Job summary
The Business
& Operations Manager will be primarily responsible for assuring the
delivery of Leeds GP Confederation Extended Access Service; this includes leading
and managing a range of operational staff. They will be operationally
responsible for the delivery of the Leeds GP Confederation Extended Access
contract and are accountable to the Head of Primary Care Access.
Main duties of the job
The post
holder will provide operational leadership and management skills to enable Leeds
GP Confederation to meet its agreed aims and objectives within a financially
viable, efficient, safe and effective working environment. The post holder will assure the delivery of
services in portfolio within Leeds GP Confederation. They will report monthly on delivery in
accordance with agreed strategy; provide advice on risks and appropriate
mitigation action plans.
They will
maintain effective communication with Primary Care Network leadership teams and
work in collaboration with local GPs, Practice Managers and other professionals
to enable high quality, effective patient care. They will work closely with the Executive
Committee as well as the Quality Committee and Strategic Board as required.
The
individual will need to be a highly experienced and resilient manager, have
strong communication and relationship skills and be able to drive high levels
of productivity within the various service delivery teams. The individual will be a driven individual
who is looking to build a secure and rewarding future, along with genuine
development opportunities, in a forward-thinking NHS organisation.
About us
Leeds GP Confederation is a not for profit social enterprise, working to improve the health of the people of Leeds by strengthening and sustaining primary care.
The GP Confederation currently holds two contracts on behalf of GP practices in Leeds: The GP Extended Access Service contract, commissioned by NHS Leeds CCG and the NHS Health Checks contract which is commissioned by the Public Health Department of Leeds City Council.
All practices in Leeds are members of the GP Confederation, we work closely with all PCNs in Leeds and the Clinical Directors of those PCNs to support and sustain our primary care practices.
Job description
Job responsibilities
Service Delivery:
- To be responsible for the overall management and delivery of services within portfolio are delivered by Leeds GP Confederation;
- Ensure adequate leadership and guidance is provided to all team members;
- Ensure all portfolio services provided are patient-focused, of high quality and optimise human, financial and other resources effectively and efficiently;
- Delivery of all portfolio services against contractual requirement including KPI’s; attending contract review meetings;
- Provision of regular management reports for portfolio services delivered by Leeds GP Confederation;
- Management of all contractual reporting for portfolio services delivered by Leeds GP Confederation;
- Ensure all portfolio services are delivered in line with regulatory compliance; in particular CQC regulations;
- Ensure excellent communication and relationships with all stakeholders;
- Delivery of agreed reporting metrics to support the delivery of high quality, patient centred services;
- Adhere to agreed strategy to develop Leeds GP Confederation services;
- Ensure service development and delivery is in accordance with local and national guidelines;
- Routinely monitor and assess service performance against patient access and demand management targets;
- Ensure seamless working with the wider Leeds GP Confederation teams.
Quality, Clinical and Performance Monitoring
- In support of the Head of Primary Care Access, audit and implement systems for achieving agreed Clinical, Quality and Performance targets including compliance reporting, feedback, monitoring and management within their area in support of patient outcome targets;
- Ensure recommendations from audit, complaints, adverse incidents are implemented to ensure continuous improvement in the quality of service delivery and the safeguarding of high standards of patient care;
- Monitor service performance and take corrective action as required maintaining agreed standards and meeting specified targets;
- Prepare regular performance reports highlighting PCN issues affecting operational performance and presenting solutions.
Strategic management and planning
- Contribute to operational strategy; formulate objectives and research and develop ideas for future service development;
- Develop and maintain effective communication and relationships within Leeds GP Confederation, Primary Care Networks and external teams;
- Oversee and manage the implementation of operational developments;
- Assess and evaluate operational requirements and manage development and expansion plans.
Financial management
- Oversee portfolio service delivery budgets, seeking to maximise financial efficiency working with the Director of Finance;
- Through negotiation with the Confederation Executive Committee and PCN leadership teams, ensure appropriate and proportionate allocation of resources;
- Support the Finance Team with timely submission of operational service budget and year-end figures.
Leadership
- Develop high performing teams who are held to account in terms of delivery and clinical outcomes for their area of responsibility;
- Demonstrate commitment to continuously improving own skills, behaviours and experience to deliver improved patient outcomes and service delivery;
- Ensure all actions and behaviours display respect for individuals, ensuring support for Leeds GP Confederation’s commitment to equality and human rights in the provision of equality of opportunity in service delivery and employment practice;
- Proactively engage with staff and local communities to share information, develop relationships and networks, and promote feedback to support service delivery and improvement;
- Support the work of the operational team, providing support, guidance and development and ensuring that they are empowered to meet their own operational objectives.
Human resources
- Ensure the correct staff are recruited to maintain the appropriate skill mix of clinical teams;
- Manage staffing levels within target budgets;
- Support Leeds GP Confederation and staff with employee relations issues;
- Be compliant with statutory & mandatory training requirements and ensure all the team are compliant;
- Ensure appropriate onboarding requirements are completed for all staff members;
- Support staff health and wellbeing.
Information Management and Technology
- Work with IT contractors to evaluate and plan operational IT implementation and modernisation;
- Keep abreast of the latest development in primary care IT and regularly update the Executive Committee;
- Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training;
- Set targets and monitoring standards for data entry and data collection;
- Ensure that Leeds GP Confederation has effective IT data security, back-up, maintenance and disaster recovery plans in place;
- Liaise with Clinical Commissioning Group regarding systems procurement, IT funding and national IT development programmes.
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 outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential;
- Information relating to patients, carers, colleagues, other healthcare workers or the business of Leeds GP Confederation 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.
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members including the Primary Care Development Team;
- Communicate effectively and regularly with Primary Care Networks, Clinical Directors, Practice Managers and other external partners;
- Communicate effectively with commissioners;
- Communicate effectively with sub-contractors;
- Build and maintain positive relationships with team members with Leeds GP Confederation, Primary Care Networks, commissioners, sub-contractors and any other identified groups;
- Communicate effectively with patients and carers;
- Recognise people’s needs for alternative methods of communication and respond accordingly.
Contribution to the implementation of services:
- Apply Leeds GP Confederation policies, standards and guidance;
- Discuss with other members of the team how the policies, standards and guidelines will affect own work;
- Participate in audit where appropriate.
*An Enhanced DBS check will be required for this role
** Interviews will be held on 22nd April from 2pm.
Job description
Job responsibilities
Service Delivery:
- To be responsible for the overall management and delivery of services within portfolio are delivered by Leeds GP Confederation;
- Ensure adequate leadership and guidance is provided to all team members;
- Ensure all portfolio services provided are patient-focused, of high quality and optimise human, financial and other resources effectively and efficiently;
- Delivery of all portfolio services against contractual requirement including KPI’s; attending contract review meetings;
- Provision of regular management reports for portfolio services delivered by Leeds GP Confederation;
- Management of all contractual reporting for portfolio services delivered by Leeds GP Confederation;
- Ensure all portfolio services are delivered in line with regulatory compliance; in particular CQC regulations;
- Ensure excellent communication and relationships with all stakeholders;
- Delivery of agreed reporting metrics to support the delivery of high quality, patient centred services;
- Adhere to agreed strategy to develop Leeds GP Confederation services;
- Ensure service development and delivery is in accordance with local and national guidelines;
- Routinely monitor and assess service performance against patient access and demand management targets;
- Ensure seamless working with the wider Leeds GP Confederation teams.
Quality, Clinical and Performance Monitoring
- In support of the Head of Primary Care Access, audit and implement systems for achieving agreed Clinical, Quality and Performance targets including compliance reporting, feedback, monitoring and management within their area in support of patient outcome targets;
- Ensure recommendations from audit, complaints, adverse incidents are implemented to ensure continuous improvement in the quality of service delivery and the safeguarding of high standards of patient care;
- Monitor service performance and take corrective action as required maintaining agreed standards and meeting specified targets;
- Prepare regular performance reports highlighting PCN issues affecting operational performance and presenting solutions.
Strategic management and planning
- Contribute to operational strategy; formulate objectives and research and develop ideas for future service development;
- Develop and maintain effective communication and relationships within Leeds GP Confederation, Primary Care Networks and external teams;
- Oversee and manage the implementation of operational developments;
- Assess and evaluate operational requirements and manage development and expansion plans.
Financial management
- Oversee portfolio service delivery budgets, seeking to maximise financial efficiency working with the Director of Finance;
- Through negotiation with the Confederation Executive Committee and PCN leadership teams, ensure appropriate and proportionate allocation of resources;
- Support the Finance Team with timely submission of operational service budget and year-end figures.
Leadership
- Develop high performing teams who are held to account in terms of delivery and clinical outcomes for their area of responsibility;
- Demonstrate commitment to continuously improving own skills, behaviours and experience to deliver improved patient outcomes and service delivery;
- Ensure all actions and behaviours display respect for individuals, ensuring support for Leeds GP Confederation’s commitment to equality and human rights in the provision of equality of opportunity in service delivery and employment practice;
- Proactively engage with staff and local communities to share information, develop relationships and networks, and promote feedback to support service delivery and improvement;
- Support the work of the operational team, providing support, guidance and development and ensuring that they are empowered to meet their own operational objectives.
Human resources
- Ensure the correct staff are recruited to maintain the appropriate skill mix of clinical teams;
- Manage staffing levels within target budgets;
- Support Leeds GP Confederation and staff with employee relations issues;
- Be compliant with statutory & mandatory training requirements and ensure all the team are compliant;
- Ensure appropriate onboarding requirements are completed for all staff members;
- Support staff health and wellbeing.
Information Management and Technology
- Work with IT contractors to evaluate and plan operational IT implementation and modernisation;
- Keep abreast of the latest development in primary care IT and regularly update the Executive Committee;
- Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training;
- Set targets and monitoring standards for data entry and data collection;
- Ensure that Leeds GP Confederation has effective IT data security, back-up, maintenance and disaster recovery plans in place;
- Liaise with Clinical Commissioning Group regarding systems procurement, IT funding and national IT development programmes.
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 outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential;
- Information relating to patients, carers, colleagues, other healthcare workers or the business of Leeds GP Confederation 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.
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members including the Primary Care Development Team;
- Communicate effectively and regularly with Primary Care Networks, Clinical Directors, Practice Managers and other external partners;
- Communicate effectively with commissioners;
- Communicate effectively with sub-contractors;
- Build and maintain positive relationships with team members with Leeds GP Confederation, Primary Care Networks, commissioners, sub-contractors and any other identified groups;
- Communicate effectively with patients and carers;
- Recognise people’s needs for alternative methods of communication and respond accordingly.
Contribution to the implementation of services:
- Apply Leeds GP Confederation policies, standards and guidance;
- Discuss with other members of the team how the policies, standards and guidelines will affect own work;
- Participate in audit where appropriate.
*An Enhanced DBS check will be required for this role
** Interviews will be held on 22nd April from 2pm.
Person Specification
Skills & Knowledge
Essential
- Politically astute with the ability to communicate highly complex and contentious information, both written and verbally
- Proven knowledge of business planning processes and knowledge of performance management and development
- Strong leadership skills and the ability of motivate staff
- Ability to employ highly developed persuasive and negotiation skills to deliver business and operational services
- Proven time management skills
- Excellent facilitation and presentation skills
- Ability to write reports
Desirable
- Coaching skills
- Experience with Microsoft Office packages
- Experience of SystmOne /EMIS clinical systems
Personal Qualities
Essential
- Ability to work under pressure and unsupervised to make decisions within agreed boundaries
- Ability to meet deadlines
- Ability to work flexibly and deal with a large degree of ambiguity, supporting colleagues to deal with ambiguity and changing priorities
- To be able to work to broad health and social care principles, targets and key performance indicators and to work across organisations
- Ability to manage difficult and often competing demands and re-prioritise own activities and those you manage
- Consistently high attention to detail and quality of work and to be able to work as a member of a team
- Ability to establish and maintain good working relationships with people from a wide range of professional backgrounds
- Resilience
Qualifications
Essential
- Degree or Equivalent Experience
- Evidence of continuing professional development
Desirable
Experience
Essential
- HR experience
- Proven budgetary management experience
- Experience of developing new systems, procedures and business processes within an organisation
- Experience of change management tools and techniques to support change in a healthcare setting
- Staff Management/Staff Supervision
- Proven experience of working in a complex environment and managing relationships with multiple / key stakeholders
Desirable
- Previous NHS/Primary Care management experience at senior level
- Proven experience of developing and mobilising new services
Person Specification
Skills & Knowledge
Essential
- Politically astute with the ability to communicate highly complex and contentious information, both written and verbally
- Proven knowledge of business planning processes and knowledge of performance management and development
- Strong leadership skills and the ability of motivate staff
- Ability to employ highly developed persuasive and negotiation skills to deliver business and operational services
- Proven time management skills
- Excellent facilitation and presentation skills
- Ability to write reports
Desirable
- Coaching skills
- Experience with Microsoft Office packages
- Experience of SystmOne /EMIS clinical systems
Personal Qualities
Essential
- Ability to work under pressure and unsupervised to make decisions within agreed boundaries
- Ability to meet deadlines
- Ability to work flexibly and deal with a large degree of ambiguity, supporting colleagues to deal with ambiguity and changing priorities
- To be able to work to broad health and social care principles, targets and key performance indicators and to work across organisations
- Ability to manage difficult and often competing demands and re-prioritise own activities and those you manage
- Consistently high attention to detail and quality of work and to be able to work as a member of a team
- Ability to establish and maintain good working relationships with people from a wide range of professional backgrounds
- Resilience
Qualifications
Essential
- Degree or Equivalent Experience
- Evidence of continuing professional development
Desirable
Experience
Essential
- HR experience
- Proven budgetary management experience
- Experience of developing new systems, procedures and business processes within an organisation
- Experience of change management tools and techniques to support change in a healthcare setting
- Staff Management/Staff Supervision
- Proven experience of working in a complex environment and managing relationships with multiple / key stakeholders
Desirable
- Previous NHS/Primary Care management experience at senior level
- Proven experience of developing and mobilising new services
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.
