Operations Supervisor

**Administration Manager**

**Tuesday - Saturday 9am - 5pm**

**Post tile**:Administration Manager

**Line Manager**: Operations Manager

**Job summary**:
To supervise and oversee the day to day running of clinical and non-clinical services provided by GP Healthcare Alliance. To provide vital administrative support to the Clinical Nurse Manager (CNM), Operational Manager and clinical team within GP Healthcare Alliance (GPHA).

**Job responsibilities**:

- Provide general assistance to the Operations Manager (OM) and the wider clinical team within GPHA
- Oversee day to day running of designated clinical services within GPHA
- Ensure service communications to GPHA member practices are consistent and up to date
- Arrange clinical and non-clinical cover for the Extended Access Service contracts and other clinical business
- Circulate relevant updates to GP practices/PCNs where appropriate
- Liaising with OM to develop rotas for all clinical teams
- Create new slot and rota types on SystmOne
- Take general enquiries relating to all GPHA services
- Arrange and confirm meetings and appointments as required
- Collate feedback from patients and member GP practices to circulate to Central GPHA Board members
- Create and complete action logs as required
- Support colleagues to ensure clinical sites have sufficient equipment for appointments
- Arranging appropriate staff cover daily, during sickness and holiday periods
- Ensure front of house is kept in an orderly fashion
- Set up new staff with relevant IT access, including SystmOne, Pathology, Open Exeter

**Other duties**
- Working with CNM and OM to support with the day to day running of GPHA services
- Support the development of new projects within GPHA

**Confidentiality**:

- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers’, hub staff and other healthcare workers. They may also have access to information relating to GP Healthcare Alliance as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the GPHA may only be divulged to authorised persons in accordance with

the GPHA’s policies and procedures relating to confidentiality and the protection of personal and sensitive data

**Training**
- Complete online training modules and face to face training as reuquired

**Health & safety**:
The post-holder will assist in promoting and maintaining their own and others’ health, safety and security.
- Using personal security systems within the workplace according to practice guidelines, such as PPE
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
- Actively reporting of health and safety hazards and infection hazards immediately when recognised
- Keeping own work areas and general/patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role
- Undertaking periodic infection control training (minimum annually)
- Reporting potential risks identified
- Demonstrate due regard for safeguarding and promoting the welfare of children.

**Equality and diversity**:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

- Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

**Personal/professional development**:
The post-holder will participate in any training programme implemented by the practice as part of this employment, with such training to include:

- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

**Quality**:
The post-holder will strive to maintain quality within GPHA, and will:

- Alert other team members to issues of quality a