Operations Manager

Job description

Job responsibilities

DETAILS

You will be responsible for the overall day to day running of the practice reporting to and supporting the Practice Manager (PM)

General

Be familiar with all functions of TPP Systm1 and applications, plus national and local quality standards for primary care

In conjunction with the PM, undertake specific duties in relation to fire safety, health and safety and risk management.

Undertake regular delegated tasks and special projects as delegated by BM

As necessary, attend any meetings as requested on behalf of practice and undertake any follow up action

Assist PM in compiling and updating policies and procedures.

Support practice in maintaining its 'Good' CQC rating and strive towards 'Outstanding'

Operations

Work closely to support all administrative and reception staff functions and processes

Oversee and manage appointments and rotas

Carry out audits and reports as required

Oversee rotas and annual leave for staff and co-ordinate locums as necessary

Work with BM to ensure business continuity is maintained

Convene meetings, prepare agendas, and ensure distribution of minutes as necessary

Human Resources

Manage training records and schedules for all staff to ensure everyone is up to date

Organise in-house practice training

Keep personnel records and attendance records

Assist the PM in any major changes to the workforce, including recruitment

Liaise with out-sourced HR advisors as directed by the PM

Line-manage Reception Manager, Admin Manager and Dispensary Manager

Overall management of reception and admin teams.

Carry out appraisals and performance reviews for reception supervisor and office staff

Be responsible for staff induction programmes.

Patient Services

Maintain registration services and monitor patient turnover and capitation

Manage patient surveys

Patient risk management including investigation of SEA's

Provide point of contact for patient advice, queries and complaints that have not been successfully dealt with by reception team

Assist PM and responsible Partner to provide and maintain effective complaints management system

Liaise with the Patient Participation Group

Demonstrate due regard for safeguarding and promoting children's welfare

Estates Management and Health and Safety

Ensure practice premises are properly maintained and cleaned.

Ensure adequate security and fire prevention systems in place and policies followed.

Oversee maintenance of building and equipment, arranging repairs and contractors as required, whilst ensuring best value for money.

Implement health and safety and infection control policies and ensure that audits and inspections are undertaken in accordance with the procedures e.g. Legionella assessments.

Financial Management

Assist with monthly national and local reporting as required

Prepare reports for PM as required

Monthly claims for example CQRS and Open Exeter

Oversee day to day management of enhanced schemes

Information management and technology

Be first point of contact for IT issues.

Work with system suppliers and PM to solve any problems.

Work with BM to ensure the practice has effective IT data security.

The post-holder will need to become familiar with all functions of the clinical system and their applications, plus national and local quality standards for primary care.

Confidentiality

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive

information in relation to their health and other matters. They do so in confidence and have

the right to expect that staff will respect their privacy and act appropriately.

In the performance of the duties, the post-holder may have access to confidential

information relating to patients and their carers, Practice staff and other healthcare workers.

All information from any source is to be regarded as strictly confidential.

Information relating to patients, carers, colleagues, other healthcare workers or the business

of the practice may only be divulged to authorised persons in accordance with the Practice

policies and procedures relating to confidentiality and the protection of personal and

sensitive data.

Health and Safety

Comply with the Health and Safety at Work Act 1974

The post-holder will assist in promoting and maintaining their own and others health, safety

and security as defined in the Practice Health & Safety Policy

Equality and Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognizes the importance of peoples rights, interpreting them in a way

that is consistent with Practice procedures and policies, and current legislation.

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.

Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Changes to the Job Description

This job description is only intended to provide an outline of the key tasks and responsibilities.

Disclosure and Barring Services 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.

Informal visit and discussion are welcome. Please contact Dr A Ghosh 07850690453, for an informal chat/ arrange a visit.

End date: 29/03/2024. Can close early depending on response

Person Specification

Qualifications

Essential

• Educated to GCSE level or equivalent including Maths & English Grade C or above.
• Previous experience of HR including all aspects of managing people from interviewing, recruiting, inducting, reviews & appraisals and managing performance.
• Evidence of continued professional development

Desirable

• Hold a relevant management qualification

Experience

Essential

• Experience in effectively supervising/managing teams/staff.
• Extensive HR experience.
• Experience of working with the general public, managing complaint -resolution and delivering high quality customer service.
• Experience of administrative duties.
• Excellent and effective communicatin skills ( written and oral )
• Strong IT skills.
• Effective time management.
• Ability to work autonomously as well as part of a team.
• Ability to maintain confidentiality.

Desirable

• Experience of premises management.
• Experience of working in General Practice or in other healthcare settings.
• Knowledge of SystmOne.

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

Alvaston Medical Centre

Address

Alvaston Medical Centre

14 Boulton Lane

Derby

DE24 0GE

Employer's website

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