Job summary
The Hawthorns Surgery is looking for a motivated and experienced Office
Manager to join our Surgery following retirement which is due to our current
long serving Office Manager. This will be a permanent position over 30 hours
per week, Monday to Friday.
The ideal candidate will have a background in overall Office Management
or Administration from a healthcare setting, ideally from a GP Surgery but this
is not essential. You must be able to thrive in a busy working environment and
be pro-active in your approach to work. You need to have experience in dealing
with HR matters and will be responsible for day to day smooth operations of the
Surgery, particularly for the production of performance and quality standards within the Surgery.
The successful candidate
will report directly to the Practice Business Manager and will work closely
with the Surgery Partnership, Clinical & Administration team.
Main duties of the job
Overseeing
the administration and support operations of the Surgery.
Leading and managing annual Quality of Framework (QOF)
targets.
Work to tight deadlines in a fast-paced
environment.
Ability
to network and build relationships.
Implement and embed policy and procedure for the smooth running of the
practice.
Creating,
updating Surgery policies and procedures to maintain KLOEs for CQC
purposes and efficient running of the Surgery.
Developing and implement efficient office processes and
procedures to adhere to extant legislation.
Monitoring
and handling of the Surgery's Generic Email account.
Management of users accounts/profiles
Windows/Emis/Docman, etc.
On
boarding of new staff, including HR checks, DBS checks and induction
processes.
Advertising and assisting Practice
Business Manager with review/selection.
Supporting
Practice Business Manager with HR including staff appraisals, probation
reviews, and disciplinary actions.
Managing all aspects of non-clinical staff and
nursing team annual leaves and absences ensuring adequate cover available at
all times.
Monitoring
of Weekly Cleaning Schedules.
Monitoring
and ensuring adherence of overall Health and Safety Regulations, Policies and Procedures.
Overall
ordering of clinical and non-clinical supplies including vaccines and dealing
with any related returns.
Dealing
with local IT Service providers.
Patient Complaints Management
Carryout any additional tasks as directed by the
Manager.
About us
Hawthorns
Surgery is a renowned CQC rated GOOD surgery in Wylde Green, Sutton Coldfield.
The Surgery currently is led by a 6 like-minded GP Partnership. It is a busy
Surgery with a patient list size of 11000 circa. The Hawthorns Surgery is an
undergraduate and postgraduate training Surgery. Hawthorns is a forward
thinking Surgery and have fought hard to maintain a personal list system which
research has proved to be best Surgery. The Surgery has an exceptional clinical
and non-clinical team with outstanding staff retention rates. The Surgery
operates out of a purpose built premises, offering facilities to provide
patient centred medicine supported by EMIS Web (clinical system).
The
surgery also provides an in house Minor Surgery, Physio (FCP) and GPwSI ENT
services.
A strong support team is in place to
deliver the service including Practice Nurses, Clinical Pharmacists, Social
Prescriber, Physician Associate, Paramedics, Clinical Coders/Scanners, Practice
Secretaries, experienced and fully trained Reception team and a designated
Prescription team.
Job description
Job responsibilities
Overseeing the administration and support operations of the Surgery, ensuring staff achieve their primary responsibilities.
Management of all Smartcard(s) related matters.
Leading and managing annual Quality of Framework (QOF) targets. Liaising with Practice Business Manager to develop plan to maximise achievements.
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 for the smooth running of the practice.
Creating, updating Surgery policies and procedures to maintain KLOEs for CQC purposes and efficient running of the Surgery.
Reviewing, developing, implementing and embedding efficient office processes and procedures to adhere to extant legislation.
Monitoring and handling of the Surgerys Generic Email account.
Allocating incoming lab results to appropriate clinicians.
Leading regular Team meetings.
Creation, management and general housekeeping of all users accounts/profiles Windows/Emis/Docman, etc.
Management of Patient General Directives and Patient Specific Directives (PGDs/PSDs) folder and ensure all signed by relevant clinicians and updated.
On boarding of new staff, including HR checks, DBS checks and induction processes.
Recruitment: Advertising and assisting Practice Business Manager with review/selection.
Supporting Practice Business Manager with HR including staff appraisals, probation reviews, and disciplinary actions.
Managing all aspects of non-clinical staff and nursing team annual leaves and absences ensuring adequate cover available at all times.
Monitoring of Stock Control Audits.
Monitoring of Weekly Cleaning Schedules.
Monitoring and ensuring adherence of overall Health and Safety Regulations, Policies and Procedures.
Overall ordering of clinical and non-clinical supplies including vaccines and dealing with any related returns.
Dealing with local IT Service providers (MLCSU), including ordering of IT equipment.
Overall Patient Complaints Management including liaising with Clinical Complaints Lead and Practice Business Manager to achieve satisfactory resolution.
Carryout any additional tasks as directed by the Manager.
Job description
Job responsibilities
Overseeing the administration and support operations of the Surgery, ensuring staff achieve their primary responsibilities.
Management of all Smartcard(s) related matters.
Leading and managing annual Quality of Framework (QOF) targets. Liaising with Practice Business Manager to develop plan to maximise achievements.
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 for the smooth running of the practice.
Creating, updating Surgery policies and procedures to maintain KLOEs for CQC purposes and efficient running of the Surgery.
Reviewing, developing, implementing and embedding efficient office processes and procedures to adhere to extant legislation.
Monitoring and handling of the Surgerys Generic Email account.
Allocating incoming lab results to appropriate clinicians.
Leading regular Team meetings.
Creation, management and general housekeeping of all users accounts/profiles Windows/Emis/Docman, etc.
Management of Patient General Directives and Patient Specific Directives (PGDs/PSDs) folder and ensure all signed by relevant clinicians and updated.
On boarding of new staff, including HR checks, DBS checks and induction processes.
Recruitment: Advertising and assisting Practice Business Manager with review/selection.
Supporting Practice Business Manager with HR including staff appraisals, probation reviews, and disciplinary actions.
Managing all aspects of non-clinical staff and nursing team annual leaves and absences ensuring adequate cover available at all times.
Monitoring of Stock Control Audits.
Monitoring of Weekly Cleaning Schedules.
Monitoring and ensuring adherence of overall Health and Safety Regulations, Policies and Procedures.
Overall ordering of clinical and non-clinical supplies including vaccines and dealing with any related returns.
Dealing with local IT Service providers (MLCSU), including ordering of IT equipment.
Overall Patient Complaints Management including liaising with Clinical Complaints Lead and Practice Business Manager to achieve satisfactory resolution.
Carryout any additional tasks as directed by the Manager.
Person Specification
Experience
Essential
- A people person with a proven track record in the managing of people.
- Clear, polite telephone manner.
- Effective time management (Planning & Organising).
- Ability to work as a team member and autonomously.
- Good interpersonal skills.
- Problem solving & analytical skills.
- Proficiency in IT systems. (Microsoft Excel)
- Experience of auditing, creating and updating policies and procedures.
- Excellent Customer/Patient Services skills.
Desirable
- Experience of working in a GP surgery.
- Some experience with Clinical systems.
Qualifications
Essential
- GCSE grade A to C in English and Mathematics.
- Educated to GCSE level or equivalent.
Desirable
- Working knowledge of basic Medical Terminology. (not essential)
Person Specification
Experience
Essential
- A people person with a proven track record in the managing of people.
- Clear, polite telephone manner.
- Effective time management (Planning & Organising).
- Ability to work as a team member and autonomously.
- Good interpersonal skills.
- Problem solving & analytical skills.
- Proficiency in IT systems. (Microsoft Excel)
- Experience of auditing, creating and updating policies and procedures.
- Excellent Customer/Patient Services skills.
Desirable
- Experience of working in a GP surgery.
- Some experience with Clinical systems.
Qualifications
Essential
- GCSE grade A to C in English and Mathematics.
- Educated to GCSE level or equivalent.
Desirable
- Working knowledge of basic Medical Terminology. (not essential)
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.