Operations Manager

Job description

Job responsibilities

Key Responsibilities

• To support the practice Business Manager and Admin Manager in the smooth running of both practices
• To be responsible for the day to day management and input of the accounts package and payroll

To be responsible for the day-to-day management of receptionist and admin staff

• To act as IT manager in the administration of the Clinical System and other software
• To provide first point of contact for all premises issues, costing works and reporting to the Practice and Business Manager

To support the Clinical Team when required

Support with training and induction of staff when required

Support with HR responsibilities

Contribute to the management of QOf

Ensure all staff training is kept up to date

Ensuring practice policies and protocols are up to date and circulated to staff

Work as Safeguarding and Reseach Admin Lead

Core Principles

To ensure confidentiality of information (written, oral and electronic) is preserved at all times whether at or away from work

To follow practice procedures to ensure that Caldicott Guardian and Security requirements are met at all times

To follow procedures to ensure compliance with the Data Protection Act 2018

Apply practice policies, standards and guidance

To support and participate in initiatives to ensure a safe and healthy environment for all practice users. This includes following procedures to ensure the control of potential hazards to health and safety

To demonstrate commitment to Continuing Professional Development

To demonstrate computer literacy

To work autonomously at the branch site reporting to the Practice and Business Manager

Support in Completing of monthly and quarterly claims

Open incoming post and deal with those matters which are within the post holders remit, the remaining items given directly to the Practice and Business Manager on her return or the partners if urgent

Support Business Manager and Admin manager in any other duties that are within the scope of the grade

Be prepared to attend training courses where these are thought necessary to enhance the post holders skills and performance

To acknowledge complaints within two working days of their receipt as per practice policy and assist in investigation of, and response to each complaint alongside the Practice and Business Manager

Deal with Access to Records requests as per practice policy.

Finance

Scan, file and log accounting documents/bookkeeping

Maintain the Petty Cash account, ensuring that the account balances at the end of each month, and that accurate electronic records are maintained

Human Resources, Records and Training

To keep up to date with all employment law and new legislation.

Ensure compliance with the GDPR and FOI along with other relevant legislation and professional information management standards such as GMC/BMA and LMC guidance

To aid with the recruitment, induction and training of new staff.

Undertake staff reviews and appraisals as required

Keep accurate records of all staff annual and sickness leave for payroll purposes

Organise staff rotas to ensure adequate staffing levels and notify staff of any changes

Monitor and record all staff overtime, sickness and complete return to work interviews

IT Support and Data Quality

Support the practice in any IT matters in the administration of the Clinical System and other software

Be responsible for the administration of the Smart Card system and its maintenance

To provide support, advice and training for current and new practice staff in the use of the Clinical System

To liaise with ICB IT support department to resolve other hardware and software issues

Premises and Equipment

To be responsible for the general upkeep of the premises, costing reparations and presenting these to the Practice and Business Manager as requested

To undertake premises Risk Assessments as laid down in Standard Operating Procedures and to bring to the attention of the Practice and Business Manager any matters arising from them and to implement any changes required.

Organise annual inspections and calibration checks of equipment, ensuring documentation is up to date and reporting faults to the Practice and Business Manager, along with quotations for remedial actions

Health and Safety

Be responsible for the ensuring the Health & Safety manual is up to date and compliant with current legislation and implementing any changes within one month of notification

Undertake and co-ordinate regular risk assessments and document these on a quarterly basis.

Ensure staff are trained in their responsibilities in Health & Safety

Changes in the Health & Safety legislation and the implications for the Practice are brought to the attention of the Practice and Admin Manager

Act as practice Fire Officer, organising monthly fire drills and documenting these accordingly

Communication

The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognize peoples needs for alternative methods of communication and respond accordingly

Confidentiality

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
• In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Contribution to the implementation of services:

The post-holder will:

• Apply practice policies, standards and guidance
• Discuss with other members of the team how the policies, standards and guidelines will affect own work
• Participate in audit where appropriate

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:

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

Sharing knowledge and good practice from outside learning within the wider team

Quality

The post-holder will strive to maintain quality within the practice, and will:

Alert other team members to issues of quality and risk

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

Effectively manage own time, workload and resources.

Person Specification

Qualifications

Essential

• GCSE Grade A to C in English and Maths
• Demonstrable high level IT skills

Experience

Essential

• Previous experience in a management or operational role
• Previous experience of working within a GP practice

Desirable

• Experience of using SytsmOne

Employer details

Employer name

Park Lane Practice

Address

7-9 Park Lane

Swindon

SN1 5HG

Employer's website

https://www.parklanepracticeswindon.nhs.uk/ (Opens in a new tab)