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Operations Manager

2 months ago

Coalville, Leicestershire, United Kingdom Long Lane Surgery Full time
Operations Manager Job Description

Long Lane Surgery is seeking a dedicated and enthusiastic Operations Manager to oversee the day-to-day operations of our practice. As a key member of our management team, you will work closely with and report to the Practice Manager.

Key Responsibilities:
  • Support the Practice Manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities
  • Provide leadership and guidance to all staff, ensuring they adhere to policy and procedure at all times
  • Oversee the administrative elements of QOF, liaising with GPs, Nursing staff, and administrators
  • Implement systems to ensure compliance with CQC regulations and standards
  • Direct line management of the following staff: Assistant Manager, Nurse Manager, Pharmacist/Medications Team Lead, Administration Manager, Care Navigation Manager, Clinical Manager
  • Act as the lead for recruitment, including pre-employment checks and DBS
  • Evaluate, organize, and oversee the staff induction program
  • Implement and embed an effective staff appraisal process
  • Implement and embed an effective practice and staff development plan, including mandatory training programs
  • Oversee staff training, ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively
  • Recruit staff, including recruitment, interviewing, and appointment processes
  • Annual performance appraisals for direct reports
  • Perform 3 and 6 month reviews for all new direct reports and ensure these reviews are completed for all staff
  • Coordinate the reviewing and updating of all practice policies and procedures
  • Manage the procurement of practice equipment, supplies, and services
  • Adopt a strategic approach to the management of all patient services matters
  • Implement and embed an effective communication strategy (internal and external)
  • Ensure the practice maintains compliance with its NHS contractual obligations
  • Actively encourage and promote the use of patient online services
  • Liaise at external meetings as required
  • Market the practice appropriately
  • Lead the management of the Patient Participation Group
  • Guide staff and develop searches and audits on the clinical system
  • Review and update clinical templates, ensuring they relate to current practice
  • Oversee the complaints process, ensuring they are dealt with in a timely manner and where necessary escalated to the next level
  • Deal with more complex enquiries from patients, deputizing for the Practice Manager as Practice complaints officer
  • Oversee significant events, ensuring they are dealt with in a timely manner and where necessary escalated to the next level
  • Oversee the management of the premises, including health and safety aspects such as risk assessments and mandatory training, ensuring the Practice is compliant
  • Continually assess and evaluate systems, recommending changes and improvements to the Practice Manager as appropriate
  • Provide and promote an enthusiastic support role and maintain team efficiency
  • Attend and participate in identified practice meetings
  • Identify trends and devise solutions to reduce risk and repeated occurrences of significant events
  • Present findings of annual complaints and significant events to the practice team
  • Look after the welfare of all practice staff
  • Ensure staff adhere to policy and procedure at all times
  • Work as a flexible member of the team to ensure the smooth running of the practice, providing support to other team members when necessary
  • Monitor and disseminate information on safety alerts and other pertinent information
  • Ensure clinical systems have been configured by the IT Officer, as indicated by LHIS
  • Monitor compliance with health and safety legislation, providing leadership and direction for staff
Secondary Responsibilities:
  • Deputize for the Practice Manager
  • Act as the primary point of contact for NHS(E), CCG, PCN, community services, suppliers, and other external stakeholders in the absence of the Practice Manager
  • Support the practice and management team with continuous improvement and change initiatives
  • Ensure all staff are aware of the management of the premises, including health and safety aspects, and undertake risk assessments and mandatory training as required
  • Support the overall practice clinical governance framework, submitting reports for OQF, enhanced services, and other reporting requirements using CQRS/Open Exeter, etc.
  • Prepare agendas for and chair practice meetings
  • Manage the clinical system, ensuring IT security and IG compliance at all times
  • Respond to and resolve all local IT issues where appropriate
  • Ensure the effective use of ERS, EPS, and other IT programs
  • Assist in ensuring all staff are up to date with all mandatory training requirements
  • Assist with the ordering of stationery and supplies and ensure effective stock control as required
  • Act as the building manager, dealing with defects, maintenance, and all other associated tasks
  • Ensure all staff have the appropriate smart card access to the clinical system
  • Coordinate portable appliance testing (PAT)
  • Maintain an equipment log
  • Manage asset registers as directed by the Practice Manager
  • Coordinate all staff absences, maintaining an effective absence register
  • Act as the communication link between the management team and staff
  • Represent the practice locally as required
  • Maintain a working knowledge of ICB initiatives
  • Maintain a working knowledge of CQC requirements
  • Maintain a working knowledge of QOF requirements