Practice Operations Supervisor

Job description

Job responsibilities

Main duties of the job Operational performance of the practice

Take overall responsibility for day to day operational performance of the practice, working to ensure that both clinical and non-clinical work is conducted effectively and efficiently.

Ensure that all practice staff are fully aware of and confident in following all processes and protocols (clinical, operational, and administrative).

Work closely with relevant clinical and non-clinical management to regularly review practice operations and identify and implement improvements to our ways of working, including use of technology, to impact positively on both the patient experience and the staff experience

Support the practice to maintain an efficient and cost-effective level of staffing to provide an effective service to patients, including managing the overtime and staff training budgets.

Contribute positively to a sense of cohesion, and foster a culture of wider collaboration across the organisation, ensuring staff engage actively with collaboration tools such as Team Net to optimise information sharing across the Practice.

Staff

Ensure all new staff (including temporary or visiting staff) who will be working have an excellent first experience of the practice, and are inducted effectively in all site-specific policies, procedures, and working practices.

Be the first point of contact for all staff to ensure they are aware of and follow all relevant policies or processes

Act as first point of contact for patient for complaints, in line with the Complaints Policy.

Overseeing the administrative elements of QOF, liaising with GPs, nursing staff and administration team.

Facilities and Health & Safety

Ensure that the Health & Safety statutory obligations and legislation are adhered to and all relevant documentation is maintained.

Ensure that practice facilities and space are utilised optimally, comply with relevant legislation, and keep staff safe in their work.

Supported by the partners oversee the planning and implementation of any facilities improvements, including managing supplier relationships to ensure that they are completed on time and on budget.

General Business support

Provide on-site support for basic IT support requests relating to e.g. Smart Card, NHSMail, Windows, Emis, Teams, etc, escalating more complex IT queries to the relevant external support service

Provide first point of contact support for initial business support queries (e.g. HR, finance, facilities, etc), signposting more complex queries to the relevant member of the team.

Organise, chair or participate in meetings relevant to the role, ensuring decisions and actions are minuted and completed.

Leading the management of the clinical system, ensuring IT security and IG compliance at all times and responding to and resolving all local IT issues

Lead the management of the Patient Participation Group

Maintain the significant event database, providing advice to staff and briefing the team at meetings as required

Support the practice and management team with continuous improvement and change initiatives

Through innovative ways of working, support the partners in leading the team in promoting quality & continuous improvement, confidentiality, collaborative working, service delivery, learning and development and ensuring the practice complies with CQC regulations.

Skills

Essential

Flexibility to meet the needs of the business

Team working skills

Excellent communication skills (written and verbal)

Ability to listen

Multi-tasking skills

Managing conflict

Self-motivated

Enthusiasm

Honest and caring approach

Experience Essential

Experience of management and Human resources. Be familiar with recruitment and contract processes.

Experience of managing complaints

Experience of leading teams

Desirable

Experience of working in a healthcare environment.

Person Specification

Qualifications

Essential

• Experience Minimum of 3 years of experience in healthcare management with a proven track record in a similar role.

Desirable

• HR qualifications

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.

Employer details

Employer name

Woodsetton Medical Centre

Address

40 Bourne Street

Woodsetton

Dudley

West Midlands

DY3 1AF

Employer's website

https://www.woodsettonmedicalcentre.nhs.uk/ (Opens in a new tab)