Job summary
Job Title: Operations Manager
Reports To: Managing Partner
Hours: 25-37.5
Salary: £18-£20 Per hour depending on experience
Experience: Management: 2 years (Required) GP Practice Operations management: 1 year (Preferred)
An exciting opportunity for a motivated, enthusiastic and experienced Operations Manager has arisen to join our ever growing team
This is a full time position that will encompass management of clinical and non-clinical staff and the overseeing of the delivery of healthcare to patients at Victoria Cross Surgery.
We are looking for an individual that will ideally have primary care management experience with excellent communication and organisational skills.
The ability to use ones initiative and independently make decisions is pivotal to the role, as is the ability to engage effectively with external agencies.
The position attracts a competitive salary and access to the NHS pension scheme. Salary is depending on experience.
Main duties of the job
Job responsibilities
Practice Objectives: To provide accessible, prompt and professional health care for patients attending Eldene Surgery.
Job Holders Objectives: To support the management of the every-day running of the practice, ensuring the practice objectives are met.
To manage all staff within their job descriptions and to ensure that performance meets satisfactory standards.
Key Responsibilities
- To hold responsibility for maintaining the operational effectiveness of Victoria Cross Surgery.
- To be responsible for the day to day management of staff
- To act as IT manager in the administration of the Clinical System and other software
- To provide first point of contact for all premises issues, costing works and reporting to the Managing Partner
- To support the Clinical Team at all times
About us
The culture is encouraging, supportive, forward thinking and there is a commitment to continually improving the quality of healthcare focusing on its patients.
The Practice offers the following:
- High QOF Achievement, CQC rating - good
- SystmOne clinical system
- NHS Pension
- Supportive induction period
Job description
Job responsibilities
Practice Support
- Open incoming post and deal with those matters which are within the post holders remit, the remaining items given directly to the Managing Partner on her return or the partners if urgent
- Support the Managing Partner and Senior Operations Manager
- in any other duties that are within the scope of the grade
- Be prepared to attend training courses where these are thought necessary to enhance the post holders skills and performance
- To acknowledge complaints within two working days of their receipt as per practice policy, lead complaints investigations, and provide written responses.
- Deal with Access to Records requests as per practice policy.
Finance
- Maintain the Petty Cash account, ensuring that the account balances at the end of each month, and that accurate electronic records are maintained
Human Resources, Records and Training
- To keep up to date with all employment law and new legislation.
- Ensure compliance with the GDPR and FOI along with other relevant legislation and professional information management standards such as GMC/BMA and LMC guidance
- To aid with the recruitment, induction and training of new staff.
- Undertake staff reviews and appraisals as required
- Keep accurate records of all staff annual and sickness leave for payroll purposes
- Organise staff rotas to ensure adequate staffing levels and notify staff of any changes
- Monitor and record all staff overtime, sickness and complete return to work interviews
IT Support and Data Quality
- Support the practice in any IT matters in the administration of the Clinical System and other software
- Be responsible for the administration of the Smart Card system and its maintenance
- To provide support, advice and training for current and new practice staff in the use of the Clinical System
- To liaise with IT support department to resolve other hardware and software issues
Pemises and Equipment
- To be responsible for the general upkeep of the premises, costing reparations and presenting these to the Managing Partner as requested
- To annually review maintenance contracts held with outside organisations two months before renewal dates, to include quotes from other providers and preparing comparison information for the Managing Partner in time to make changes if appropriate
- To undertake premises Risk Assessments as laid down in Standard Operating Procedures and to bring to the attention of the Managing Partner any matters arising from them and to implement any changes required.
- Organise annual inspections and calibration checks of equipment, ensuring documentation is up to date and reporting faults to the Managing Partner, along with quotations for remedial actions
Health and Safety
- Be responsible for the ensuring the Health & Safety manual is up to date and compliant with current legislation and implementing any changes within one month of notification
- Undertake and co-ordinate regular risk assessments and document these on a quarterly basis.
- Ensure staff are trained in their responsibilities in Health & Safety
- Changes in the Health & Safety legislation and the implications for the Practice are brought to the attention of the Managing Partner
- Act as practice Fire Officer, organising monthly fire drills and documenting these accordingly
Communication
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize peoples needs for alternative methods of communication and respond accordingly
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 the practice 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
General:
The above duties are neither exclusive nor exhaustive and the post holder may be required to take on other duties as appropriate to the role
The Senior Partner/Practice and Business Manager reserve the right to amend this job description in consultation with the post holder.
Job description
Job responsibilities
Practice Support
- Open incoming post and deal with those matters which are within the post holders remit, the remaining items given directly to the Managing Partner on her return or the partners if urgent
- Support the Managing Partner and Senior Operations Manager
- in any other duties that are within the scope of the grade
- Be prepared to attend training courses where these are thought necessary to enhance the post holders skills and performance
- To acknowledge complaints within two working days of their receipt as per practice policy, lead complaints investigations, and provide written responses.
- Deal with Access to Records requests as per practice policy.
Finance
- Maintain the Petty Cash account, ensuring that the account balances at the end of each month, and that accurate electronic records are maintained
Human Resources, Records and Training
- To keep up to date with all employment law and new legislation.
- Ensure compliance with the GDPR and FOI along with other relevant legislation and professional information management standards such as GMC/BMA and LMC guidance
- To aid with the recruitment, induction and training of new staff.
- Undertake staff reviews and appraisals as required
- Keep accurate records of all staff annual and sickness leave for payroll purposes
- Organise staff rotas to ensure adequate staffing levels and notify staff of any changes
- Monitor and record all staff overtime, sickness and complete return to work interviews
IT Support and Data Quality
- Support the practice in any IT matters in the administration of the Clinical System and other software
- Be responsible for the administration of the Smart Card system and its maintenance
- To provide support, advice and training for current and new practice staff in the use of the Clinical System
- To liaise with IT support department to resolve other hardware and software issues
Pemises and Equipment
- To be responsible for the general upkeep of the premises, costing reparations and presenting these to the Managing Partner as requested
- To annually review maintenance contracts held with outside organisations two months before renewal dates, to include quotes from other providers and preparing comparison information for the Managing Partner in time to make changes if appropriate
- To undertake premises Risk Assessments as laid down in Standard Operating Procedures and to bring to the attention of the Managing Partner any matters arising from them and to implement any changes required.
- Organise annual inspections and calibration checks of equipment, ensuring documentation is up to date and reporting faults to the Managing Partner, along with quotations for remedial actions
Health and Safety
- Be responsible for the ensuring the Health & Safety manual is up to date and compliant with current legislation and implementing any changes within one month of notification
- Undertake and co-ordinate regular risk assessments and document these on a quarterly basis.
- Ensure staff are trained in their responsibilities in Health & Safety
- Changes in the Health & Safety legislation and the implications for the Practice are brought to the attention of the Managing Partner
- Act as practice Fire Officer, organising monthly fire drills and documenting these accordingly
Communication
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize peoples needs for alternative methods of communication and respond accordingly
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 the practice 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
General:
The above duties are neither exclusive nor exhaustive and the post holder may be required to take on other duties as appropriate to the role
The Senior Partner/Practice and Business Manager reserve the right to amend this job description in consultation with the post holder.
Person Specification
Experience
Essential
- Management experience (2 years)
Desirable
- GP Practice Operations Management (1 year)
Person Specification
Experience
Essential
- Management experience (2 years)
Desirable
- GP Practice Operations Management (1 year)
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.