Assistant Operations Manager

Job description

Job responsibilities

The following are the core responsibilities of the Assistant Operations Manager. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

The Assistant Operations Manager is responsible for working with the management team in undertaking the followings tasks and supporting the wider Operations Team, ensuring they achieve their primary responsibilities:

Standard Operating Procedures

a. Assist in developing a range of relevant Standard Operating Procedures (SOPs) across the practice

b. Effectively communicate and train to the practice SOPs

c. Maintain version control and regular review to ensure ongoing effectiveness

Training & Competence

a. Undertake systems and process training across the Operations Team and Clinical Teams as required.

b. Assist in maintaining active skills matrices and development plans for all staff

c. Provide robust induction training and supervision to new members of the Operations Team and wider practice team as required.

d. Support the completion of all mandatory training across the practice

Compliance

a. Assist in the administration of practice compliance across relevant legislation and regulatory requirements as directed by Operations Manager Practice Services and Business Partner

Recruitment & HR

a. Assist with all recruitment processes inclusive of candidate search, shortlisting, Interview, and employment documentation.

b. Help to administrate internal HR processes such as probation reviews and annual appraisals

c. Administrate all staff records to ensure they remain up to date and compliant

Banking & Finance

a. Review all income and expenditure statements, bills and invoices, ensuring relevant documentation is evidenced electronically and accurately transposed to the appropriate business accounting software

b. Assist the Business Partner in maximising income and reducing expenditure

c. Assist in producing budgets and cashflow management

d. Ensure invoices are paid to the practice on a timely basis, working with the wider Operations Team to actively manage the process

e. Maintain an effective system for the handling of card payments and invoices relating to private work

f. Assist the Business Partner in submitting year-end figures as requested

Appointment Book Management

a. Maintaining and monitoring the practice appointment system inclusive of the Duty Doctor rota, and clinical trainee supervision in liaison with the Operations Manager Patient Services

b. Co-ordination of practice consultation room usage to ensure efficiency.

c. Facilitate the effective booking of locum resource in liaison with the Business Partner

d. Maintenance of a practice events schedule inclusive of allocated duty doctor, Enhanced Access provision, internal and external meetings, training and Protected Learning Time (PLT) activity.

e. Booking of external presenters and co-ordination of training during designated PLT.

f. Ensure ongoing GPAD Data Quality

Practice Website and Social Media

a. Assist in the generation of relevant content primarily across the practice website, social media and text/email.

b. Work with the Patient Participation Group to tailor communications across relevant patient demographics.

Person Specification

Qualifications

Essential

• - GCSE grade A to C in English and Maths
• - Experience of working in general practice
• - Excellent communication skills
• - Motivated and able to work under pressure
• - Strong IT skills, particularly around EMIS Web and Docman

Desirable

• - A Level
• - Vocational healthcare administration qualification
• - Experience of team supervision and training
• - Experience of procedure documentation
• - Bookkeeping knowledge

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

Park Medical Centre

Address

Shavington Avenue

Chester

CH2 3RD

Employer's website

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