Job summary
Are you:
- organised?
- able
to communicate effectively across all levels of the organisation?
- innovative
and always looking for ways to improve processes?
We are looking for an Operations Manager with a keen interest
in strategic and operational HR, excellent communication skills and a
proven track record of excellent problem-solving skills. You will work closely
alongside and receive guidance from the Business Manager, and work alongside
the PA to the Management Team, and the IT, Data Quality Assistant and Patient
Care Team Manager.
The role will largely contain operational and HR workstreams.
We are looking for someone proactive, enthusiastic and compassionate, who will
be able to lead, engage, and motivate through HR and operations management.
The Practice is happy to support condensed hours - many full-time
employees work over four days and this can be considered for this role. We are
looking for an Operations Manager to work full time 37 hours a week onsite,
primarily from Beeston Hill. The Operations Manager is also expected to be
flexible to meet business needs and to be able to work additional hours if
needed whichmay at times be outside core hours.
If you have
a keen interest in HR and a track record of problem-solving then we would love
to hear from you.
Interviews to take place on Thursday 15th February 2024.
Main duties of the job
Some main duties of the role include:
Proactive management of all aspects of HR including
recruitment, change management, disciplinary procedures, grievance, DBS checks,
induction and appraisal.
Line management of the Reception Manager and Medical
Secretaries.
Assist as required with the management of all aspects of
finance for the practice.
Help strategically manage and develop the practice through proactively
seeking funding opportunities, preparing business cases, and working
collaboratively with other local practices and services.
Oversee the day to day running of the practice and
administrative teams with the support of the wider management team, including
the PA and the Data Quality Assistant.
Handling and responding to complaints, working alongside lead
complaints GP to ensure they are fully investigated and responded to in line
with the complaints protocol. Escalate as appropriate. Monitor and report on
any trends or concerns.
Ensure practice is compliant with all regulatory
requirements, e.g. CQC, IG, Workforce etc.
Operational management of the use and maintenance of the
clinical system to ensure data entry complies with nationally and locally
agreed protocols.
Being the Health and Safety Lead in the practice.
About us
We are looking to find a new Operations Manager to join our friendly,
dynamic and supportive team of 10 GP Partners and 40+ members of staff,
including a well-established Nursing Team with a Nurse Manager, a well
organised Patient Care Team and a small experienced / efficient Secretarial
Team. A comprehensive and structured handover
will be agreed in line with the needs of the successful candidate. As the new Operations
Manager, you will be joining an incredible team and will work closely alongside
and report into the Business Manager, across all aspects of the business.
Leeds City Medical Practice is a large practice currently
serving 19,000 patients. The practice operates from two local sites in South
Leeds, with the main site being Beeston Hill Health Centre. The management team
are mainly based in Beeston Hill with some occasional working from the Parkside
site depending on business need.
There is a focus on motivation and team building with treat
days, dress down days and planned events. We are passionate about staff
development and wellbeing, and we hope to recruit someone who shares our vision
and values.
Job description
Job responsibilities
The Operations Manager will work closely with and deputise for the Business Manager. They will take responsibility for all aspects of management and play an integral part in HR and the operational development of the Practice, allowing the Business Manager to focus on strategic management. In addition to closely collaborating with the Business Manager on strategic HR, they will oversee all operational HR in the practice. The Operations Manager will work on the creation, update and efficient implementation of policies and procedures and ensure the practice is up to date with current regulatory bodies and NHS requirements. The Operations Manager will line manage the Reception Manager and the Medical Secretaries. They will also be the lead for Health & Safety including Fire Safety.
Reporting Line
The Job Holder reports directly to the Business Manager. The job holder will cover for the Business Manager and attend meetings in place of when required.
MAIN DUTIES AND RESPONSIBILITIES:
Human Resources (HR)
- Proactive management of all aspects of HR including recruitment, change management, disciplinary procedures, grievance, DBS checks, induction and appraisal.
- Play an active role in disciplinary and grievance procedures instigating and leading interviews / reviews.
- Ensure Education and Training for ALL staff clinical and non-clinical is delivered consistently to ensure practice and self-development in line with practice needs.
- Ensure Employment Law is followed in all policies and procedures.
- Carry out recruitment and induction adverts, interviews, issuing staff contracts and up to date job descriptions / personal specifications. Delegating where appropriate to Team Managers.
- Check that staff maintain their required registrations to comply with their role e.g. performers list for GPs, NMC for nurses etc.
- Carry out appraisals for staff who directly report to the Operations Manager annually and performance manage on an ongoing basis. Ensure that appraisals are also undertaken annually within team(s) and performance management is in place.
- Assist with the management of staff budgets salaries, pensions, tax and benefits.
- Monitor staff absences, proactively manage accordingly and report as required to the Business Manager.
- Regularly review staff morale and plan periodic team events to ensure opportunity for team building and working across teams.
- Generate and maintain succession planning for any staff member anticipated to retire and ensure adequate resources in each area to provide cover at all times.
- Any other duties as required by the needs of the business.
Strategic Management
- Help develop the practice as a business and proactively seek opportunities to develop services locally through Federations / PCNs / ICBs and other bodies.
- To proactively seek out innovative and efficient ways of working to ensure the future success of the practice.
- Ensure the practice works collaboratively with other local practices to redesign and deliver services for the benefit of patients and the practices involved.
- Evaluate performance against objectives / budgets. Report and address shortfalls.
- Prepare robust business cases for planned new developments ensuring any tender documentation complies with required criteria.
- Help seek out funding opportunities to optimise income.
- Seek out marketing opportunities to promote practice to local community and other medical services.
- Any other duties as required by the needs of the business.
Finance
- Assist and deputise as required with the management of certain financial procedures.
- Maximise income by cost control, reviewing processes and procedures and seeking new initiatives.
- Work closely with the Business Manager on financial forecasting and planning to ensure cash flow and report regularly to partners.
- Share in the responsibility for financial security and ensure access to transactions are limited to accountable staff only with the Business Manager.
- Any other duties as required by the needs of the business.
Premises
- Have a good understanding of the requirements of lease and ensure they are adhered to. Liaise with landlord / facilities management company as required to ensure they are kept up to date.
- Take day to day responsibility for all aspects of Facilities Management of the practice including reporting any necessary repairs or issues to the facilities management company. Report regularly to Business Manager.
- Manage H&S and Fire Risks of the premises and grounds. Carry out quarterly H&S inspections of the premises and address any issues promptly with the support of the Business Manager. Keep all staff up to date with their responsibilities, ensuring adequate training is undertaken.
- Constantly review security of the practice and ensure policies are followed at all times. Feedback to Business Manager.
- Any other duties as required by the needs of the business.
IT & IG
- Day to day management of all IT systems and software used in the practice. Monitor to ensure usage is in line with practice policies and compliant with legal requirements and national guidelines.
- Manage access to systems to ensure it is only accessed by authorised users and access is at an appropriate level.
- Assist IT and Data Quality Assistant in management of practice website and all other appropriate social media including NHS choices.
- Manage shared folders and ensure back up and contingency plans in place.
- Operational management of the use and maintenance of the clinical system to ensure data entry complies with nationally and locally agreed protocols.
- Any other duties as required by the needs of the business.
Day to Day
- Oversee the day to day running of the practice with the support of the wider management team, including the PA.
- Take responsibility for making sure periodic returns are undertaken. Ensure practice is compliant with all regulatory requirements e.g. CQC, IG, Workforce etc.
- Ensure regular meetings are held to provide clear open communication within the practice involving all staff as well as with relevant third parties e.g. District Nurses, Health Visitors, Palliative Care team etc.
- Manage policies and protocols to ensure all staff clinical and non-clinical have access to up to date guidance to facilitate their role. Carry out audits from time to time to measure performance and feedback to the practice as appropriate.
- Set and review standards expected and ensure they are implemented across the practice ensure quality at all times.
- Carry out projects identified. Report on and manage their progress to conclusion as directed by the Business Manager.
- Help ensure provisions are sourced economically with the help of the PA and are suitable for the efficient running of the practice medical supplies, vaccines, stationery and domestic supplies.
- First line management of all complaints ensuring they are fully investigated and responded to in line with the complaints protocol. Escalate as appropriate. Monitor and report on any trends or concerns.
- Facilitate, encourage and support the Patient Participation Group.
- Oversee the presentation of the practice ensure premises and grounds are welcoming and presentable and display materials are neat, clean and in date.
- Ensure alerts and notifications received by the practice are shared with appropriate staff (clinical / non-clinical) as required.
- Maintains the practice contingency plan and ensures that all staff are kept up to date with contact details to use in an emergency.
- Seek feedback from patients through surveys and group meetings to support the development of the practice in line with patient needs as directed by the Business Manager. Any other duties as required by the needs of the business.
Job description
Job responsibilities
The Operations Manager will work closely with and deputise for the Business Manager. They will take responsibility for all aspects of management and play an integral part in HR and the operational development of the Practice, allowing the Business Manager to focus on strategic management. In addition to closely collaborating with the Business Manager on strategic HR, they will oversee all operational HR in the practice. The Operations Manager will work on the creation, update and efficient implementation of policies and procedures and ensure the practice is up to date with current regulatory bodies and NHS requirements. The Operations Manager will line manage the Reception Manager and the Medical Secretaries. They will also be the lead for Health & Safety including Fire Safety.
Reporting Line
The Job Holder reports directly to the Business Manager. The job holder will cover for the Business Manager and attend meetings in place of when required.
MAIN DUTIES AND RESPONSIBILITIES:
Human Resources (HR)
- Proactive management of all aspects of HR including recruitment, change management, disciplinary procedures, grievance, DBS checks, induction and appraisal.
- Play an active role in disciplinary and grievance procedures instigating and leading interviews / reviews.
- Ensure Education and Training for ALL staff clinical and non-clinical is delivered consistently to ensure practice and self-development in line with practice needs.
- Ensure Employment Law is followed in all policies and procedures.
- Carry out recruitment and induction adverts, interviews, issuing staff contracts and up to date job descriptions / personal specifications. Delegating where appropriate to Team Managers.
- Check that staff maintain their required registrations to comply with their role e.g. performers list for GPs, NMC for nurses etc.
- Carry out appraisals for staff who directly report to the Operations Manager annually and performance manage on an ongoing basis. Ensure that appraisals are also undertaken annually within team(s) and performance management is in place.
- Assist with the management of staff budgets salaries, pensions, tax and benefits.
- Monitor staff absences, proactively manage accordingly and report as required to the Business Manager.
- Regularly review staff morale and plan periodic team events to ensure opportunity for team building and working across teams.
- Generate and maintain succession planning for any staff member anticipated to retire and ensure adequate resources in each area to provide cover at all times.
- Any other duties as required by the needs of the business.
Strategic Management
- Help develop the practice as a business and proactively seek opportunities to develop services locally through Federations / PCNs / ICBs and other bodies.
- To proactively seek out innovative and efficient ways of working to ensure the future success of the practice.
- Ensure the practice works collaboratively with other local practices to redesign and deliver services for the benefit of patients and the practices involved.
- Evaluate performance against objectives / budgets. Report and address shortfalls.
- Prepare robust business cases for planned new developments ensuring any tender documentation complies with required criteria.
- Help seek out funding opportunities to optimise income.
- Seek out marketing opportunities to promote practice to local community and other medical services.
- Any other duties as required by the needs of the business.
Finance
- Assist and deputise as required with the management of certain financial procedures.
- Maximise income by cost control, reviewing processes and procedures and seeking new initiatives.
- Work closely with the Business Manager on financial forecasting and planning to ensure cash flow and report regularly to partners.
- Share in the responsibility for financial security and ensure access to transactions are limited to accountable staff only with the Business Manager.
- Any other duties as required by the needs of the business.
Premises
- Have a good understanding of the requirements of lease and ensure they are adhered to. Liaise with landlord / facilities management company as required to ensure they are kept up to date.
- Take day to day responsibility for all aspects of Facilities Management of the practice including reporting any necessary repairs or issues to the facilities management company. Report regularly to Business Manager.
- Manage H&S and Fire Risks of the premises and grounds. Carry out quarterly H&S inspections of the premises and address any issues promptly with the support of the Business Manager. Keep all staff up to date with their responsibilities, ensuring adequate training is undertaken.
- Constantly review security of the practice and ensure policies are followed at all times. Feedback to Business Manager.
- Any other duties as required by the needs of the business.
IT & IG
- Day to day management of all IT systems and software used in the practice. Monitor to ensure usage is in line with practice policies and compliant with legal requirements and national guidelines.
- Manage access to systems to ensure it is only accessed by authorised users and access is at an appropriate level.
- Assist IT and Data Quality Assistant in management of practice website and all other appropriate social media including NHS choices.
- Manage shared folders and ensure back up and contingency plans in place.
- Operational management of the use and maintenance of the clinical system to ensure data entry complies with nationally and locally agreed protocols.
- Any other duties as required by the needs of the business.
Day to Day
- Oversee the day to day running of the practice with the support of the wider management team, including the PA.
- Take responsibility for making sure periodic returns are undertaken. Ensure practice is compliant with all regulatory requirements e.g. CQC, IG, Workforce etc.
- Ensure regular meetings are held to provide clear open communication within the practice involving all staff as well as with relevant third parties e.g. District Nurses, Health Visitors, Palliative Care team etc.
- Manage policies and protocols to ensure all staff clinical and non-clinical have access to up to date guidance to facilitate their role. Carry out audits from time to time to measure performance and feedback to the practice as appropriate.
- Set and review standards expected and ensure they are implemented across the practice ensure quality at all times.
- Carry out projects identified. Report on and manage their progress to conclusion as directed by the Business Manager.
- Help ensure provisions are sourced economically with the help of the PA and are suitable for the efficient running of the practice medical supplies, vaccines, stationery and domestic supplies.
- First line management of all complaints ensuring they are fully investigated and responded to in line with the complaints protocol. Escalate as appropriate. Monitor and report on any trends or concerns.
- Facilitate, encourage and support the Patient Participation Group.
- Oversee the presentation of the practice ensure premises and grounds are welcoming and presentable and display materials are neat, clean and in date.
- Ensure alerts and notifications received by the practice are shared with appropriate staff (clinical / non-clinical) as required.
- Maintains the practice contingency plan and ensures that all staff are kept up to date with contact details to use in an emergency.
- Seek feedback from patients through surveys and group meetings to support the development of the practice in line with patient needs as directed by the Business Manager. Any other duties as required by the needs of the business.
Person Specification
Qualifications
Essential
- Evidence of continued professional development.
Desirable
- Educated to degree or equivalent in relevant subject.
- CIPD qualification or similar.
Experience
Essential
- Experience in an NHS Senior Supervisory role / Team Manager Role with Human Resource responsibilities.
- Excellent practical IT skills including use of Microsoft Office software and a wide range of applications.
- Self-motivated with ability to motivate and inspire others.
- Strategic and operational experience
- Numerate ability to manage budgets and accounts.
- Good interpersonal and communication skills at all levels.
- Proven ability to meet tight deadlines.
- Proven ability to delegate- upwards and downwards.
- Proven ability to manage and develop others.
- Proven experience in project management.
- Critical thinking and problem solving skills.
- Ability to make decisions.
Desirable
- Knowledge of the Quality and Outcomes Framework and Primary Care financing.
- Previous accountancy or finance experience.
- Knowledge of CQC.
- Payroll experience.
- Accounts experience.
- Facilities management experience.
Disposition & Work Attitudes
Essential
- Flexible approach to work content/hours.
- Discreet and diplomatic.
- Works well under pressure.
- Energetic with drive and enthusiasm.
- Ability to listen and empathise.
- Happy to work on own.
- Calm & confident.
- Current Driving Licence.
- Car owner.
Person Specification
Qualifications
Essential
- Evidence of continued professional development.
Desirable
- Educated to degree or equivalent in relevant subject.
- CIPD qualification or similar.
Experience
Essential
- Experience in an NHS Senior Supervisory role / Team Manager Role with Human Resource responsibilities.
- Excellent practical IT skills including use of Microsoft Office software and a wide range of applications.
- Self-motivated with ability to motivate and inspire others.
- Strategic and operational experience
- Numerate ability to manage budgets and accounts.
- Good interpersonal and communication skills at all levels.
- Proven ability to meet tight deadlines.
- Proven ability to delegate- upwards and downwards.
- Proven ability to manage and develop others.
- Proven experience in project management.
- Critical thinking and problem solving skills.
- Ability to make decisions.
Desirable
- Knowledge of the Quality and Outcomes Framework and Primary Care financing.
- Previous accountancy or finance experience.
- Knowledge of CQC.
- Payroll experience.
- Accounts experience.
- Facilities management experience.
Disposition & Work Attitudes
Essential
- Flexible approach to work content/hours.
- Discreet and diplomatic.
- Works well under pressure.
- Energetic with drive and enthusiasm.
- Ability to listen and empathise.
- Happy to work on own.
- Calm & confident.
- Current Driving Licence.
- Car owner.
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.