Operations Manager

Job description

Job responsibilities

Primary responsibilities

The following are the core responsibilities of the 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 Operations Manageris responsible for:

a. Supporting the practice manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities

b. Functional Management of admin staff.

c. Providing leadership and guidance to all staff ensuring that they adhere to policy and procedure at all times

d. Overseeing the administrative elements of QOF, liaising with GPs, nursing staff and administrators

e. Implementing systems to ensure compliance with CQC regulations and standards

f. Reviewing and regularly updating job descriptions and person specifications ensuring all staff are legally and gainfully employed

g. Acting as the lead for recruitment including pre-employment checks and DBS

h. Evaluating, organising and overseeing the staff induction programme

i. Implementing and embedding an effective staff appraisal process

j. Implementing and embedding an effective practice and staff development plan for all staff (clinical and administrative) whilst maintaining a robust training record

k. Implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare

l. Leading the management of the clinical system, ensuring IT security and IG compliance at all times.

m. Actively encouraging and promoting the use of patient online services

n. Updating and acting as the focal point for the practice website and social media sites

o. Guiding staff and developing searches and audits on the clinical system

p. Continuous Monitoring of performance data

q. Reviewing and updating clinical templates ensuring they relate to current practice

r. Marketing the practice appropriately to ensure patient population is stable or increasing

s. Guiding the team to reach QOF targets (supported by the nursing and administrative leads)

t. Ensuring the staff implement the practice wide approach to the management of all patient services matters

u. Managing DNAs, providing data and planning tools coupled with liaison with referred repeat offenders

Secondary responsibilities

In addition to the primary responsibilities, the Operations Manager may be requested to:

a. Deputise for the PM

b. Lead the management of the Patient Participation Group

c. Ensure all staff are aware of the management of the premises, including health and safety aspects and undertake risk assessments and mandatory training as required

d. Monitor and disseminate information on safety alerts and other pertinent information

e. Guide the team to reach QOF targets (supported by the nursing and administrative leads)

f. Brief clinicians on performance levels, advising actions to ensure high achievement across all QOF areas

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

h. Identify trends and devise solutions to reduce risk and repeated occurrences of significant events

i. Develop, implement and embed the practice audit programme (in conjunction with the lead nurse)

j. Support the practice manager in the reviewing and updating of practice policies and procedures

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

l. Co-ordinate and manage GP Rotas.

Person Specification

Qualifications

Essential

• Good standard of education with excellent literacy and numeracy skills
• Educated to A-level

Desirable

• Leadership and/or management qualification
• AMSPAR qualification

Experience

Essential

• Experience of working with the general public
• Experience of working in a healthcare setting
• Experience of managing multidisciplinary teams
• Experience of performance management, including appraisal writing, staff development and disciplinary procedures
• NHS/ Primary Care general practice experience

Desirable

• Relevant health and safety experience in General Practice
• Experience of successfully developing and implementing projects

Skills and Personal Qualities

Essential

• Excellent communication skills (written, oral and presenting)
• Strong IT skills (generic)
• Excellent leadership skills
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• SystmOne user skills
• Effective time management (planning and organising)
• Ability to network and build relationships
• Ability to implement and embed policy and procedure
• Ability to motivate and train staff
• Polite and confident
• Flexible and cooperative
• Excellent interpersonal skills
• Motivated and proactive
• Ability to use initiative and judgement
• Forward thinker with a solution focused approach
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Confident, assertive and resilient
• Ability to drive and deliver change effectively
• Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions

Desirable

• Ability to recognise opportunities to enhance service delivery
• Strategic thinker and negotiator
• Proven problem solving and analytical skills

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

Todmorden Group Practice

Address

Todmorden Health Centre

Lower George Street

Todmorden

West Yorkshire

OL14 5RN

Employer's website

https://www.todmordengrouppractice.nhs.uk/index.aspx (Opens in a new tab)