GP Practice in Wales

Operations Manager - Ty Elli Group Practice

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Job summary

PLEASE NOTE THIS ROLE IS OPERATIONS MANAGER, NOT DEPUTY PRACTICE MANAGER

We have created a new role of Operations Manager at Ty Elli. The successful candidate will work closely with the Business Manager, to provide a timely and responsive service for the implementation and maintenance of all business, administrative, clinical and patient services.

There is no clinical responsibility within this role.

For full details see the job description and person specification.

Main duties of the job

To work closely with the Business Manager, to provide a timely and responsive service for the implementation and maintenance of all business, administrative, clinical and patient services.

To be responsible for the production of performance and quality standards within the practice. To manage data quality issues, providing advice and guidance to all practice staff in the use of the clinical system. To oversee the claims process for work undertaken as part of enhanced national or local services.

To act as practice administrator for the clinical system and as practice co-ordinator for IT hardware issues, working closely with the Shared Services as responsibility for computer hardware is transferred.

About us

About Ty Elli Group Practice

Ty Elli is a multi-disciplined Group Practice that occupies two premises, one in Llanelli Town Centre and the other on the Machynys coast. Both practices are approximately 5 miles from Swansea with just a 10-minute drive off the M4 motorway. We operate and continue to invest in a multi-disciplined environment. In addition, we have a strong committed Reception/Admin team led by a Practice Business Manager, Office Manager, and Office Supervisor.

Date posted

19 July 2023

Pay scheme

Other

Salary

Depending on experience Annual Salary: £28,834.00 per annum - 37.5 hours a week

Contract

Permanent

Working pattern

Full-time

Reference number

M0044-23-0134

Job locations

Ty-elli Group Practice

Vauxhall

Llanelli

Dyfed

SA15 3BD

Job description

Job responsibilities

Job Description

To ensure the effective and efficient management of the Practice operations.

To provide the main day-to-day management of Operational staff within the Practice.

To provide direct supervision over the Operational management team.

To develop and maintain individual and team performance.

To ensure the profitability and efficiency of the Practice, in line with NHS, Partnership and legislative guidelines.

Deputise for Business Manager

To manage operational team

To manage the business concerns policy

To maintain a culture of care, compassion and respect for patients, carers and staff.

Manage and oversee the current office management team to ensure they perform their roles fully and efficiently.

Contribute to the overall operational, strategical, and clinical development of Ty Elli Group Practice

Leadership and Management of the Operations team and function as a whole. Ensure line management duties are carried out with direct reports ensuring appropriate staffing structures are in place to support the needs of the practice.

Leadership and Management of the Operations team management and supervisors ensuring they are performance managed, and they performance manage their teams

Deputise for Practice Business Manager when appropriate

Continual review and improve the practice systems to ensure optimal delivery of patient services

Overall responsibility for the Administration and Reception team functions, all staff, including coaching of first reports, helping them recruit, train and develop their departmental function in line with organisational strategy

Develop and maintain effective communication between functional teams within the Practice to ensure a high standard of information flow within the Practice.

Work with work streams to ensure new Ops/Access projects are implemented effectively and efficiently

Ensure that all training, development and induction of all Operational Staff members are undertaken in line with practice policies and procedures.

Ensure personnel records are maintained for all staff, including DBS checks, return to work interviews, absence management, and training records. To be performed with the support of the current Office management team.

Continual review of practice systems & procedures to ensure optimal delivery of patient services at all times.

Work with Clinical teams to support and incorporate QAIF/Enhanced Services requirements in Reception and Admin procedures

Continual review of practice clinical system EMIS, to ensure optimal delivery of patient services, to act as EMIS champion, maintain adequate working knowledge to maintain this specialism

Overview of IT and Telecoms software for Admin and Reception to ensure optimal delivery of services for both patients and staff

Development, implementation and review of practice policies and procedures ensuring they remain up to date and comply with appropriate regulations governing the practice operations

Ensure patient information is communicated effectively and appropriately

Review, implement and monitor Practice Complaints Procedure, whilst advising Partners/Business manager of complaints and develop systems to prevent recurrence of issues.

Ensure those complaints that need further investigation by the Partners/Business manager are passed on and monitored to ensure a timely investigation and response.

Maintain health, safety and security as defined in the practice Health and Safety Policy, ensuring all Operational Staff adhere to policies and practice

Attendance and management of Practice meetings relating to the role. Preparation of agendas, minutes and scheduling/implementation of planned actions

Represent the practice at external meetings and stakeholders with delegated authority as approved by partners and line manager when appropriate.

Jointly review the practice business continuity plan with the Business Manager

Jointly be responsible for the practice website alongside the Business Manager

Jointly be responsible for the Information and Clinical Governance toolkits alongside the Business Manager and Clinical team.