Job summary
Are you an ambitious and driven professional ready to take
the next step in your management career? We are looking for aOperations
Managerto join our team.
In this role, you will play a vital part in the smooth
running of our practice, supporting daily operations, optimising patient care,
and ensuring compliance with healthcare regulations. You will work closely with
the Practice Manager, gaining hands-on leadership experience and professional
development.
This is a fantastic opportunity to grow within a supportive
environment, develop key management skills, and take on increasing
responsibility as you progress. If you are passionate about healthcare
management and ready to make an impact, we would love to hear from you!
Main duties of the job
As Operations Manager, you will be responsible for
supporting the Practice Manager in the efficient day-to-day running of the
practice. Your role will involve overseeing administrative and operational
functions, ensuring compliance with healthcare regulations, and maintaining
high standards of patient care. You will play a key role in managing staff,
handling recruitment, training, and performance reviews to ensure a motivated
and effective team.
A significant part of the role will be problem-solving and
process improvement analysing current procedures and identifying ways to
enhance efficiency and patient experience. You will also be involved in
handling patient feedback/Complaints, ensuring concerns are addressed
professionally and effectively.
This role offers a dynamic and varied workload, providing
valuable leadership experience and hands-on involvement in all aspects of
practice management. It is a fantastic opportunity for someone who is highly
organised, proactive, and eager to take on increasing responsibility.
About us
West Gorton Medical Centre is a CQC Outstanding rated GP
surgery in Central Manchester, 10 minutes outside the city centre. We are
situated in a regeneration area and have a growing list size, with currently
over 7,500 patients. We are strongly invested in prioritising patient care and
work hard to build links with our local community,
Our clinical team consists of Practice Manager, three GP
Partners, four salaried GPs, two Nurses, a Nurse Associate & a Pharmacist.
We are a training practice, with three GP trainees currently working at the
surgery. We are innovative in striving to meet the needs of our patient
population and have implemented a Therapist to provide 1:1 yoga therapy
sessions for our patients.
Our administrative team provide front-of-house &
back-office support to the clinicians & registered patients.
Job description
Job responsibilities
Responsibilities for Human
Resources To directly line manage administration and clinical staff based at
the practice. e.g., responsibility for induction, appraisals and personal
development plans. To have direct involvement in the recruitment and retention
of administration & clinical staff including advertising and interviewing.
Ensuring all clinical staff are registered with the relevant professional
bodies.
Work closely with the Practice Manger to maintain up to date HR documentation
including employment contracts, job descriptions and ensuring compliance with
current employment legislation. To be involved in all disciplinary, grievance
and equality issues when necessary. To take responsibility for the organisation
of educational events for admin staff to promote the optimum use and
functioning of the Practice. Take responsibility for the planning, allocation,
and monitoring of work ensuring all duties are performed effectively and to the
required standard, meeting the objectives of the practice.
To identify and implement training requirements for administration staff based
on annual appraisals and ensuring staff are up to date with mandatory training.
To provide support advice and
training for current and new practice staff in the use of the clinical system
and ensuring that data quality guidelines are understood and adhered to.
To ensure staff are aware of the
importance of maintaining disease registers and assist in the validation
process.
To oversee the administration of the clinical system, ensuring staff complete
housekeeping and back ups as outlined in the practice policy. To oversee the
security and validation processes for the clinical system.
To provide advice and guidance to the practice in the change
to becoming paper light. To maintain an equipment log ensuring that ICB and
practice owned equipment is readily identifiable.
To liaise with NHS GM Digital and IT Services to resolve major hardware and
software issues.
Deputise for the Practice manager in the Practice managers
absence.
Support the Practice manager in preparing for and being present to facilitate
any external (CQC), national or local quality processes. Sending feedback
questionnaires to patients via accuRx. Updating Policies, create, write and
complie meeting minutes as required, i.e Practice/clinical/Partnership meetings
Communication: The post-holder should recognise the importance of effective
communication within the team and will strive to: Communicate effectively with
other team members and be responsible for establishing and servicing regular
practice meetings/huddles. Communicate effectively with patients and carers.
Recognise peoples needs for alternative methods of communication and respond
accordingly. To work with the clinical team and Practice users to ensure
operational policies are adhered to.
To organise an effective appointment system ensuring that
adequate clinical cover is provided in the event of annual leave or sickness.
Adding trainee clinics. Proactively monitor activity on the practice
appointment system to maximise appointment usage each day.
Support alterations to practice appointment system during periods of clinical
absence and plan/schedule both clinical and admin rotas.
Job description
Job responsibilities
Responsibilities for Human
Resources To directly line manage administration and clinical staff based at
the practice. e.g., responsibility for induction, appraisals and personal
development plans. To have direct involvement in the recruitment and retention
of administration & clinical staff including advertising and interviewing.
Ensuring all clinical staff are registered with the relevant professional
bodies.
Work closely with the Practice Manger to maintain up to date HR documentation
including employment contracts, job descriptions and ensuring compliance with
current employment legislation. To be involved in all disciplinary, grievance
and equality issues when necessary. To take responsibility for the organisation
of educational events for admin staff to promote the optimum use and
functioning of the Practice. Take responsibility for the planning, allocation,
and monitoring of work ensuring all duties are performed effectively and to the
required standard, meeting the objectives of the practice.
To identify and implement training requirements for administration staff based
on annual appraisals and ensuring staff are up to date with mandatory training.
To provide support advice and
training for current and new practice staff in the use of the clinical system
and ensuring that data quality guidelines are understood and adhered to.
To ensure staff are aware of the
importance of maintaining disease registers and assist in the validation
process.
To oversee the administration of the clinical system, ensuring staff complete
housekeeping and back ups as outlined in the practice policy. To oversee the
security and validation processes for the clinical system.
To provide advice and guidance to the practice in the change
to becoming paper light. To maintain an equipment log ensuring that ICB and
practice owned equipment is readily identifiable.
To liaise with NHS GM Digital and IT Services to resolve major hardware and
software issues.
Deputise for the Practice manager in the Practice managers
absence.
Support the Practice manager in preparing for and being present to facilitate
any external (CQC), national or local quality processes. Sending feedback
questionnaires to patients via accuRx. Updating Policies, create, write and
complie meeting minutes as required, i.e Practice/clinical/Partnership meetings
Communication: The post-holder should recognise the importance of effective
communication within the team and will strive to: Communicate effectively with
other team members and be responsible for establishing and servicing regular
practice meetings/huddles. Communicate effectively with patients and carers.
Recognise peoples needs for alternative methods of communication and respond
accordingly. To work with the clinical team and Practice users to ensure
operational policies are adhered to.
To organise an effective appointment system ensuring that
adequate clinical cover is provided in the event of annual leave or sickness.
Adding trainee clinics. Proactively monitor activity on the practice
appointment system to maximise appointment usage each day.
Support alterations to practice appointment system during periods of clinical
absence and plan/schedule both clinical and admin rotas.
Person Specification
Experience
Essential
- Experience of working with the general public
- Experience of leading multidisciplinary teams
Desirable
- NHS / Primary Care General Practice experience
- Relevant health and safety experience
Qualifications
Essential
- Good standard of education with excellent literacy and numeracy skills
Desirable
- Leadership and / or Management Qualification
- Evidence of recent self-direct learning or development
Skills
Essential
- Excellent communication skills (verbal and written) both upwards and downwards
- Previous management experience
- IT literate including Word and Excel
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management (planning & organising)
- Ability to network and build relationships
- Proven problem solving and analytical skills
- Ability to motivate and train staff
Desirable
Person Specification
Experience
Essential
- Experience of working with the general public
- Experience of leading multidisciplinary teams
Desirable
- NHS / Primary Care General Practice experience
- Relevant health and safety experience
Qualifications
Essential
- Good standard of education with excellent literacy and numeracy skills
Desirable
- Leadership and / or Management Qualification
- Evidence of recent self-direct learning or development
Skills
Essential
- Excellent communication skills (verbal and written) both upwards and downwards
- Previous management experience
- IT literate including Word and Excel
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management (planning & organising)
- Ability to network and build relationships
- Proven problem solving and analytical skills
- Ability to motivate and train staff
Desirable
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.
