Operations Manager- GP Surgery-30 hours/week

Job description

Job responsibilities

Main Responsibilities

The following are the core responsibilities of the assistant manager. 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: patient services supervisor, nursing team (for non-clinical matters), and all administrative and secretarial teams.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.

• Assist with recruitment and selection of employed staff.

• Assist with preparing staff contracts recommending and making changes as required.

• Maintain, develop and run the practice new staff induction procedures including IT training and

  compliance.

• Establishing, reviewing and regularly updating job descriptions and person specifications, ensuring all

  staff are legally and gainfully employed.

• 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 and co-ordinate training and identifying suitable courses.

• Developing, implementing and undertaking an effective staff appraisal process. Ensuring all staff in the

  team are appraised annually and have a personal development plan which must be followed up.

• Undertake regular one to one meetings with teams to review their development objectives,

  performance and any other work based issues.

• Lead and participate in, regular team leader and staff meetings, setting agendas, chairing and taking

  minutes where necessary. Follow-up any matters arising.

• Implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an

  overview of staff welfare and undertaking regular staff reviews.

• Co-ordinate and contribute to the agenda for Practice Learning Time (afternoon closure)

• Oversee authorisation and administration of the staff annual and other leaveorganising in line with

  agreed policy.

• Supervise doctor and staff duty and holiday rotas so as to maintain the efficient running of the practice, book locums when required.

• Ensure monthly overtime claims are received on time and are authorised.

• Assist the practice manager and partners with planning and implementation of any necessary staff

  changes.

• 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.

• Cover deputised responsibilities on behalf of the practice manager.

1. 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.

• Complete and return out of hours marginal duty doctor rotas monthly.

• Co-ordinate rotas for providing extended hours and improved access, ensuring requirements of the

  specifications are fulfilled.

• Co-ordinate rotas for practice share of Covid19 vaccination programme and local Covid19 hub.

• Assist with the co-ordination and implementation of various NHS programmes and campaigns

• including, seasonal flu vaccination programmes.

  JD/Person SpecificationAssistant ManagerFebruary 2021

  • 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.

  • Co-ordinate and contribute to the agendas for certain practice meetings, take minutes and implement

    actions as required.

  • Maintain, develop and run the Practice inhouse complaints systemincluding 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 and registered 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.

    1. Information & Management Technology

    • Oversee the repeat prescribing system

    • Supervise / coordinate and undertake computer searches and reports as required

    • Carry out monthly searches for diabetic retinopathy and ensure data is processed and submitted to the

      provider.

    • 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.

      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

    • Making effective use of training to update knowledge and skillsJD/Person SpecificationAssistant ManagerFebruary 2021

    • 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

    • Demonstrate due regard for safeguarding and promoting the welfare of children

      General

    • 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

• Excellent communication skills, oral and written.
• Previous experience of leading and managing people in a fast paced patient service setting.
• A proven history of developing the skills and confidence of a team and team members to fulfil their
• potential.
• Ability to build strong working relationships with your team.
• Ability to assertively manage difficult conversations with team members and patients
• Ability to confidently and continually challenge the status-quo and effectively manage conflicts
• priorities in the workplace.
• Ability to contribute to improving access for patients, including managing change, developing new
• systems and procedures.

Experience

Essential

• Good standard of education with excellent literacy and numeracy.
• SkillsLeadership and / or Management Qualification
• Experience of working with the general public.
• Experience of working in a health care setting.
• Experience of managing large multidisciplinary teams.
• Experience of performance management, including appraisal writing, staff development and disciplinary procedures Experience of successfully developing and implementing projects.
• Experience of workforce planning, forecasting and development NHS / Primary Care General Practice experience.
• Relevant health and safety experience.
• Experience of chairing meetings, producing agendas and minutes.

Desirable

• Educated to degree level in healthcare or business
• AMSPAR Qualification
• 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

St. Andrew's House Medical Centre

Address

2 Waterloo Road

Stalybridge

SK15 2AU

Employer's website

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