Operations Manager

Job description

Job responsibilities

Please note, additional responsibilities may be required depending on the changing demands of the NHS

Management and Operations

The post holder will:

• Contribute to practice strategy and best practice operationally on clinical and administrative areas; formulate objectives and research and develop ideas for future practice development
• Monitor and evaluate performance of the practice team against objectives; identify and manage changeon a daily basis
• Develop and maintain effective communication within the practice and with relevant outside agencies and health professionals
• Independently and collaboratively project manage new and developing service change within the practices/primary care network (PCN)
• Ensure the practice meets CQC standards daily

Human resources

• Oversee the recruitment and retention of staff and provide strong personnel management monitoring performance and providing constructive and effective feedback/guidance
• Ensure that all staff are legally and gainfully employed. Monitor skill mix and deployment of staff
• Manage staffing levels within target budgets
• Conduct, evaluate, organise and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role
• Conduct effective staff appraisal and monitoring systems
• Support and mentor staff, both as individuals and as team members
• Implement effective systems for the resolution of disputes and grievances
• Keep abreast of changes in employment legislation
• Maintain up-to-date HR documentation (including job descriptions, employment contracts and employment policies)

Financial management

• Manage invoicing and seek to maximise income
• Assist with negotiations with the ICB, PCN and NHS England reconcile and ensure the practice receives the appropriate payments via the multiple income streams due and equitable allocation of resources
• Understand and report on the financial implications of contract and legislation changes
• Manage appropriate systems for handling and recording of cash and cheques and petty cash.

Organisational

• Assist with meetings, prepare agendas and ensure distribution of minutes as necessary
• Develop and maintain Practice protocols and procedures, review and update as required
• Ensure that Practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place
• Manage the procurement of practice equipment, supplies and services within target budgets
• Maintain and review Health & Safety policies and procedures and keep abreast of current legislation
• Arrange and ensure appropriate insurance cover
• Ensure that the Practice has adequate disaster recovery procedures in place
• Arrange appropriate maintenance for practice equipment
• Monitor and oversee Practice locum requirements.

Patient services

• Adopt a strategic approach to the development and management of patient services
• Ensure service development and delivery is in accordance with local and national guidelines
• Ensure that the practice complies with NHS contractual obligations in relation to patient care
• Maintain registration policies and monitor patient turnover and capitation
• Oversee and/or develop and manage an effective appointments system
• Oversee and/or organise surgery timetables, duty rotas and holiday cover
• Routinely monitor and assess practice performance against patient access and demand management targets
• Manage and implement an effective complaints management system
• Assist with Patient Participation Group where needed

Information management and technology

• Manage and oversee the evaluation of and plan practice IT implementation and modernisation
• Manage and oversee the latest development in primary care IT and disease coding
• Manage and oversee the motivation, support and monitoring of staff in the use of IT; organise, oversee the organisation of and evaluation of IT training
• Manage and oversee setting of targets and monitoring standards for data entry and data collection
• Ensure that the practice has effective IT data security, back-up, maintenance and disaster recovery plans in place
• Liaise with the ICB regarding systems procurement, IT funding and national IT development programmes.
• Help maintain the practices website.

Confidentiality:

• GDPR and Data Protection
• To ensure confidentiality of data and conformity to the Data Protection Act and Medical Records and Reports Acts, the Freedom of Information Act and the Caldicott Report.
• To review and update all data protection policy with regard to current legislation
• To ensure staff are fully trained in all data protection matters
• To manage all data protection breaches in line with legislation

Health & safety:

• The post-holder will implement and lead on the full range of promotion and management of 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 (but will not be limited to):
• Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
• Maintain and up to date knowledge of health and safety and infection control statutory and best practice guidelines and ensure implementation across the business
• 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 across the business
• Making effective use of training to update knowledge and skills, and initiate and manage the training of others
• Using appropriate infection control procedures, maintaining work areas in a tidy, clean safe way and free from hazards, and initiation of remedial / corrective action where needed
• Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised
• Undertaking periodic infection control training
• Routine management and maintenance of work space standards

Equality and diversity:

• The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
• Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.

Personal/Professional development:

• The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
• NHS Mandatory training and additional training where requested
• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality:

• The post-holder will strive to maintain quality within the practice, and will:
• Alert the management team to issues of quality and risk in a timely fashion
• Assess own performance and take accountability for own actions, either directly or under supervision
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources

Communication:

• The post-holder should have excellent interpersonal skills to:
• Communicate effectively and constructively with other team members
• Communicate effectively and with kindness with patients and carers
• Recognise peoples needs for alternative methods of communication and respond accordingly

Person Specification

Qualifications

Essential

• - Educated to degree level
• - At least 2 years experience in a managerial role is essential
• - Primary or Secondary care NHS experience is essential

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 Good Practice

Address

409 Kings Road

London

SW10 0LR

Employer's website

https://www.thegoodpractice.london/ (Opens in a new tab)