Job responsibilities
The following
are the core responsibilities of the operations manager. There may be on occasion, a requirement to
carry out other tasks; this will be dependent upon factors such as workload
and staffing levels.
The operations
manager is responsible for:
HR
a.
Overseeing the
day-to-day operations of the practice, ensuring staff achieve their primary
responsibilities,with support from the BusinessManager.To
act as HR lead and to maintain appraisal program
b.
Providing
leadership and guidance for all practice staff with direct line management
for the following staff:Patient ServiceManager, Senior
Administrator, Senior Receptionist and the administrative elements of the
clinical team.
c.
Ensuring
staffadhere to policy
and procedure at all times, reviewand
update practice policies and procedures send updates to the team
d.
Developing,
implementing and embedding an effective practice training programme for all
staff (clinical and administrative) liaising with external agencies when
necessarybooking training sessions for PLT learning,maintaining
atraining record
e.
Manage compliance
registers, supporting thebusinessmanager, ensuring DBS checks are
conducted
f.
Manage and monitor
annual leave via Team Net
g. Recruitment of reception
and administration staff, provide staff induction and training.
Manage new staff
inductions and assure completion of new starter packs with department leads
IT
h.
Managing the clinical
system, ensuring IT security at all timesincluding
responsibility of registering new users on all platforms needed such as Emis,
Docman, Accu RX and ICE in accordance with new starter form.
i.
Responding and
resolving all local IT issues where appropriate
j.
Guiding staff and
developing searches and audits on the clinical system
k.
Reviewing and
updating clinical templates and rotas and ensuring they relate to current
practicemodel, arrange adequate cover if needed. Ensure adequate room
rota for all staff and outside bookings to generate income
l.
Monitoring and
disseminating information on safety alerts and other pertinent information
m.
Support the
management team in the compilation of practice reports
BAU/Operations
n.
Maintaining the
significant event database, providing advice to staff and briefing the team
at meetings as required. Training, audits and reviews of
SEA
o.
Developing,
implementing and embedding the practice audit programme (in conjunction with
the lead nurse)
p.
Coordinate all
staff absences, maintaining an effective absence register perform the
necessary reviews in accordance with practice sickness absence policy when
required
q.
Manage asset
registersand equipment log
r.
Act as complaints
manager, responsible for all complaints but will respond, investigating and
concluding all formal written, maintain an accurate record electronically of
all complaints and NHS choices where needed
s.
Ensure the all
practice leavers have actioned inboxes andwork loaddelegated
to them and communicate to leaver to ensure all work is completed in
accordance with leavers form including clinical work,docman,
tasks, deactivation of smart card etc. Prepare leavers
interview
t.
Responsible for
practice governance board ensure relevance and updated on regular basis
u.
Maintain and check
Team Net on a regular basis to ensure premise checks are being completed in a
timely manner
v.
Ensure that
escalation letters from OOH relating to frequent use of services by patients
is investigated and responded to in a timely manner, ensure documented for
future references
w.
Dealing with all
clinical, sanitary and domestic waste issues and report any concerns to
business manager
x.
Oversee the process
and work for all insurance reports
y.
Identifying trends
and devising solutions to reduce risk and repeated occurrences of
significantevents
z.
Liaisingwith
theAssura and handyman, dealing with defects, maintenance and all other
associated tasks
aa.
RA sponsor for
practice submit application for smart card, manage and check accuracy of
current list of practice users
bb.
Managing,
organising and conducting PPG meetings
cc.
Management of COSH
dd.
Risk manager, legionella
ee.
PAT testing
ff.
Health and safety lead
gg.
Fire marshal act as fire lead
Secondary Responsibilities
In addition
to the primary responsibilities, the deputy practice manager may be requested
to:
a.
Manage the practice
website where needed
b. Deputise for the business manager in their
absence
c. Act as the primary point of contact for NHS(E),
CCG, community services, suppliers and other external stakeholders in the
absence of the business manager
d.
Act as the
communication link between the management team and staff
e. Maintain a working knowledge of CCG initiatives
in conjunction with BM
