Operational Manager

Job description

Job responsibilities

Summary

To ensure that the PCN has a robust business plan and operational plan in place to meet its planning and service needs as well as the Network DES obligations.

To work with other Service Leads within the PCN to support other responsibilities and objectives. This will include the Leads for Enhanced Access , Impact & Investment Fund as well as the Quality and Outcomes Framework.

To act as the Lead in all Human Resource and Financial operational matters.

General Management

1.In conjunction with the Clinical Director(s) and Management Team ensure that key tasks are performed to enhance the standing of the PCN.

2.Lead on the formulation of the Business Plan ensuring engagement of all Member practices.

3.Provide regular monitoring and reporting of progress against the Business Plan to the Board and All Members forum, including ensuring agreed remedial actions are taken as necessary.

4.Ensure the requirements of the PCN Directed Enhanced Service are met and being reported upon.

5.Coordinate the annual Away Day and other engagement activities.

6.Submit any other reporting information, as required, to the Clinical Commissioning Group and NHS England.

7.Coordinate the completion and monitoring of a PCN wide Enhanced Access Plan and submit returns to the CCG.

8.Coordinate completion of bids to the CCG, which from time to time arise.

9.Report to the Clinical Director(s) and the Executive Board on a regular basis in relation to the job role and performance of the PCN.

10.Ensure information/communications are shared with the PCN team in a timely manner.

11.Ensure that all ongoing corporate reporting requirements are met either directly or through appointed professional advisors.

12.With support from the PCNs professional Human Resource provider ensure that all HR matters are managed appropriately.

13.Take advice and lead of all matters related to PCN Health & Safety.

14.Ensure that learning from individually attended training sessions is cascaded to all members of the team.

15.Attend PCN Manager meeting held by the CCG and other appropriate forums.

16.Develop knowledge in relation to PCN requirements for the Impact and Investment Fund and the Quality and Outcomes Framework in support of the PCN Lead(s).

17.Meet mandatory training and other training requirements.

Human Resource Management (i3 Primary Care Network Limited)

Coordinate production of the ARR Workforce Plan through engagement with Member Practices and thereafter submit to the CCG.

Develop HR protocols and polices in conjunction with the Board and Practice representatives.

Coordinate advertisements and appointments to the ARR roles and vacancies agreed within the Workforce Plan.

Ensure that all necessary employment checks are carried out prior to appointment. E.g., DBS, Entitlement to work in the UK, references, occupational health checks.

Ensure that employment contract documentation is in place.

Ensure that a formal probationary review meeting is held, and that each member of staff is viewed as competent prior to sign off.

Ensure that annual appraisals and objectives are agreed for all ARR staff.

In conjunction with relevant Practices ensure that all mandatory and agreed development training is carried out by ARR staff.

Oversee mandatory training for PCN staff.

Produce a regular PCN staff newsletter to ensure staff are kept informed.

Participate and provide induction and training to the PCN team when required.

Facilitate the use of an agreed HR Management system to ensure that all ARR staff records are maintained.

Ensure that effective procedures are in place for annual leave requests and sickness notifications.

Ensure accurate records of all staff annual leave, sickness and other absences and that they are maintained and monitored.

Work closely with constituent Practices to ensure that ARR staff are being supported and developed as part of the Practice Teams and the PCN organisation.

Ensure effective communication between all members of the ARR Team to promote the PCN as an excellent employer.

Carry out Exit interviews, to inform the PCNs Recruitment and Retention responsibilities.

Ensure that Service Level Agreements are in place and monitored in relation to clinical services provided.

Act as a contact in the revision of the PCNs organisational structure to include working with the appointed Solicitor and Accountant.

Ensure that registration is maintained with the Information Commissioners Office.

Provide monthly and ad hoc reports to the Executive Board on all matters related to Human Resources.

Link with the CCGs Training Directorate so as to ensure that all staff have access to support and training.

Finance

Manage the PCN finances on a day to day basis and take lead role for dealing with outside organisations in this respect.

Ensure that all necessary personal information is in place for the PCNs payroll provider for production of the monthly payroll.

Ensure payment of i3 Ladywood PCN and i3 Primary Care Network Limited invoices and payroll.

In collaboration with the PCNs Finance lead ensure that ARR finances are managed effectively, and workforce plans are affordable.

Monitor use of each Practices notional ARR budget as part of the overall PCNs financial position.

Produce monthly reports for the PCNs Executive Board on all issues finance related.

Prepare and submit monthly ARR financial returns via the relevant Primary Care Portal and ensure reimbursements for these are received accurately.

Manage the PCNs cash flow position.

Maintain cashbooks and reconcile to the bank balances.

Act as the main contact for banking services, with the Banks Relationship Manager.

Ensure that all information at year end is made available to the PCNs Accountant for production of the PCNs and PCN Limiteds annual accounts and deal with any associated queries.

General responsibilities

Health and Safety

To comply with the Health and Safety at Work Act 1974 and other relevant legislation

To take responsibility for own health and safety and that of other persons who may be affected by own acts or omissions

Equality and Diversity

To carry out at all times responsibilities in line with the Equal Opportunities Policy and Procedure.

Confidentiality

To maintain confidentiality of information relating to patients, clients, staff and other users of the services in accordance with Caldicott Guidelines, the Data Protection Act 2018 and GDPR requirements. Any breach of confidentiality may render an individual liable for dismissal and/or prosecution;

Information relating to patients, carers, colleagues, other healthcare workers or the business of the PCN may only be divulged to authorised persons in accordance with the PCN policies and procedures relating to confidentiality and the protection of personal and sensitive data.

NB: This job description outlines the key duties that are expected within the role of Operational Manager, although is not an exhaustive list. It may be amended in line with experience, business requirements and as a result of any future organisational change.

Person Specification

Qualifications

Essential

• - Educated to degree level or higher
• - Evidence of continuing professional development.
• - Worked experience in management and leadership roles.
• - Recognised management qualification or equivalent management experience and training.

Desirable

• - Educated to degree level or higher in Management or similar
• - Finance qualification

Personal Attributes

Essential

• - Working with a high level of autonomy to manage and prioritise own workload.
• - Skilled in delegation to develop staff without overwhelming them
• - Interest and desire to keep up to date with technology and IT Systems.
• - Highly developed people management and leadership skills with the ability to motivate, develop and inspire others as well as mange performance, sickness and welfare as required.
• - Ability to work independently and problem solve.
• - Is responsive and flexible, proactively searches for better ways of delivering services and sees change as an opportunity.
• - Strategic thinking - ability to anticipate and resolve problems before they arise.
• - Able to work collaboratively and influence effectively to persuade and negotiate with others to achieve delivery.
• - Able to present self-confidently and effectively in meeting and presentations as well as one to one.
• - Commitment to team-working and respect for the skills of others
• - Has a responsive, solution focused approach to addressing issues and barriers
• - Excellent organisational skills

Experience

Essential

• - Experience of coaching and mentoring a team
• - Experience of successfully managing multi-disciplinary teams, including welfare, performance, and development.
• - Experience of creating reports, and project plans.
• - Experience of delivering service development and managing projects.
• - Experience of working with a range of busy professionals in a changing environment
• - Knowledge of budget and financial management processes with evidence of successfully managing limited budgets effectively.
• - Experience of working within Primary Care.

Desirable

• - Experienced EMIS software user
• - Experience of managing contracts.
• - Experience of developing business plans / case. (A)
• - Experience of working to targets within a budget. (A)
• - Experience working as a PCN Business Manager
• - Detailed understanding of governance and assurance in complex partnerships.

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

i3 Ladywood Primary Care Network

Address

Newtown Medical Centre

243 Wheeler Street

Birmingham

B19 2ET