Deputy Operations Manager

Job description

Job responsibilities

Job Summary

This role will cover a number of aspects but will focus on providing support to the Practice Operations Manager in carrying out day-to-day activities and provide an element of support of cover or source of advice during times of absence. The Deputy will work closely with, and under the direction of the Practice Operations Manager to improve standards across a wide range of administrative and practical activities.

Main Responsibilities

Administrative

To oversee the management of the appointment rota for clinical staff and book additional locum staff working within a set financial budget as approved by the Practice Manager.

To arrange meetings on behalf of the Practice Operations Manager, attend meetings when required and complete any necessary paperwork such as agendas or meeting minutes.

Organising mandatory training to include but is not limited to; fire marshal, BLS and nursing courses.

Monitoring practice staff E-Learning modules, reminding and encouraging staff to complete courses within the set timeframe.

To assist the Practice Operations Manager with annual appraisals and follow up meetings.

To support the Practice Operations Manager with the practice accounts where requested such as uploading invoices to the accounts software and other administrative tasks.

Monitoring the Practice Operations Managers tasks, emails and post whilst on leave and dealing with queries where able and appropriate.

To manage the practices annual leave which includes authorising requests, updating staff annual leave records and arranging cover where needed.

To maintain staff absence records and support the Practice Operations Manager with any back to work interviews.

Monitor and record clinical audits with the support of the Practice Operations Manager and clinical staff.

Ordering staff uniforms and other items where necessary.

Any other tasks deemed appropriate by the Practice Operations Manager / partners.

Support with Claims submissions, such as DES/LES

Communication

Working with the Practice Operations Manager to undertake necessary surveys and accumulating the data.

Ensuring good communication within the practice and maintaining staff newsletters and memos.

Updating posters, leaflets and patient information in the Practice waiting room and other areas to ensure the information is accurate, compliant and up to date.

To monitor and help manage the practice website and websites associated to the practice such as NHS choices and Health watch Suffolk etc.

Updating the visitors sheet so reception is aware of who is coming in to the building.

To work closely with all staff to ensure the smooth running of the practice and report any problems encountered to the relevant person.

Any other communication duties deemed by the Practice Operations Managers / partners.

Compliance

Maintaining and updating staff records to ensure they remain compliant and relevant.

To take an active part in ensuring compliance for Information Governance and GDPR.

To work with the Practice Operations Manager to ensure all policies and procedures are up to date.

To support the Practice Operations Manager in ensuring the practice is CQC complaint.

Any other compliance duties deemed appropriate by the Practice Managers / partners.

General maintenance

Supporting the practice with general maintenance such as changing printer toners, lightbulbs and batteries as required.

Contacting and arranging building repairs and maintenance with external contractor, cleaning and other agencies.

IT

Monitoring all tasks and reassigning where necessary and appropriate.

Dealing with general IT queries.

Unblocking smartcards and resetting passwords as required.

Setting up new members of staff with necessary IT allowances such as the clinical system, NHS Email and windows.

Supporting the Practice Operations Manager with implementing new systems and arranging the necessary staff training. To provide support and guidance to practice staff in the use of systems and to promote quality achievement.

Monitoring and updating the passwords for the practice email accounts and other IT systems.

To become familiar with reporting functions within the clinical system plus national and local quality standards for primary care.

To regularly use excel, word, PowerPoint and other systems.

Creating presentations when required.

Any other IT task deemed appropriate by the Practice Operations Manager/ partners.

Support

To support the running of the other areas within the practice and provide cover when necessary.

To be flexible with hours when the Practice Operations Manager is on annual leave, take on appropriate tasks and provide an element of support and cover throughout the surgery as needed.

To be flexible with hours to attend necessary meetings or if cover is needed elsewhere in the surgery.

Support Practice Operations Manager in daily operational running of the practice to relieve the Practice Operations Manager and allow for protected time e.g. dealing with simple queries etc.

Become involved with key aspects of the Practice Operations Managers workload and be able to respond to information requests and updates as necessary, being able to run key tasks in the event of their absence.

Dealing with patients, and contacts within the NHS and other practices, both in person and on the telephone.

Be generally involved in the administration of the business.

Supporting the Practice Operations Manager in dealing with complaints receiving, acknowledging and recording.

Person Specification

Experience

Essential

• Previous management experience

Qualifications

Essential

• GCSE grade A to C in English and Maths

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

Suffolk Primary Care

Address

Derby Road Practice

52 Derby Road

Ipswich

IP3 8DN

Employer's website

http://suffolkprimarycare.uk/ (Opens in a new tab)