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Operations Lead

6 months ago

York, United Kingdom MyHealth Group, York Full time

**Job Title**:Operations Lead

**Hours per week**:37.5 hours per week

**Location**: Any My Health Site (or remote with agreement)

**Accountable to**:Practice Business Manager (PBM)

**Background**: MyHealth is a large, semi-rural, dispensing practice caring for almost 19,500 patients. There are four practice premises across the area that cover three Local Authorities (CYC, NYCC and ERYC). MyHealth provide primary care services from each of the four sites, in line with GMS contractual requirements.

MyHealth is also a part of the York East PCN (Primary Care Network) which also comprises of Pocklington Group Practice and Elvington Medical Practice. Together they look after nearly 45,000 patients covering a large semi-rural area to the East of York.

**Job purpose**: To play a key role in co-ordinating and supporting the activities of the organisation by providing full administrative support to the PBM and the Practice in general.

**Responsibilities**:(Including but not limited to other duties as appropriate to the role)

**Payroll**:

- Carry out payroll for the practice on a monthly basis (following all processes from HMRC messages, starters, leavers, RTI etc)
- Manage and rectify any payroll queries in an accurate and time sensitive manner
- Ensure attention to detail and accuracy with all payroll duties
- Update the ARRS portal each month and submit the return by the deadline
- Run the monthly RTI submission and upload to HMRC
- Submit pension figures through the NEST/NHS Pensions portals
- Advise Finance/PBM of values for HMRC and pension payments

**CQC**:

- Keep accurate logs of actions and delegate/cascade as needed
- Ensure the practice is CQC compliant - KLOE, fundamental standards
- Ensure actions are met in a timely manner
- Stay familiar with all legislation through research and CPD
- Liaise with relevant SMT/Partners with updates
- Attend and contribute to meetings
- Ensure information is shared and displayed for patient use
- Maintain policies and procedures and ensure they are accurate and current

Health, Safety and Facilities:

- Act as the responsible person for Health and Safety (with support from PBM)
- Act as the responsible person for Infection Control and Prevention, working with the Senior Nurse (with support from PBM)
- Act as a point of contact for reporting health and safety issues and follow appropriate protocols
- Oversee the role of Business Support Executive to ensure audits are completed adequately
- Manage the audit process and ensure admin tasks are completed timely and remain compliant by those involved

**Reporting**:

- Complete a monthly report outlining practice performance, highlighting trends and understanding anomalies
- Declare the practice Opel status to the ICB on a daily basis, ensuring this is a true reflection of practice capacity
- Complete a weekly GPAS update to the LMC, ensuring this is a true reflection of practice capacity

**Projects**:

- Act as a key person in project planning and discussions, demonstrating ability to lead and contribute
- Support the SMT and PCN with achieving the maximum QOF and IIF achievement
- Support the SMT in planning new projects and initiatives
- Keep abreast of local planning and changes that may impact the practice. Ensure this information is reported so that SMT are aware and can plan accordingly
- Ensure communication across the practice teams is robust and clear when a new initiative is put in place
- Engage with staff and patients for ideas and suggestions
- Actively support annual campaigns as required by SMT

**General**:

- Support the Practice Business Manager as required upon request
- Support the Partnership and SMT as required
- Prepare / draft meeting agendas and supporting paperwork, as appropriate, ensuring that this information is circulated to the relevant individuals in good time
- Minute meetings (some of which may be of a confidential nature) accurately and distribute in a timely and appropriate fashion
- There may be a requirement to attend some meetings for minute taking both inside and outside of the practice
- Arrange internal and external meetings, some of which may be of a sensitive nature, liaising with other staff as appropriate to set a mutually convenient time / date. This will include booking the venue, equipment, refreshments and any other necessary arrangements
- Assist with planning and organisation of the staff conference and learning events, workshops including CQC and study days for individuals or groups, covering all aspects of the event from start to finish, attending unless deemed unnecessary
- Establish and maintain efficient office systems, particularly filing, and retrieving information including the management and destruction of old files where relevant
- Make a positive contribution to the practice team and undertake any necessary duties (including covering for colleagues) to ensure a first-class service is provided to all internal and external customers
- Support the practice