Practice Operations Manager

Job description

Job responsibilities

Responsibilities for Human Resources

To directly line manage administration and clinical staff based at the practice. e.g., responsibility for induction, appraisals and personal development plans.

To have direct involvement in the recruitment and retention of administration & clinical staff including advertising and interviewing. Ensuring all clinical staff are registered with the relevant professional bodies.

Maintain up to date HR documentation including employment contracts, job descriptions and ensuring compliance with current employment legislation.

To be involved in all disciplinary, grievance and equality issues when necessary.

To take responsibility for the organisation of educational events for admin staff to promote the optimum use and functioning of the Practice.

Take responsibility for the planning, allocation, and monitoring of work ensuring all duties are performed effectively and to the required standard, meeting the objectives of the practice.

To identify and implement training requirements for administration staff based on annual appraisals and ensuring staff are up to date with mandatory training. i.e practice index

Create and log Invoices for Insurance/DVLA reports

Production of Performance and Quality Information

To be aware of national, local and practice quality standards for chronic disease management.

To provide support to the clinical team in correctly identifying and targeting patients for assessment and treatment.

To ensure staff are aware of the importance of maintaining disease registers and assist in the validation process.

To provide advice and support for the clinical team and to produce regular reports on the progress of these groups in achieving their targets.

To assist in the production of information for clinical audit as requested by the clinical team.

To work with the ICB to validate patient information, performing regular checks and quality audits.

To provide support and training for current and new staff ensuring that data quality guidelines are understood and adhered to.

To oversee the administration of the clinical system, ensuring staff complete housekeeping and back ups as outlined in the practice policy.

To oversee the security and validation processes for the clinical system.

Enable all information held to conform to Data Protection, Freedom of Information Act etc

To provide advice and guidance to the practice in the change to becoming paper light.

To provide support advice and training for current and new practice staff in the use of the clinical system

To maintain an equipment log ensuring that ICB and practice owned equipment is readily identifiable.

To provide support and training for current and new staff in resolving simple problem with PCs and printers.

To liaise with NHS GM Digital and IT Services to resolve major hardware and software issues.

To produce monthly, quarterly and annual returns.

Deputise for the Practice manager in the Practice managers absence.

Support the Practice manager in preparing for and being present to facilitate any external (CQC), national or local quality processes.

Sending feedback questionnaires to patients via accurix/ letter

Writing and compiling safety alerts on Shared drive

Assist with updating Policy updates on Bright HR

To create meeting minutes as required, i.e Practice/clinical/Partnership meetings

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members and be responsible for establishing and servicing regular practice meetings/huddles.

Communicate effectively with patients and carers

Recognise peoples needs for alternative methods of communication and respond accordingly.

To work with the clinical team and Practice users to ensure operational policies are adhered to.

To oversee the maintenance and management of patient computer and written records

Awareness of special needs requirements and external agencies of contact.

Responsibility for writing and compiling minutes of practice, clinical meetings.

Writing and distribution of practice communication i.e newsletter/bulletin

Planning and organising

To organise an effective appointment system ensuring that adequate GP cover is provided in the event of annual leave or sickness.

Adding trainee clinics

Proactively monitor activity on the practice appointment system to maximise appointment usage each day.

Support alterations to practice appointment system during periods of clinical absence

Prepare & assist in the preparation of weekly/monthly shift planning rota for clinical and non-clinical staff arranging cover when necessary.

Organising and liaising with clinic staff regarding vaccine clinics.

Person Specification

Experience

Essential

• Secondary education
• Experience ideally working in a primary care setting
• Experience of working with computers/word processing skills
• Good analytical and problem solving skills
• Proven efficiency in written and spoken English Ability to communicate at all levels clearly Ability to express ideas clearly in writing and verbally Ability to prioritise and meet deadlines
• Excellent administration skills including knowledge of and ability to proactively monitor activity on the practice appointment system to maximise appointment usage each day and to support alterations to practice appointment system during periods of clinical absence

Desirable

• Experience in initiating, planning, evaluating and contributing to training Interest in current health issues and how they affect communities
• Experience in complex management
• Ability to prioritise and meet deadlines Excellent administration skills including knowledge of and ability to manage admin structures and systems

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

THE LAKES MEDICAL CENTRE

Address

21 Chorley Road

Swinton

Manchester

M27 4AF

Employer's website

https://www.thelakesmedicalcentre.co.uk/ (Opens in a new tab)