Operations Manager( Maternity Cover)

JOB TITLE: Practice Operations Manager ( Maternity Cover )

BASED AT: Alvaston Medical Centre (Alvaston, Derby), but able to travel

SALARY: Negotiable based on experience

HOURS: hrs

REPORTING: Business manager and GP Partners

About Alvaston Medical Centre (14, Boulton Lane, Alvaston, Derby DE24 0GE)

• GP Surgery with branch site in Aston-Upon-Trent covering 12,500 patients
• 3 GP Partners, plus extensive clinical and admin teams.
• High achieving
• Uses Systm1
• CQC rated 'Good'

JOB DESCRIPTION

Key requirement for role is to manage daily operational aspects to ensure smooth running of the surgery and lead on HR functions and compliance.

Core responsibilities will involve:

• Day to day operational management, working closely with and supporting all clinical and admin teams
• HR processes
• IT processes
• Premises management
• Compliance
• Submit financial claims via CQRS etc.
• Chair and minute practice meetings
• Manage patient issues including enquiries, complaints etc.
• Supporting the Practice Manager (PM) with projects to develop and implement processes to achieve clinical targets, including QOF, enhanced services and flu campaigns

DETAILS

You will be responsible for the overall day to day running of the practice reporting to and supporting the Practice Manager (PM).

General

• Be familiar with all functions of TPP Systm1 and applications, plus national and local quality standards for primary care.
• In conjunction with the PM, undertake specific duties in relation to fire safety, health and safety and risk management.
• Undertake regular delegated tasks and special projects as delegated by BM.
• As necessary, attend any meetings as requested on behalf of practice and undertake any follow up action.
• Assist PM in compiling and updating policies and procedures.
• Support practice in maintaining its 'Good' CQC rating and strive towards 'Outstanding'

Operations

• Work closely to support all administrative and reception staff functions and processes.
• Oversee and manage appointments and rotas.
• Carry out audits and reports as required.
• Oversee rotas and annual leave for staff and co-ordinate locums as necessary.
• Work with PM to ensure business continuity is maintained.
• Convene meetings, prepare agendas, and ensure distribution of minutes as necessary.

Human Resources

• Manage training records and schedules for all staff to ensure everyone is up to date.
• Organise in-house practice training.
• Keep personnel records and attendance records.
• Assist the PM in any major changes to the workforce, including recruitment.
• Liaise with out-sourced HR advisors as directed by the PM.
• Line-manage Reception Manager, Admin Manager and Dispensary Manager.
• Overall management of reception and admin teams.
• Carry out appraisals and performance reviews for reception supervisor and office staff.
• Be responsible for staff induction programmes.

Patient Services

• Maintain registration services and monitor patient turnover and capitation.
• Manage patient surveys.
• Patient risk management including investigation of SEA's.
• Provide point of contact for patient advice, queries and complaints that have not been successfully dealt with by reception team.
• Assist BM and responsible Partner to provide and maintain effective complaints management system.
• Liaise with the Patient Participation Group.
• Demonstrate due regard for safeguarding and promoting children's welfare..

Estates Management and Health and Safety

• Ensure practice premises are properly maintained and cleaned.
• Ensure adequate security and fire prevention systems in place and policies followed.
• Oversee maintenance of building and equipment, arranging repairs and contractors as required, whilst ensuring best value for money.
• Implement health and safety and infection control policies and ensure that audits and inspections are undertaken in accordance with the procedures e.g. Legionella assessments.

Financial Management

• Manage and use appropriate systems for handling and recording of cash, cheques, invoices and petty cash.
• Assist PM in monitoring practice budgets.
• Assist with monthly national and local reporting as required.
• Prepare reports for PM as required.
• Monthly claims for example CQRS and Open Exeter.
• Oversee day to day management of enhanced schemes.

Information management and technology

• Be first point of contact for IT issues.
• Work with system suppliers and BM to solve any problems.
• Work with PM to ensure the practice has effective IT data security.

The post-holder will need to become familiar with all functions of the clinical system and their applications, plus national and local quality standards for primary care.

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, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers.
• All 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 practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health and Safety

• Comply with the Health and Safety at Work Act 1974
• The post-holder will assist in promoting and maintaining their own and others' health, safety
• and security as defined in the Practice Health & Safety Policy

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 recognizes 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 which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Changes to the Job Description

This job description is only intended to provide an outline of the key tasks and responsibilities.

Disclosure and Barring Services Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and

Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Person Specification

Experience

Essential

• Experience in effectively supervising/managing teams/staff
• Extensive HR experience
• Experience of working with the general public, managing complaint-resolution and delivering high quality customer service
• Experience of administrative duties
• Excellent and effective communication skills (written and oral)
• Strong IT skills
• Effective time management
• Ability to work autonomously as well as part of a team
• Ability to maintain confidentiality

Desirable

• Experience of premises management
• Experience of working in General Practice or in other healthcare setting
• Knowledge of SystmOne

Qualifications

Essential

• Educated to GCSE level or equivalent, including Maths and English (C or above)
• Evidence of continued professional development

Desirable

• Hold a relevant management qualification

.

Job Type: Full time or Part-time

Salary: £27,500.00-£35,000.00 per year

Benefits:

• Company pension
• On-site parking
• Sick pay

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Derby, DE24 0GE: reliably commute or plan to relocate before starting work (preferred)

Education:

• GCSE or equivalent (preferred)

Experience:

• Operations Management: 3 year (preferred)

Informal visit and discussion are welcome. ,for an informal chat/ arrange a visit.

EMAIL:

Job Types: Full-time, Part-time

Pay: From £18.00 per hour

Benefits:

• Company pension
• Free parking
• Sick pay

Work Location: In person