with the general public
- Experience of managing administrative staff
- Knowledge of good employment practices and HR processes
- Experience of working as part of a multi-disciplinary team
- Relevant health and safety experience
Desirable
- Experience of working in a healthcare setting
- Experience of performance management, including appraisal writing, staff development and disciplinary procedures
- Experience of successfully developing and implementing projects
- Knowledge of achievements required in General Practice such as QOF and local enhancements
Skills and Qualities
Essential
- Excellent communication skills (written, oral and presenting)
- Strong IT skills (generic)
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management (planning and organising)
- Ability to network and build relationships
- Ability to implement and embed policy and procedure
- Ability to motivate and train staff
- Excellent interpersonal skills
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Ability to drive and deliver change effectively
Desirable
- Ability to recognise opportunities to enhance service delivery
- Excellent leadership skills
- Strategic thinker and negotiator
- EMIS user skills
- Proven problem solving and analytical skills
Other
Essential
- Flexibility to work outside core office hours
- Disclosure Barring Service (DBS) check
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).