Practice Operations Supervisor

3 weeks ago

Shrewsbury, Shropshire, United Kingdom The Beeches Medical Practice Full time

Position Overview

An exciting opportunity has emerged for a Practice Operations Supervisor at The Beeches Medical Practice, offering a full-time role of 36 hours per week. This position is designed to assist the Practice Manager in overseeing all operational aspects of the practice, driving staff motivation, and ensuring the practice meets its long-term strategic goals within a safe and efficient environment.

Key Responsibilities

Operational Management

The successful candidate will:

  • Develop and update policies and procedures while staying informed about current regulations.
  • Plan and assess the services provided to patients.
  • Evaluate existing appointment systems and suggest enhancements.
  • Monitor appointment availability and create improvement strategies as necessary.
  • Act as the primary management contact for patient concerns, adhering to the Practice Complaints Procedure.
  • Collaborate with GPs to facilitate on-call, triage, and home visit requests.
  • Ensure sufficient staffing levels for patient services.
  • Assist in organizing seasonal clinics and coordinating administrative support.
  • Build relationships with the Patient Group to explore service development opportunities.
  • Maintain effective communication systems to keep staff informed of procedural changes.
  • Oversee the development and maintenance of all CQC-related policies in collaboration with the management team.
  • Perform additional duties as assigned by the Practice Manager or Partners.
  • Encourage and promote online patient services.

Collaborative Engagement

All team members are expected to recognize the importance of collaborative efforts. Teamwork is vital in multidisciplinary settings, and effective communication is essential for sharing information appropriately.

Human Resources Management

The role will involve:

  • Assisting the Practice Manager with recruitment and developing HR strategies.
  • Supporting HR processes as needed.
  • Maintaining and reviewing job descriptions for various roles.
  • Leading staff induction and training initiatives.
  • Contributing to the Practice Procedures Manual and Staff Handbook.
  • Conducting appraisals and risk assessments.

Staff Leadership

The post holder will:

  • Provide leadership and support to Team Leaders and the Patient Services Team.
  • Assist in organizing staff schedules.
  • Coordinate with management regarding staffing and workflow organization.
  • Engage with other primary healthcare team members and external agencies as needed.
  • Manage holiday requests while ensuring adequate coverage.

Administrative Support

The role will require:

  • Supporting the Practice Manager and Partners by attending meetings and preparing agendas and minutes.
  • Leading monthly meetings for the Patient Services Team.
  • Participating in regular management and team leader meetings.

Information Technology Oversight

The successful candidate will:

  • Understand the appointment system thoroughly.
  • Possess a working knowledge of relevant software and hardware.
  • Coordinate with IT support for minor issues.
  • Assist the Quality and IT Manager with IT-related challenges.
  • Ensure the telephone system meets the needs of patients and the practice.

Facility Management

The post holder will:

  • Oversee the daily presentation of the practice, ensuring a welcoming environment.
  • Organize staff responsibilities for maintaining cleanliness in shared areas.
  • Address maintenance and building concerns, reporting to the Practice Manager.
  • Monitor fire and water safety testing and risk assessments.
  • Coordinate with cleaning staff to address issues and manage infection control.

Training and Development

The role will include:

  • Leading training initiatives within the practice.
  • Identifying training needs through analysis and discussions with management.
  • Ensuring compliance with mandatory training requirements.
  • Coordinating the practice training program and maintaining up-to-date records.

Communication Skills

The post holder will:

  • Foster positive relationships with patients, staff, and visiting professionals.
  • Communicate effectively with the Practice Manager regarding personnel matters.
  • Collaborate closely with the Primary Care Network Team.

Health and Safety Compliance

The successful candidate will:

  • Promote health, safety, and security in line with Practice policies.
  • Identify risks associated with work activities and manage them appropriately.
  • Utilize training to enhance knowledge and skills.

Commitment to Equality and Diversity

The post holder will:

  • Support the rights of patients, carers, and colleagues, ensuring respect for privacy and dignity.
  • Maintain a welcoming and non-judgmental environment.

Additional Responsibilities

Other duties may be assigned by the Practice Manager or Partners as needed.

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