Operational Coordinator

6 months ago

Newton Abbot, United Kingdom Ashburton Surgery Full time

Key Job Responsibilities Equipment and Premises To ensure the premises and equipment are compliant with all health and safety laws and requirements o Maintain premises and equipment issues log o Manage the servicing and maintenance of all medical equipment o In partnership with the Practice Manager agree and maintain a capital equipment replacement plan o Health and Safety policy, Risk Assessments, COSHH Assessments and other associated processes and policies o Regular inspections of the premises to check for any health and safety issues and review against risk assessments o Organise and support external contractors to complete maintenance work and any repairs or replacements, premises and equipment compliance checks (within relative timeframe) o Manage maintenance contracts for services required including undertaking audits as required i.e. cleaning, gardening, window cleaning o Conduct weekly fire system testing o Assist with planned/unplanned evacuation drills and complete the report o Assist with fire and emergency evacuation planning o Conduct regular checks of the accident book and complete a monthly report o Conduct regular checks of the first-aid boxes to ensure sufficient, in-date supplies; replenishment ordering as required Finance To ensure the business is compliant with Financial Regulations through robust finance support administration: o Review all incoming invoicing and check/resolve for discrepancies and plan payment based on the payment deadline and to optimise our cash flow o To ensure the Practice Manager has all the invoicing needed to make payments o To raise invoicing for patients, businesses and claims as required o Reconcile statements including credit card statements, cardnet machine, private services o Review all income and expenditure statements, identifying any inaccuracies and rectifying such issues, informing the Practice Manager as necessary o Maintain an effective system for the handling of petty cash o To assist the external Bookkeepers and Accountants with queries and documentation as required Employment To ensure the business is compliant with employment law and associated information governance laws: o Maintain the personnel records in line with employment law and information governance guidelines o Maintain a personnel information log to record the key information needed for all staff o Assist with recruitment process including pre employment checks o Assist with new staff inductions, ensuring new staff induction information is kept up to date o Assist with holiday, sickness and other absence recording o Calculate holiday entitlement allowances and reviewing usage throughout the year, keeping staff informed o Assist and support the Senior Management Team with any employment policies and procedures that are triggered, such as Sickness Absence Management, Disciplinary, Grievance, Performance Management o Assist and support the Senior Management Team with appraisals, making sure copies are stored in the personnel files o Ensure the staff complete their mandatory training as required. To maintain training records for all staff on our online learning portals o Create and maintain leavers files that are compliant with retention periods for the data Information Governance To assist the Information Governance Team to ensure the business is compliant: o Attend Information Governance meetings, taking minutes and distributing as required o Assist with Data Protection documentation completion and collation, including Data Sharing Agreements, DPIAs etc o Assist with the liaison with our Independent Data Protection Officer(s) o Conduct regular room checks to ensure compliant with data protection laws o Conduct regular audits of our clinical system to ensure appropriate use in line with legal parameters o Assist with the completion and maintenance of all data logs; Data Breaches, Freedom of Information, Caldicott Guardian o Assist with Data Breach investigations o Assist with the completion of our annual data toolkit completion o Support the Practice Manager with completion and monitoring of our Complaints and Concerns Log, Compliments Log and Significant Events/Near Misses Log o Assist with staff information and training relating to Information Governance CQC To ensure the business is compliant with CQC Regulations oCoordinate Patient Participation Group (PPG) meetings, in partnership with the Practice Manager create agenda and take minutes, distributing as required o Be the liaison point for the Patient Participation Group o Providing administrative service for meetings as required i.e clinical/compliance o Assist the Infection Control Lead to ensure we are compliant, liaising with cleaning company and waste disposal companies as needed o Ensure all documentation for CQC is up to date and submitted in a timely fashion o Assist with preparation for a CQC Visit, or response to a CQC enquiry o Assist the Senior Management Team and Business Partners with any CQC requirements, as needed G

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