Operations Manager

Job description

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:

Supporting the Practice Manager and Team Leaders in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities.

To maintain Clinical Services and Appointment systems. Manage rotas and assist with deployment and co-ordination.

Providing leadership and guidance to all staff, ensuring that they adhere to policy and procedure at all times

Overseeing the administrative elements of QOF, liaising with GPs, nursing staff and administrators

Implementing systems to ensure compliance with CQC regulations and standards

Reviewing and regularly updating job descriptions and person specifications ensuring all staff are legally and gainfully employed

Assisting the Practice Manager for recruitment including pre-employment checks and DBS

Evaluating, organising and overseeing the staff induction programme

Implementing and embedding an effective staff appraisal process

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

Leading the management of the clinical system, always ensuring IT security AND IG compliance and responding to and resolving all local IT issues

Actively encouraging and promoting the use of patient online services

Updating and acting as the focal point for the practice website and social media sites

Guiding staff and developing searches and audits on the clinical system

Reviewing and updating clinical templates ensuring they relate to current practice

Managing contracts for and highlighting issues with services i.e., cleaning, gardening, window cleaning etc.

Guiding the team to reach QOF targets (supported by the nursing and administrative leads)

Ensuring the staff implement the practice wide approach to the management of all patient services matters

Managing DNAs, providing data and planning tools coupled with liaison with referred repeat offenders

Organise Meetings and Minute Taking

Secondary responsibilities

In addition to the primary responsibilities, the Operations Manager may be requested to:

Deputise for the Practice Manager.

Lead the management of the Patient Participation Group

Implement the complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalate to the next level

Ensure all staff are aware of the management of the premises, including health and safety aspects and undertake risk assessments and mandatory training as required

Monitor and disseminate information on safety alerts and other pertinent information

Support the overall practice clinical governance framework, submitting reports for OQF, enhanced services and other reporting requirements

Brief clinicians on performance levels, advising actions to ensure high achievement across all QOF areas

Maintain the significant event database, provide advice to staff and brief the team at meetings as required

identify trends and devise solutions to reduce risk and repeated occurrences of significant events

Develop, implement and embed the practice audit programme (in conjunction with the lead nurse)

Support the Practice Manager in the reviewing and updating of practice policies and procedures

Support the practice and management team with continuous improvement and change initiatives

Person Specification

Qualifications

Essential

• - Good standard of education with excellent literacy and numeracy skills
• - Educated to A-level/equivalent or higher with relevant experience
• - Leadership and/or management qualification

Desirable

• - AMSPAR qualification

Personal qualities

Essential

• - Polite and confident
• - Flexible and cooperative
• - Excellent interpersonal skills
• - Motivated and proactive
• - Ability to use initiative and judgement
• - Forward thinker with a solution focused approach
• - High levels of integrity and loyalty
• - Sensitive and empathetic in distressing situations
• - Ability to work under pressure
• - Confident, assertive and resilient
• - Ability to drive and deliver change effectively
• - Ability to motivate teams, enhance morale and maintain a positive -working environment, including team building sessions

Experience

Essential

• - Experience of working with the general public
• - Experience of working in a healthcare setting
• - Experience of managing multidisciplinary teams
• - Experience of performance management, including appraisal writing, staff development and disciplinary procedures
• - Relevant health and safety experience

Desirable

• - Experience of successfully developing and implementing projects
• - NHS/Primary Care general practice experience

Knowledge and Skills

Essential

• - Excellent communication skills (written, oral and presenting)
• - Strong IT skills (generic)
• - Excellent leadership skills
• - Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• - Effective time management (planning and organising)
• - Ability to network and build relationships
• - Ability to implement and embed policy and procedure
• - Ability to motivate and train staff

Desirable

• - Ability to recognise opportunities to enhance service delivery
• - Strategic thinker and negotiator
• - EMIS/SystmOne/Vision user skills
• - Proven problem solving and analytical skills

Other requirements

Essential

• - Flexibility to work outside core office hours
• - Disclosure Barring Service (DBS) check
• - Always maintain confidentiality
• - Full UK driving licence

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

Sharnbrook Surgery

Address

Templars Way

Sharnbrook

Bedford

Bedfordshire

MK44 1PZ

Employer's website

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