Job responsibilities
Primary key
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 Manager is responsible for:
Operational Management
Deputising
for the Practice Manager
Attending
meetings on behalf of Practice Manager when required to do so
The ordering
of consumables/Amazon purchases, tea, coffee, and Nespresso capsules etc
Advising the
Practice Manager of any changes that would affect the Business Continuity
Plan
Ensuring
the Business Continuity Plan is regularly updated and that all staff are
informed and understand their roles within it
Supporting
the Practice Manager in the day-to-day operations of the practice
ensuring staff achieve their primary responsibilities
Ensuring
effective rota management, appointment systems, and workflow processes
The
production of GP rotas in conjunction with the HR Partner
The
management of all GP annual leave in conjunction with the HR Partner
The booking
of locums in line with practice protocol and within the agreed budget,
unless prior approval is obtained from the Practice Manager
Managing
contracts for services, highlighting issues and cost efficiencies (e.g.,
cleaning, gardening, window cleaning, etc.)
The
management of all Pension or PCSE related activities and queries.
The
management and processing of all payroll and overtime submissions
Managing
DNAs, providing data and planning tools coupled with liaison with
referred repeat offenders in conjunction with the Data Quality Manager
Overseeing
the administrative elements of QOF, liaising with GPs, nursing staff,
and administrators
Supporting
the delivery of clinical services through efficient administrative
coordination
Ensuring a
high standard of customer service is maintained
Managing
complaints, suggestions, and patient queries in line with policy
Marketing
the practice appropriately to ensure the patient population is stable or
increasing
Liaising
with the accountants for any Xero, payroll, pension or tax queries
Staff Management and Development
Providing
leadership and guidance to all staff ensuring that they always adhere to
policy and procedure
Reviewing
and regularly updating job descriptions and person specifications
ensuring all staff are legally and gainfully employed
Proactively
overseeing HR processes and procedures, ensuring effective and
consistent management of the sickness absence protocol.
Acting as
the lead for recruitment including pre-employment checks and DBS
Evaluating,
organising, and overseeing the staff induction program
Implementing
and embedding an effective staff appraisal process. Fostering a
collaborative and positive work culture
Implementing
and embedding an effective practice and staff development plan for all
staff (clinical and administrative) whilst maintaining a robust training
record
Implementing
effective systems for the resolution of disciplinary and grievance
issues, maintaining an overview of staff welfare
Conducting
appraisals, managing performance, and supporting professional development
Ensuring
effective management of annual leave, maintaining adequate rota coverage
and appropriate skill mix, particularly during peak periods such as
school holidays, Christmas, and around Bank Holidays
The
management of all Registrars in conjunction with Harrogate District
Hospital rota management on HDH systems.
Welfare
The organising
of staff functions eg Christmas, retirements, leaving huddles
The
arranging of collections, gifts, flowers etc in conjunction with the
relevant managers
Compliance and Regulatory Management
Implementing
systems to ensure compliance with CQC regulations and standards
Reviewing
and updating clinical templates ensuring they relate to current practice
Actively
encouraging and promoting the use of patient online services
Clinical Systems and Data Management
Guiding
staff and developing searches and audits on the clinical system in
conjunction with the Data Quality Manager
Ensuring
the practice website and social media sites are up to date in
conjunction with the Data Quality Manager
Guiding the
team to reach QOF targets (supported by the Data Quality nursing and
administrative leads)
Procurement and Supplier Management
Overseeing
procurement and manage relationships with external suppliers
Strategic Planning and Service
Development
Contributing
to business planning and implementation of strategic objectives
Supporting
service development and quality improvement initiatives
Secondary
responsibilities
Patient
and Community Engagement
Leading the management of the Patient Participation
Group in the absence of the Practice Manager
Supporting joint initiatives (e.g., shared
services, ARRS staff integration)
Coordinating practice involvement in PCN
meetings and data sharing
Complaints and Incident Management
Implementing the complaints process,
ensuring complaints are dealt with in a timely manner and, where
necessary, escalated to the Practice Manager or Clinical Lead
Assisting in managing significant event
reviews, audits, and learning processes
Ensuring appropriate documentation and
follow-up of risk incidents or complaints
Compliance and Risk Management
Ensuring all staff are aware of the
management of the premises, including health and safety aspects, and
undertake risk assessments and mandatory training as required
Monitoring and disseminating information on
safety alerts and other pertinent information
Ensuring full compliance with CQC, GDPR,
Health & Safety, and safeguarding regulations
Conducting regular premises risk assessments
and ensure compliance with H&S standards
Liaising with landlords or contractors as
required
Clinical Governance and Quality
Improvement
Supporting the overall practice clinical
governance framework, submitting reports for QOF, enhanced services, and
other reporting requirements
Briefing clinicians on performance levels,
advising actions to ensure high achievement across all QOF areas
Tracking performance-related income (QOF,
enhanced services)
Developing, implementing, and embedding the
practice audit program (in conjunction with the lead nurse)
Assisting with audit preparation and
implement improvement actions
Maintaining clinical meeting records and
action logs
The collation and submission of data for
QOF, Enhanced Services, and other contractual obligations
Policy, Procedure, and Continuous
Improvement
Supporting the Practice Manager in the
reviewing and updating of practice policies and procedures
Supporting the practice and management team
with continuous improvement and change initiatives
Strategic Planning and Funding
Supporting funding applications and bids for
local or national initiatives
Monitoring changes in NHS policy and
commissioning that affect the practice
Producing internal reports or dashboards to
inform decision-making
Data Management and
Reporting
Collection and submission of data for QOF,
Enhanced Services, and other contractual obligations
The production of internal reports or
dashboards to inform decision-making on.
