Job summary
We are seeking an Operations Assistant with sound operational experience to work across our 3 Leeds sites consisting of a main surgery in Bramley and 2 branch surgeries.
We are looking for a positive and dynamic individual to join our ever growing and diverse team. An ideal candidate should have a desire to help implement change and efficiently maintain compliance across the 3 sites.
Applicants may have previous general practice experience or involvement in creating operational procedures, whether that be through education or previous workplace knowledge.
We require members of staff with an eagerness to learn and a drive to ensure the ongoing success of the surgery.
We are looking for a well organised and resourceful staff member who is determined to drive improvement across a wide range of administrative functions including reception, secretarial and administration services.
You should be flexible and proactive with a willingness to assist the Practice Manager and Operations Manager in maintaining the operations and functions of the surgery.
Your role will be central in guiding the Practice to achieve its full potential and maintaining its CQC standards.
If this is you, get in touch!
Main duties of the job
Complete responsibility for the Assurance Framework, ensuring that the surgery is completely up to date with all required checks, training and CQC compliance.
Induction and set up of new staff in the practice, liaising with senior management to ensure all details are in place.
Staff training and monitoring in line with the staff matrix and Assurance Framework.
Recording of Family and Friends / patient survey data to gauge patient satisfaction and feedback to Practice Manager.
Meet with practice Lead Nurse to ensure all Infection Control is done and that cold chain / fridge checks are being completed at all 3 sites.
Provide administrative support to the admin team for private reports and subject access requests (Training provided).
IT support, helping staff with IT equipment by liaising with IT service desk and reporting problems so they are fixed in an efficient manner.
Writing of policy and procedure documents once discussed and approved in Clinical and Senior management meetings.
Attendance in clinical meetings to present findings of recent non-clinical incidents which you may have reported on.
Reviewing and completion of all staff files, ensuring staff have an up-to-date Job description, Contract and that all policies and handbooks have been read.
QOF recall assistance to be aid both the Practice Manager and Operations Manager to ensure Chronic Disease patients are being managed effectively.
About us
Bramley Village Health and Wellbeing centre is a Practice of 17,000 patients across three sites. Our Branch Surgeries are Middleton Park GP Surgery and Cottingley GP Surgery.
Bramley Village is part of the Fuller and Forbes partnership which has been continually growing since 2018. The surgery works in constant conjunction with our other sites across the country which include sites in Gateshead, Burnley and Devon.
You will work in direct communication with the Practice Manager and Operations Manager and will interact daily with our Managing Partner, GP Partner, and Senior Management Team.
Due to the growth of the surgery and the other sites in our group, the role of Operations Assistant is crucial to the daily running of the surgery. Due to its centrality full training and career development opportunities will be available within your role in order to maximise your operational efficiency.
Job description
Job responsibilities
Please see the attached document in regard to the full job description.
In essence, the role will be focused on ensuring that all standards of General Practice are adhered to and ensuring that all staff members are aware of these standards through the introduction of new operational procedures.
The job will require a flexible and dynamic candidate who is willing to go above and beyond to ensure compliance is met. The job description is not exhaustive as the landscape within Primary Care is ever evolving.
Some further roles and responsibilities can be found below:
Patient services
- Implementing and maintaining systems to receive patient enquires and suggestions.
Personnel and training
- Staff training matrix is complete and up to date with regular reminders sent to staff to complete their e-learning.
- Ensuring that all staff have contracts of employment, are up-to-date in statutory and mandatory training.
- Organise staff appraisals with the Practice Manager.
- You will ensure that all our policies and procedures are comprehensive and up-to-date and stored both in the surgery and online for ease of access.
Information technology
- Responsible for basic in-house computer systems including maintenance of the system - reporting day to day issues to the IT service desk so they can be resolved.
- Ensuring appropriate computer and clinical system access in tandem with the Operations Manager.
Assurance Framework (AF)
- Manage & update assurance framework (Full training provided on the document).
- Support the audit and compliance checks necessary to satisfy internal and external scrutiny including adherence to CQC, Risk Management, H&S and other regulatory and statutory standards.
- Work with others to agree data reporting criteria and mechanisms as required for updating the AF.
- Organisation of relevant building checks, such as fire, health and safety, legionella and electrical checks with our suppliers.
Policies & Protocols
- Full CQC compliance checklists with regular updates provided to Practice Manager to organise work that needs doing.
- Ensure practice has full suite of up-to-date general policies, protocols, systems and processes necessary to deliver services.
- Working directly with the Practice Manager to ensure the appropriate review of procedures and to gain SMT / CRG approval.
- Be responsible for Health & Safety policy and its implementation throughout the 3 sites.
Premises and equipment
- Response for security, repairs, insurance and maintenance of premises, services and equipment.
- (As above) - Monitor compliance with the Health & Safety, Fire Risk, COSHH, Fire Alarm, Legionella, Environmental, Infection Control, Medicines Management and other audit-related policies and procedures and formally advise on areas of non-compliance, resolving issues within areas of own competency.
Infection Control
- Work with the lead nurse to ensure that all sites are fully compliant with Infection Control standards, and that adequate mechanisms are in place to ensure and maintain appropriate drug storage, safety and cold chain standards.
- Oversee management facilities such as cleaning, grounds management, storage and ensuring all spaces are free of clutter or items not for immediate use.
- Work with managers to identify repairs and premises maintenance requirements and arrange remedial action.
Job description
Job responsibilities
Please see the attached document in regard to the full job description.
In essence, the role will be focused on ensuring that all standards of General Practice are adhered to and ensuring that all staff members are aware of these standards through the introduction of new operational procedures.
The job will require a flexible and dynamic candidate who is willing to go above and beyond to ensure compliance is met. The job description is not exhaustive as the landscape within Primary Care is ever evolving.
Some further roles and responsibilities can be found below:
Patient services
- Implementing and maintaining systems to receive patient enquires and suggestions.
Personnel and training
- Staff training matrix is complete and up to date with regular reminders sent to staff to complete their e-learning.
- Ensuring that all staff have contracts of employment, are up-to-date in statutory and mandatory training.
- Organise staff appraisals with the Practice Manager.
- You will ensure that all our policies and procedures are comprehensive and up-to-date and stored both in the surgery and online for ease of access.
Information technology
- Responsible for basic in-house computer systems including maintenance of the system - reporting day to day issues to the IT service desk so they can be resolved.
- Ensuring appropriate computer and clinical system access in tandem with the Operations Manager.
Assurance Framework (AF)
- Manage & update assurance framework (Full training provided on the document).
- Support the audit and compliance checks necessary to satisfy internal and external scrutiny including adherence to CQC, Risk Management, H&S and other regulatory and statutory standards.
- Work with others to agree data reporting criteria and mechanisms as required for updating the AF.
- Organisation of relevant building checks, such as fire, health and safety, legionella and electrical checks with our suppliers.
Policies & Protocols
- Full CQC compliance checklists with regular updates provided to Practice Manager to organise work that needs doing.
- Ensure practice has full suite of up-to-date general policies, protocols, systems and processes necessary to deliver services.
- Working directly with the Practice Manager to ensure the appropriate review of procedures and to gain SMT / CRG approval.
- Be responsible for Health & Safety policy and its implementation throughout the 3 sites.
Premises and equipment
- Response for security, repairs, insurance and maintenance of premises, services and equipment.
- (As above) - Monitor compliance with the Health & Safety, Fire Risk, COSHH, Fire Alarm, Legionella, Environmental, Infection Control, Medicines Management and other audit-related policies and procedures and formally advise on areas of non-compliance, resolving issues within areas of own competency.
Infection Control
- Work with the lead nurse to ensure that all sites are fully compliant with Infection Control standards, and that adequate mechanisms are in place to ensure and maintain appropriate drug storage, safety and cold chain standards.
- Oversee management facilities such as cleaning, grounds management, storage and ensuring all spaces are free of clutter or items not for immediate use.
- Work with managers to identify repairs and premises maintenance requirements and arrange remedial action.
Person Specification
Qualifications
Essential
- - GCSE Grade A to C in English and Maths
- - Valid UK drivers license
- - Good standard of education with excellent literacy and numeracy skills
- - Ability to understand and learn new software and administrative procedures
- - Ability to prioritise, delegate and work to tight deadlines in a fast paced environment
Desirable
- - Qualified to NVQ level 3 or above
- - Educated to degree level in healthcare, business management or HR
- - Previous experience in General Practice
- - NHS operational / administrative experience
- - Experience in dealing with external organisations
- - SystmOne knowledge or experience
- - Familiarity with a variety of Windows-based software and Windows
- - Microsoft Excel competent
Person Specification
Qualifications
Essential
- - GCSE Grade A to C in English and Maths
- - Valid UK drivers license
- - Good standard of education with excellent literacy and numeracy skills
- - Ability to understand and learn new software and administrative procedures
- - Ability to prioritise, delegate and work to tight deadlines in a fast paced environment
Desirable
- - Qualified to NVQ level 3 or above
- - Educated to degree level in healthcare, business management or HR
- - Previous experience in General Practice
- - NHS operational / administrative experience
- - Experience in dealing with external organisations
- - SystmOne knowledge or experience
- - Familiarity with a variety of Windows-based software and Windows
- - Microsoft Excel competent
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.
