Practice Operations Leader

3 weeks ago

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

Job Overview

An exciting opportunity has emerged for a Practice Operations Leader at The Beeches Medical Practice, offering a full-time role dedicated to enhancing operational efficiency. This position is designed to assist the Practice Manager in overseeing all facets of practice operations, inspiring and guiding the team, and ensuring the practice meets its long-term strategic goals within a secure and productive environment.

Key Responsibilities

The successful candidate will be responsible for:

Operational Management

  • Formulating and updating policies and procedures while staying informed on current regulations.
  • Planning and evaluating the services provided to patients.
  • Assessing current appointment systems and suggesting enhancements.
  • Monitoring appointment availability and creating improvement strategies as necessary.
  • Acting as the primary management contact for patient inquiries and managing complaints in accordance with established procedures.
  • Collaborating with healthcare professionals to support on-call and triage requests.
  • Ensuring sufficient staffing levels for patient services.
  • Assisting in the organization of seasonal clinics and coordinating administrative staffing.
  • Building relationships with the Patient Group to explore service development opportunities.
  • Ensuring effective communication systems are in place, keeping all staff informed of procedural changes.
  • Maintaining and developing all CQC-related policies in collaboration with the management team.
  • Performing additional duties as assigned by the Practice Manager or Partners.
  • Promoting and encouraging patient online services.

Collaborative Efforts

All team members are expected to recognize the importance of teamwork. Effective communication is crucial in multidisciplinary settings, and all staff must ensure they share information appropriately.

Human Resources Management

The role will involve:

  • Assisting the Practice Manager in staff recruitment and developing HR strategies.
  • Supporting HR processes as required by practice needs.
  • Reviewing job descriptions for team leaders and patient services staff.
  • Leading staff induction and training initiatives.
  • Overseeing the production and maintenance of the Practice Procedures Manual and Staff Handbook.
  • Conducting appraisals and risk assessments.

Staff Leadership

The candidate will:

  • Provide leadership and support to Team Leaders and the Patient Services Team.
  • Assist in organizing staff schedules.
  • Collaborate with the management team regarding staffing and workflow organization.
  • Coordinate with other 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 as necessary.

Information Technology Oversight

The successful candidate will:

  • Have a comprehensive understanding of the appointment system.
  • Possess knowledge of relevant software and hardware.
  • Liaise with IT support for straightforward issues.
  • Ensure the telephone system meets patient and practice needs through regular reporting.
  • Lead new IT projects with support from team leaders.

Premises Management

Responsibilities will include:

  • Overseeing the daily presentation of the practice to ensure a welcoming environment.
  • Organizing staff housekeeping duties.
  • Managing maintenance and building issues, reporting to the Practice Manager.
  • Ensuring compliance with fire and water testing protocols.
  • Coordinating with cleaning staff and addressing infection control concerns.

Training Coordination

The post holder will:

  • Lead training initiatives within the practice.
  • Identify training needs through analysis and consultation.
  • Ensure compliance with mandatory training requirements.
  • Develop an effective induction program.
  • Manage the practice training schedule and maintain accurate records.

Communication Skills

The role requires fostering positive relationships with patients, staff, and visiting professionals. The candidate will need to:

  • Collaborate closely with the Practice Manager on personnel matters.
  • Recognize and address potential conflicts.
  • Ensure smooth communication systems are in place.

Health & Safety Responsibilities

The post-holder will assist in promoting health, safety, and security as outlined in the Practice Health & Safety Policy.

Commitment to Equality and Diversity

The candidate will support the rights of patients, carers, and colleagues, ensuring a respectful and inclusive environment.

Additional Duties

Other responsibilities may be assigned by the Practice Manager or Partners as necessary.

Skills and Qualifications

Essential Skills

  • Strong leadership capabilities.
  • Strategic thinking and negotiation skills.
  • Excellent communication abilities.
  • Proficient IT skills.
  • Ability to prioritize and manage time effectively.
  • Capacity to build relationships and network.
  • Ability to implement policies and motivate staff.

Desirable Qualifications

  • Relevant experience in healthcare settings.
  • Leadership or management qualifications.

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