Operational Lead - GP Surgery - 30 hours per week
This job is now closed
Job summary
Fishergate Hill Surgery is looking for an Operations Lead who will work with our Partners, Practice Manager and Practice Team.
We are looking for someone with NHS experience, who has experience of leading and managing people in a fast-paced patient service setting. Salary dependant on experience.
A proven history of developing the skills and confidence of a team and team members to fulfil their potential and with anability to build strong working relationships with the team.
Have the ability to contribute to improving access for patients, including managing change, developing new systems and procedures.
Main duties of the job
The Operations Lead will be responsible for the operational aspects of Fishergate Hill Surgery under the direction of the practice manager and partners. Acting as central point of contact for the practice team and for providing effective supervision and leadership, you will have responsibilities to ensure the quality delivery of day-to-day non-medical services delivered by the practice. You will have key areas of work delegated to you and will have the authority to devise and implement protocols, systems, and procedures.
You will manage and coordinate various aspects of practice functionality, motivating and managing staff, patient services, premises and health and safety management. Through innovative ways of working, support the practice manager leading the team in promoting Equality, Diversity & Inclusion, Health & Safety, Quality & Continuous Improvement, Confidentiality, Collaborative Working, Service Delivery, Learning and Development and ensuring the practice complies with CQC regulations.
About us
The GP Practice is located on the outskirts of Preston, close to the train station. We have a patient population of 6,500. We are a teaching practice, and we are part of Preston and South Ribble Primary Care Network.
Details
Date posted
04 July 2023
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Part-time
Reference number
A2614-23-0001
Job locations
50 Fishergate Hill
Preston
Lancashire
PR1 8DN
Job description
Job responsibilities
The following are the core responsibilities of the Operational Lead. There may be a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels
Team Leading / Supervisory
Management of the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities effectively and in a timely manner.
Day-to-day direct line management of the following staff: care navigators, and the administrative and secretarial team. Providing support and motivation, developing their skills and confidence to fulfil their potential whilst continuously improving the service they provide to patients.
Maintaining an effective overview of HR legislation.
Maintain, develop, and run the practice new staff induction procedures including IT training and compliance.
Conduct Training Needs Analysis for all employed staff. Ensuring all have the appropriate level oftraining to enable them to carry out their individual roles and responsibilities, including informationgovernance, mandatory training, and co-ordinate training and identifying suitable courses.
Lead and participate in, regular team leader and staff meetings, setting agendas, chairing, and taking minutes where necessary. Follow-up any matters arising.
Co-ordinate and contribute to the agenda for Practice Protected Learning Time (afternoon closure)
Oversee authorisation and administration of the staff annual and other leave organising in line with agreed policy.
Supervise doctor and staff duty and holiday rotas to maintain the efficient running of the practice, book locums when required.
Be fully conversant with practice procedures and developments and ensure that team are kept fully updated.
Support and mentor the team with implementing changes to procedures and protocols to improve the patient experience and in-house systems.
Surgery Management
Organise the efficient day to day running of the practice e.g., surgeries/clinics of all staff and doctors, appointments, rotas/leave, staffing levels/hours, locum cover (as agreed with the partners), mail distribution etc.
Assist with the co-ordination and implementation of various NHS programmes and campaigns including, seasonal flu vaccination programmes.
Circulate all information necessary to ensure the proper running of the practice for the benefit of doctors, staff and patients and assist in updating the practice website. Organise and administer filing / storage of such information.
Circulate patient, medical and H&S alerts and ensure any necessary actions are taken.
Maintain, develop, and run the Practice inhouse complaints system including documenting and reporting significant events or near misses. Ensuring complaints are dealt with in a timely manner.
Act upon patient feedback/suggestions as required.
Be actively involved in establishing and running a Patient Participation Group within the practice
Be responsible for managing change of doctor requests from patients.
The following are the core responsibilities of the Operational Lead. There may be a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.
Team Leading / Supervisory
Management of the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities effectively and in a timely manner.
Day-to-day direct line management of the following staff: care navigators, and the administrative and secretarial team. Providing support and motivation, developing their skills and confidence to fulfil their potential whilst continuously improving the service they provide to patients.
Maintaining an effective overview of HR legislation.
Maintain, develop, and run the practice new staff induction procedures including IT training and compliance.
Conduct Training Needs Analysis for all employed staff. Ensuring all have the appropriate level of training to enable them to carry out their individual roles and responsibilities, including information governance, mandatory training, and co-ordinate training and identifying suitable courses.
Lead and participate in, regular team leader and staff meetings, setting agendas, chairing, and taking minutes where necessary. Follow-up any matters arising.
Co-ordinate and contribute to the agenda for Practice Protected Learning Time (afternoon closure)
Oversee authorisation and administration of the staff annual and other leave organising in line with agreed policy.
Supervise doctor and staff duty and holiday rotas to maintain the efficient running of the practice, book locums when required.
Be fully conversant with practice procedures and developments and ensure that team are kept fully updated.
Support and mentor the team with implementing changes to procedures and protocols to improve the patient experience and in-house systems.
Surgery Management
Organise the efficient day to day running of the practice e.g., surgeries/clinics of all staff and doctors, appointments, rotas/leave, staffing levels/hours, locum cover (as agreed with the partners), mail distribution etc.
Assist with the co-ordination and implementation of various NHS programmes and campaigns including, seasonal flu vaccination programmes.
Circulate all information necessary to ensure the proper running of the practice for the benefit of doctors, staff and patients and assist in updating the practice website. Organise and administer filing / storage of such information.
Circulate patient, medical and H&S alerts and ensure any necessary actions are taken.
Maintain, develop, and run the Practice inhouse complaints system including documenting and
reporting significant events or near misses. Ensuring complaints are dealt with in a timely manner.
Act upon patient feedback/suggestions as required.
Be actively involved in establishing and running a Patient Participation Group within the practice
Be responsible for managing change of doctor requests from patients.
To maintain knowledge and assist the practice manager to ensure the practice maintains compliance with its NHS contractual obligations.
To maintain knowledge of employment law and assist the practice manager in updating policies and procedures as required.
To maintain knowledge of the General Data Protection Regulation (GDPR) and Data Protection Act 2018 (DPA 2018) and assist with the implementation of all associated requirements, confidentiality systems and processes in the practice.
Assist the practice manager with ensuring compliance with CQC regulations and standards.
Liaise with cleaning provider to ensure compliance with CQC and any issues are resolved in a timely manner. Arrange and participate in monthly cleaning audits.
Assist with updating, developing, implementing, and embedding an efficient business contingency plan
Assist with leading change and continuous improvement initiatives, coordinating projects within the practice.
Adopting a strategic approach to the management of patient services matters.
Developing, implementing, and embedding an effective communication strategy (internal and external)
The management of the premises, including health and safety aspects such as risk assessments and mandatory training.
Oversee and ensure the proper management of non-medical enquiries, seeking help where required.
Information & Management Technology
Supervise / coordinate and undertake computer searches and reports as required
Assist with the management of any immediate day-to-day matters pertaining to the practice IT system.
Assist with setting up new users and amending access for existing users on the practice computer network and NHS smart cards.
Assist practice manager with updating the practice website; liaise with website provider to resolve any issues.
Demonstrate due regard for safeguarding and promoting the welfare of children
In addition to the primary responsibilities,
Health &Safety
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:
Using personal security systems within the workplace according to practice guidelines
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
To ensure the health and safety of staff, patients and visitors is maintained
Assist with carrying out regular risk assessments for fire safety
To ensure a full health and safety risk assessment has been completed for newly employed staff
Maintain a knowledge of changes to health and safety legislation and ensure these are implemented by the practice
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way, free from hazards
Actively reporting health and safety hazards and infection hazards immediately when recognised
Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
Undertaking periodic infection control training (minimum annually)
Reporting potential risks identified
If required, deputise for practice manager during holiday cover / absence. Attend all necessary meetings, take minutes, circulate, and action any relevant information
Undertake and perform any additional, relevant projects and duties assigned by the partners and/or practice manager
Job description
Job responsibilities
The following are the core responsibilities of the Operational Lead. There may be a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels
Team Leading / Supervisory
Management of the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities effectively and in a timely manner.
Day-to-day direct line management of the following staff: care navigators, and the administrative and secretarial team. Providing support and motivation, developing their skills and confidence to fulfil their potential whilst continuously improving the service they provide to patients.
Maintaining an effective overview of HR legislation.
Maintain, develop, and run the practice new staff induction procedures including IT training and compliance.
Conduct Training Needs Analysis for all employed staff. Ensuring all have the appropriate level oftraining to enable them to carry out their individual roles and responsibilities, including informationgovernance, mandatory training, and co-ordinate training and identifying suitable courses.
Lead and participate in, regular team leader and staff meetings, setting agendas, chairing, and taking minutes where necessary. Follow-up any matters arising.
Co-ordinate and contribute to the agenda for Practice Protected Learning Time (afternoon closure)
Oversee authorisation and administration of the staff annual and other leave organising in line with agreed policy.
Supervise doctor and staff duty and holiday rotas to maintain the efficient running of the practice, book locums when required.
Be fully conversant with practice procedures and developments and ensure that team are kept fully updated.
Support and mentor the team with implementing changes to procedures and protocols to improve the patient experience and in-house systems.
Surgery Management
Organise the efficient day to day running of the practice e.g., surgeries/clinics of all staff and doctors, appointments, rotas/leave, staffing levels/hours, locum cover (as agreed with the partners), mail distribution etc.
Assist with the co-ordination and implementation of various NHS programmes and campaigns including, seasonal flu vaccination programmes.
Circulate all information necessary to ensure the proper running of the practice for the benefit of doctors, staff and patients and assist in updating the practice website. Organise and administer filing / storage of such information.
Circulate patient, medical and H&S alerts and ensure any necessary actions are taken.
Maintain, develop, and run the Practice inhouse complaints system including documenting and reporting significant events or near misses. Ensuring complaints are dealt with in a timely manner.
Act upon patient feedback/suggestions as required.
Be actively involved in establishing and running a Patient Participation Group within the practice
Be responsible for managing change of doctor requests from patients.
The following are the core responsibilities of the Operational Lead. There may be a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.
Team Leading / Supervisory
Management of the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities effectively and in a timely manner.
Day-to-day direct line management of the following staff: care navigators, and the administrative and secretarial team. Providing support and motivation, developing their skills and confidence to fulfil their potential whilst continuously improving the service they provide to patients.
Maintaining an effective overview of HR legislation.
Maintain, develop, and run the practice new staff induction procedures including IT training and compliance.
Conduct Training Needs Analysis for all employed staff. Ensuring all have the appropriate level of training to enable them to carry out their individual roles and responsibilities, including information governance, mandatory training, and co-ordinate training and identifying suitable courses.
Lead and participate in, regular team leader and staff meetings, setting agendas, chairing, and taking minutes where necessary. Follow-up any matters arising.
Co-ordinate and contribute to the agenda for Practice Protected Learning Time (afternoon closure)
Oversee authorisation and administration of the staff annual and other leave organising in line with agreed policy.
Supervise doctor and staff duty and holiday rotas to maintain the efficient running of the practice, book locums when required.
Be fully conversant with practice procedures and developments and ensure that team are kept fully updated.
Support and mentor the team with implementing changes to procedures and protocols to improve the patient experience and in-house systems.
Surgery Management
Organise the efficient day to day running of the practice e.g., surgeries/clinics of all staff and doctors, appointments, rotas/leave, staffing levels/hours, locum cover (as agreed with the partners), mail distribution etc.
Assist with the co-ordination and implementation of various NHS programmes and campaigns including, seasonal flu vaccination programmes.
Circulate all information necessary to ensure the proper running of the practice for the benefit of doctors, staff and patients and assist in updating the practice website. Organise and administer filing / storage of such information.
Circulate patient, medical and H&S alerts and ensure any necessary actions are taken.
Maintain, develop, and run the Practice inhouse complaints system including documenting and
reporting significant events or near misses. Ensuring complaints are dealt with in a timely manner.
Act upon patient feedback/suggestions as required.
Be actively involved in establishing and running a Patient Participation Group within the practice
Be responsible for managing change of doctor requests from patients.
To maintain knowledge and assist the practice manager to ensure the practice maintains compliance with its NHS contractual obligations.
To maintain knowledge of employment law and assist the practice manager in updating policies and procedures as required.
To maintain knowledge of the General Data Protection Regulation (GDPR) and Data Protection Act 2018 (DPA 2018) and assist with the implementation of all associated requirements, confidentiality systems and processes in the practice.
Assist the practice manager with ensuring compliance with CQC regulations and standards.
Liaise with cleaning provider to ensure compliance with CQC and any issues are resolved in a timely manner. Arrange and participate in monthly cleaning audits.
Assist with updating, developing, implementing, and embedding an efficient business contingency plan
Assist with leading change and continuous improvement initiatives, coordinating projects within the practice.
Adopting a strategic approach to the management of patient services matters.
Developing, implementing, and embedding an effective communication strategy (internal and external)
The management of the premises, including health and safety aspects such as risk assessments and mandatory training.
Oversee and ensure the proper management of non-medical enquiries, seeking help where required.
Information & Management Technology
Supervise / coordinate and undertake computer searches and reports as required
Assist with the management of any immediate day-to-day matters pertaining to the practice IT system.
Assist with setting up new users and amending access for existing users on the practice computer network and NHS smart cards.
Assist practice manager with updating the practice website; liaise with website provider to resolve any issues.
Demonstrate due regard for safeguarding and promoting the welfare of children
In addition to the primary responsibilities,
Health &Safety
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice health & safety policy, the practice health & safety manual, and the practice infection control policy and published procedures. This will include:
Using personal security systems within the workplace according to practice guidelines
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
To ensure the health and safety of staff, patients and visitors is maintained
Assist with carrying out regular risk assessments for fire safety
To ensure a full health and safety risk assessment has been completed for newly employed staff
Maintain a knowledge of changes to health and safety legislation and ensure these are implemented by the practice
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way, free from hazards
Actively reporting health and safety hazards and infection hazards immediately when recognised
Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
Undertaking periodic infection control training (minimum annually)
Reporting potential risks identified
If required, deputise for practice manager during holiday cover / absence. Attend all necessary meetings, take minutes, circulate, and action any relevant information
Undertake and perform any additional, relevant projects and duties assigned by the partners and/or practice manager
Person Specification
Qualifications
Essential
- Previous NHS Experience
- Primary Care General Practice experience.
- Excellent communication skills, oral and written.
- Previous experience of leading and managing people in a fast-paced patient service setting.
- Ability to build strong working relationships with your team.
- Good standard of education with excellent literacy and numeracy.
- Skills Leadership and / or Management Qualification
- Experience of working with the general public.
- Experience of working in a health care setting.
Desirable
- Experience of managing large multidisciplinary teams.
- Experience of successfully developing and implementing projects.
- Experience of workforce planning, forecasting and development NHS / Primary Care General Practice experience.
Person Specification
Qualifications
Essential
- Previous NHS Experience
- Primary Care General Practice experience.
- Excellent communication skills, oral and written.
- Previous experience of leading and managing people in a fast-paced patient service setting.
- Ability to build strong working relationships with your team.
- Good standard of education with excellent literacy and numeracy.
- Skills Leadership and / or Management Qualification
- Experience of working with the general public.
- Experience of working in a health care setting.
Desirable
- Experience of managing large multidisciplinary teams.
- Experience of successfully developing and implementing projects.
- Experience of workforce planning, forecasting and development NHS / Primary Care General Practice experience.
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
Fishergate Hill Surgery
Address
50 Fishergate Hill
Preston
Lancashire
PR1 8DN
Employer's website
Employer details
Employer name
Fishergate Hill Surgery
Address
50 Fishergate Hill
Preston
Lancashire
PR1 8DN
Employer's website
Employer contact details
For questions about the job, contact:
Details
Date posted
04 July 2023
Pay scheme
Other
Salary
Depending on experience
Contract
Permanent
Working pattern
Part-time
Reference number
A2614-23-0001
Job locations
50 Fishergate Hill
Preston
Lancashire
PR1 8DN
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