Job summary
We are looking to appoint an Operations Manager to join our Practice, led by 3 established GP Partners. The successful candidate will be expected to lead the operational management of the practice, working with the Practice Manager, to fulfil our vision of maintaining our current reputation for the delivery of high quality patient care. In order to achieve this focus you will be supported by 3 GP Partners, and a developing team of clinical and non clinical staff
Main duties of the job
We are looking for a motivated and organised individual, preferably with previous experience in General Practice Management, who can lead and inspire through excellent communication and interpersonal skills. Confidence in managing a team and excellent IT skills are essential.
The Operations Manager will work with the Practice Manager to maintain and develop the efficiency of practice processes and systems and to put into place, schemes developed at locality level
About us
We are a small but busy rural Practice operating in Wiltshire, with a proactive involvement in a successful Primary Care Network. We actively participate in shared initiatives such as a Leg Club, Older Persons Team, Physician Associate Programme, First-Contact Physio Team and an effective Covid Vaccination Program.
We are a dynamic team who communicate well and adapt to change responsively.
Our PCN comprises 4 GP Practices, delivering patient centred care to circa 30,000 residents. By working together in a Network, each Practice is able to offer a wider range of services, giving patients faster and more efficient access to the right care and support.
The Devizes PCN is a progressive organisation with a positive and pro-active team culture. We strive to ensure that our colleagues feel well supported both operationally and developmentally. We look forward to hearing from candidates who will thrive within this environment.
The NHS pension scheme is available at the Practice with an opt out option if required.
Date posted
04 April 2024
Pay scheme
Other
Salary
£16 to £18 an hour Dependent on Experience
Contract
Permanent
Working pattern
Full-time
Reference number
A5785-24-0000
Job locations
The Lansdowne Surgery
Waiblingen Way
Devizes
Wiltshire
SN10 2BU
Job description
Job responsibilities
KEY RESPONSIBILITIES
To meld and sustain the Reception and Administrative staff into one functional working team.
To support the Practice Manager in the execution of her role and especially in the absence of the Practice Manager.
To be responsible for the day-to-day management of all staff and team leaders.
To support the practice 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 Manager.
To work with Partners on the production of performance and quality standards within the practice
To support the Partners at all times.
To be responsible for Health and Safety within the surgery.
To ensure accurate clams for work completed by the practice, are submitted after approval by the Practice Manager and to input financial data onto the Practice accounting software.
CORE PRINCIPLES
To act at all times, in the best interest of the teams and Practice
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 1998
To follow all practice protocols concerned with the maintenance of ethical practice.
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 respect, support, contribute to and take personal responsibility for implementing commitment to Diversity and Equality of Opportunity
To contribute to a culture of continuous improvement
To deal with complaints promptly and according to organisational protocol
To perform duties to standards required by the practice in accordance with quality assurance.
To demonstrate commitment to Continuing Professional Development
COMBINING THE RECEPTION AND ADMINISTRATIVE TEAM
To establish a more closely aligned administration team, which wraps around both reception and administrative staff.
To ensure that all staff understand the wider context of their work, so that they understand where their particular element fits, in order to achieve the best outcome for the patient.
To chair meetings for the combined groups as well as separate ones as necessary
To ensure that all staff who may cross between teams, are fully trained.
Work in Reception, understanding all tasks and organize distribution of their work, ensuring that tasks are shared fairly.
Oversee work of administrative staff, to ensure that they spend time working with the reception team, to build a cohesive seamless service.
Update and maintain the Standard Operating Procedures for all non-clinical staff.
PRACTICE MANAGER SUPPORT
Deputise for PM in her absence at Practice and Staff meetings, taking minutes, typing them and actioning any points thought necessary by the Partners or the Practice Manager and to produce these within 2 working days of the meeting, updating PM on her return.
Open incoming post and deal with those matters which are within the post holders remit, the remaining items given directly to the Practice Manager on her return or the partners if urgent.
Type up minutes and any other letters as instructed, to timescales as laid down.
Support the PM 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 immediately pass complaints to the Practice Manager, for action
Deal with Access to Records requests as per practice policy.
HUMAN RESOURCES, RECORDS AND TRAINING
To keep up to date with all employment law and new legislation
To aid with the recruitment, induction, and training of new staff
Undertake staff reviews and appraisals as required.
Keep accurate records of all Reception & Administrative staff annual and sickness leave and to provide information for payroll purposes by the 20th of each month.
Organise staff rotas to ensure adequate staffing levels and to ensure that for routine changes, staff are given at least one months notice of overtime or change requirements.
Monitor and record all staff overtime, sickness and other absence passing payment details to PM.
Maintain an accurate log of resuscitation training of all clinical and non-clinical staff and arranging training every year.
To liaise and regularly meet with any Team Leaders to ensure completion of any tasks as set by the Practice Manager in good time for deadlines set.
Take part in performance review meetings and be involved in disciplinary and grievance proceedings as required by the Practice Manager and in accordance with Practice policy.
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
Liaise with SCWCSU IT support department to resolve other hardware and software issues.
Develop and update a Practice Intranet system to include a practice calendar.
Develop and update the Practice website, in conjunction with the Practice Manager
PREMISES AND EQUIPMENT
To be responsible for the general upkeep of the premises, costing reparations and presenting these to the Practice Manager as requested and within two weeks of instruction.
To undertake premises Risk Assessments as laid down in Standard Operating Procedures and to bring to the attention of the PM any matters arising from them.
Thence, to implement any changes required, according to timescales given to them.
Organise annual inspections and calibration checks, ensuring documentation is up to date and reporting faults to the Practice Manager, along with quotations from remedial actions.
Maintain the Petty Cash account, ensuring that the account balances at the end of each month, and that accurate electronic records are maintained. These should be given to the Practice Manager at the end of each monthly reconciliation.
PERFORMANCE AND QUALITY INDICATORS
To be aware of national, local and practice quality standards for chronic disease management.
To provide support to clinical subgroups in correctly identifying and targeting patients for assessment and treatment
To ensure staff are aware of the importance of maintaining disease registers and assist in the validation process.
To provide advice and support for clinical subgroups and to produce regular reports to the Practice Manager on the progress of these groups in achieving their targets.
To assist in the production of information for clinical audit as requested by any members of staff.
To work with BaNES, Swindon, and Wilts ICB to validate patient information, performing regular checks and quality audits.
To take part in significant event auditing meetings, leading sessions when required and ensuring that learning outcomes are addressed and followed through with the appropriate staff.
To report on DES and LES achievement to the Practice Manager
SUPPORT FOR THE PARTNERS
The post holder will research, monitor, produce and/or type any documentation for the Partners that pertains to clinical and administrative matters related to the practice. These will be presented in a neat and timely fashion to deadlines provided specific to each occasion.
HEALTH AND SAFETY
The post-holder will support the provision of a safe working environment, to include:
- Being responsible for the ensuring the H&S manual is up to date and compliant with current legislation and implementing any changes within one month of notification.
- Undertaking and co-ordinating regular risk assessments and document these on a quarterly basis
- Ensuring staff are trained in their responsibilities in H&S
Changes in the H&S legislation and the implications for the Practice are brought to the attention of the PM.
Act as practice Fire Officer, organising monthly fire equipment checks and six-monthly fire drill and documenting these accordingly.
Job description
Job responsibilities
KEY RESPONSIBILITIES
To meld and sustain the Reception and Administrative staff into one functional working team.
To support the Practice Manager in the execution of her role and especially in the absence of the Practice Manager.
To be responsible for the day-to-day management of all staff and team leaders.
To support the practice 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 Manager.
To work with Partners on the production of performance and quality standards within the practice
To support the Partners at all times.
To be responsible for Health and Safety within the surgery.
To ensure accurate clams for work completed by the practice, are submitted after approval by the Practice Manager and to input financial data onto the Practice accounting software.
CORE PRINCIPLES
To act at all times, in the best interest of the teams and Practice
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 1998
To follow all practice protocols concerned with the maintenance of ethical practice.
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 respect, support, contribute to and take personal responsibility for implementing commitment to Diversity and Equality of Opportunity
To contribute to a culture of continuous improvement
To deal with complaints promptly and according to organisational protocol
To perform duties to standards required by the practice in accordance with quality assurance.
To demonstrate commitment to Continuing Professional Development
COMBINING THE RECEPTION AND ADMINISTRATIVE TEAM
To establish a more closely aligned administration team, which wraps around both reception and administrative staff.
To ensure that all staff understand the wider context of their work, so that they understand where their particular element fits, in order to achieve the best outcome for the patient.
To chair meetings for the combined groups as well as separate ones as necessary
To ensure that all staff who may cross between teams, are fully trained.
Work in Reception, understanding all tasks and organize distribution of their work, ensuring that tasks are shared fairly.
Oversee work of administrative staff, to ensure that they spend time working with the reception team, to build a cohesive seamless service.
Update and maintain the Standard Operating Procedures for all non-clinical staff.
PRACTICE MANAGER SUPPORT
Deputise for PM in her absence at Practice and Staff meetings, taking minutes, typing them and actioning any points thought necessary by the Partners or the Practice Manager and to produce these within 2 working days of the meeting, updating PM on her return.
Open incoming post and deal with those matters which are within the post holders remit, the remaining items given directly to the Practice Manager on her return or the partners if urgent.
Type up minutes and any other letters as instructed, to timescales as laid down.
Support the PM 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 immediately pass complaints to the Practice Manager, for action
Deal with Access to Records requests as per practice policy.
HUMAN RESOURCES, RECORDS AND TRAINING
To keep up to date with all employment law and new legislation
To aid with the recruitment, induction, and training of new staff
Undertake staff reviews and appraisals as required.
Keep accurate records of all Reception & Administrative staff annual and sickness leave and to provide information for payroll purposes by the 20th of each month.
Organise staff rotas to ensure adequate staffing levels and to ensure that for routine changes, staff are given at least one months notice of overtime or change requirements.
Monitor and record all staff overtime, sickness and other absence passing payment details to PM.
Maintain an accurate log of resuscitation training of all clinical and non-clinical staff and arranging training every year.
To liaise and regularly meet with any Team Leaders to ensure completion of any tasks as set by the Practice Manager in good time for deadlines set.
Take part in performance review meetings and be involved in disciplinary and grievance proceedings as required by the Practice Manager and in accordance with Practice policy.
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
Liaise with SCWCSU IT support department to resolve other hardware and software issues.
Develop and update a Practice Intranet system to include a practice calendar.
Develop and update the Practice website, in conjunction with the Practice Manager
PREMISES AND EQUIPMENT
To be responsible for the general upkeep of the premises, costing reparations and presenting these to the Practice Manager as requested and within two weeks of instruction.
To undertake premises Risk Assessments as laid down in Standard Operating Procedures and to bring to the attention of the PM any matters arising from them.
Thence, to implement any changes required, according to timescales given to them.
Organise annual inspections and calibration checks, ensuring documentation is up to date and reporting faults to the Practice Manager, along with quotations from remedial actions.
Maintain the Petty Cash account, ensuring that the account balances at the end of each month, and that accurate electronic records are maintained. These should be given to the Practice Manager at the end of each monthly reconciliation.
PERFORMANCE AND QUALITY INDICATORS
To be aware of national, local and practice quality standards for chronic disease management.
To provide support to clinical subgroups in correctly identifying and targeting patients for assessment and treatment
To ensure staff are aware of the importance of maintaining disease registers and assist in the validation process.
To provide advice and support for clinical subgroups and to produce regular reports to the Practice Manager on the progress of these groups in achieving their targets.
To assist in the production of information for clinical audit as requested by any members of staff.
To work with BaNES, Swindon, and Wilts ICB to validate patient information, performing regular checks and quality audits.
To take part in significant event auditing meetings, leading sessions when required and ensuring that learning outcomes are addressed and followed through with the appropriate staff.
To report on DES and LES achievement to the Practice Manager
SUPPORT FOR THE PARTNERS
The post holder will research, monitor, produce and/or type any documentation for the Partners that pertains to clinical and administrative matters related to the practice. These will be presented in a neat and timely fashion to deadlines provided specific to each occasion.
HEALTH AND SAFETY
The post-holder will support the provision of a safe working environment, to include:
- Being responsible for the ensuring the H&S manual is up to date and compliant with current legislation and implementing any changes within one month of notification.
- Undertaking and co-ordinating regular risk assessments and document these on a quarterly basis
- Ensuring staff are trained in their responsibilities in H&S
Changes in the H&S legislation and the implications for the Practice are brought to the attention of the PM.
Act as practice Fire Officer, organising monthly fire equipment checks and six-monthly fire drill and documenting these accordingly.
Person Specification
Qualifications
Essential
- Evidence of a sound general education to diploma level, or equivalent
- Demonstrable commitment to professional development
Desirable
- CIPD qualification
- Qualification in HR or other leadership and/or management qualification
- Membership of a professional body
Knowledge / Skills
Essential
- Excellent communication skills (written, oral and presenting)
- Excellent interpersonal skills
- Strong understanding of IT systems
- Managing conflict
- Ability to delegate, inspire and motivate
- Ability to prioritise and work to tight deadlines in a fast-paced environment
- Ability to work under pressure
- Ability to follow instruction and take constructive feedback
Desirable
- Computerised clinical systems
- An excellent working knowledge of SytemOne/TPP
- Knowledge of Ardens Manager
- Knowledge and understanding of QOF and GMS services
- Project management
- Influencing and negotiation
- Managing change
- Financial management
- Health and Safety Law
Qualities / Attributes
Essential
- Personable and approachable
- Proactive
- Assertive
- Diplomatic
- Fair
- Team player
- Adaptable
- Honest
- Enthusiastic
Desirable
- Sense of humour
- Innovative
- Strategic thinker
Experience
Essential
- Demonstrable experience of people management skills including recruitment, induction, performance management, staff development, succession planning, disciplinary and grievance
- Experience of workforce planning, including rotas
- Experience of working with the general public
- Experience of working within, and managing a Team
- Experience of complaint handling
Desirable
- Previous primary care / NHS experience at a senior level
- Experience in implementing change management
- Financial management skills and budgetary responsibility
Person Specification
Qualifications
Essential
- Evidence of a sound general education to diploma level, or equivalent
- Demonstrable commitment to professional development
Desirable
- CIPD qualification
- Qualification in HR or other leadership and/or management qualification
- Membership of a professional body
Knowledge / Skills
Essential
- Excellent communication skills (written, oral and presenting)
- Excellent interpersonal skills
- Strong understanding of IT systems
- Managing conflict
- Ability to delegate, inspire and motivate
- Ability to prioritise and work to tight deadlines in a fast-paced environment
- Ability to work under pressure
- Ability to follow instruction and take constructive feedback
Desirable
- Computerised clinical systems
- An excellent working knowledge of SytemOne/TPP
- Knowledge of Ardens Manager
- Knowledge and understanding of QOF and GMS services
- Project management
- Influencing and negotiation
- Managing change
- Financial management
- Health and Safety Law
Qualities / Attributes
Essential
- Personable and approachable
- Proactive
- Assertive
- Diplomatic
- Fair
- Team player
- Adaptable
- Honest
- Enthusiastic
Desirable
- Sense of humour
- Innovative
- Strategic thinker
Experience
Essential
- Demonstrable experience of people management skills including recruitment, induction, performance management, staff development, succession planning, disciplinary and grievance
- Experience of workforce planning, including rotas
- Experience of working with the general public
- Experience of working within, and managing a Team
- Experience of complaint handling
Desirable
- Previous primary care / NHS experience at a senior level
- Experience in implementing change management
- Financial management skills and budgetary responsibility
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 Lansdowne Surgery
Address
The Lansdowne Surgery
Waiblingen Way
Devizes
Wiltshire
SN10 2BU
Employer's website
https://www.devizespcn.nhs.uk/lansdowne-surgery/ (Opens in a new tab)
Employer details
Employer name
The Lansdowne Surgery
Address
The Lansdowne Surgery
Waiblingen Way
Devizes
Wiltshire
SN10 2BU
Employer's website
https://www.devizespcn.nhs.uk/lansdowne-surgery/ (Opens in a new tab)
For questions about the job, contact:
Date posted
04 April 2024
Pay scheme
Other
Salary
£16 to £18 an hour Dependent on Experience
Contract
Permanent
Working pattern
Full-time
Reference number
A5785-24-0000
Job locations
The Lansdowne Surgery
Waiblingen Way
Devizes
Wiltshire
SN10 2BU