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Practice Manager/ Operations Manager
3 months ago
Job summary
Do you want to be part of a resilient, innovative and forward thinking practice? Imagine working within a diverse team, where each member is valued, with a key role at Stainland Road. This is a new role for the Practice with opportunities for the right candidate to grow and develop. We are an enthusiastic training practice where you will be well-supported and mentored in your role. Is this the right job for you?
We are looking for someone to contribute to the management, planning and leadership of the practice. We cover a list size in excess of 11,500 patients. We are a well-run, high achieving practice in a pleasant part of Halifax nestling on the border of Huddersfield.
Ideally we are looking for someone to join us full-time but willing to consider a job-share for the right people. Depending on experience the salary will be £35,000to £50, will be working along side the Practice Business Manager and reporting to the Practice Partners.
So should this be your cup of tea (Yorkshire of course) then pick up the phone or email us.
Janet our Business Manager looks forward to hearing from you.
Please note the advert will be closed once a suitable candidate has been recruited.
Main duties of the job
Job Summary:
Contributing to the effective and efficient management, planning and leadership of the practice in optimising quality patient care.
To provide effective day to day management and motivation of all staffwithin the practice.
To develop and maintainindividual and team performance.
To ensure compliance with all currenthealth and safety,employment, data protection and other relevant legislation.
To work within budgets and liaise with the Practice BusinessManager to ensure profitability of the practice, in line with NHS partnersand legislative guidelines
To provide guidance to the partnerson any NHS developments and legislative changeswhich may affect the general management of the practice
To ensure the practiceachieves its long term strategies and key performance indicators.
About us
The team at Stainland Road Medical Centre (SRMC) offer a wide range of services to our patients, with a view to providing a more proactive and coordinated health & well-being approach.
We are very proud to say that we are an accredited Gold Standards Framework (GSF) Practice. GSF isa model of good practice that enables a gold standard of care for people who are nearing the end of their lives. It is concerned with helping people live well until they are also an active Research Practice and currently involved in a number of studies including CanAssess, Prevail & Conquest, Impart, HipDys, Profile, HIS-UK and Panthera.
Job description
Job responsibilities
SUPERVISION andLINEMANAGMENT
To oversee line management, induction, training, mentoring and supervision of practiceadministrative staff
To line manage Office Managers, DataQuality Manager
To administratively line manage salaried clinical staff: carrying out appraisals and ensuringappropriate/necessary induction, training, mentoring and supervision is given.
To administratively line manage trainee clinical staff: ensuring appropriate/necessary induction,training, mentoring and supervision is given.
To develop and maintain effectivecommunication between teams within the practice, leading on Team meetings.
Ensure health & well-being of all members of the team.
HUMAN RESOURCES
To ensure that the practice is staffed and resourced withinbudget by peoplewith appropriate skills,experience and commitment to provide the professional technical, administrativeand interpersonal expertise needed.
To ensure that all training, development and induction of staff is undertaken in line with practicepolicies and procedures ensuring excellent customer care.
To manage annual leave/absenceof Partners, all directly line managed team members and trainee clinical staffto ensure appropriate cover is maintained.
To keep up to date with HRlegislation
To deal with all disciplinary and grievance procedures
HEALTH & SAFETY andPREMISES
To act as the responsible Health and SafetyOfficer
To ensure appropriate risk assessment as required by legislation is carried out
To ensure all Healthand safety policiesare kept up to date and that staff are appropriatelytrained and adhere to the requirements of policy and legislation
To ensure that the buildings, servicesand facilities are well maintained and that regular servicing and testing as requiredby legislation is carried out
Liaisewith Practice Business Manager to advise the partners in making full and effective use of its current premises, equipment and stock.
IT
To ensure the efficient runningof the practice IT Systems
To add clinical rotas to practiceclinical system and action any amendments in a timely manner.
To oversee the updatingand development of the Practicewebsite, on-line appointments,prescribing systems, TV screens and social media as necessary
Ensure maximising the potential use of practice clinical system, and that appropriate computer searches, audits and reports are carried out
Ensure the appropriate trainingof all personnel and usersof the Practice IT systems
Lead on IT crisisprevention and developsystems to protectsecurity of data.
To project manage the implementation of new technology into the surgery,
Liaise with Practice Business Manager to develop the PracticesIT Strategy; preparing business cases for future changes or developments andexploring all relevant avenues of funding
Act as practice administrator for theclinical system and co-ordinator for IM&T hardware and software issues.
INFORMATION GOVERNANCE &GDPR
Ensure compliance with information governance and GDPR requirements
To ensureconfidentiality of data and conformity to the Data Protection Act and MedicalRecords and Reports Acts, the Freedom of Information Act and theCaldicott Report.
To review and update all data protection policy with regardto current legislation
To ensure staffare fully trainedin all data protection matters
To manage all data protection breaches in line with legislation
Liaise with GP CaldicottGuardian to act as the principalpoint of contactin relation to all Data Protection matters
CQC
To ensure compliance of CQC requirements within the surgeryin real time,ensuring appropriate systemsand processes are in place, with regular monitoring.
To manage the process by which the Practice maintainsregistration under theCQC
Support the Partnersthrough any inspection visits from the CQC.
Implement and followup any action or improvements required by the CQC in order to maintainregistration.
PATIENT SATISFACTION andCOMMUNICATION
Deal face-to-face with patients as necessary.
Review patientsatisfaction surveys.
Develop child and family-friendly policies.
Ensure healthpromotion campaigns targetedto relevant groups.
To act as the SurgeryComplaints Manager
Liaise with relevant patientforums and the patient participation group.
Manage patientexpectations about the services providedat the Practice.
Ensure patientinformation is up-to-date and available, such as the practice website,practice brochure, patient newsletter, patient leaflets and waiting roomscreens.
Help the more vulnerable patients to accessthe services offered.
OTHER DUTIES
To troubleshoot and address any day to day operational problems within the premises malfunction of equipment
To participate in relevant management meetings ensuring invites, agendas and minutes are produced in atimely fashion
Toensure that significant event reviews relatingto operational mattersare carried out in an effective manner and learningis embedded into the practice
To plan, manage and reviewall practice policies,systems and procedures ensuring efficient and effective work process
Work with Partners toagree/participate in research projects.
To carry out any otheroperational tasks as requested by a GP Partners or agreed with Practice Business Manager
Manage access to practice clinical system, ensuring smartcardroles are appropriate being setup/deleted in a timely fashion and users arearchived accordingly.
Develop and maintain relationships with external agencies PCN,ICB, LA
Contribute to production of practicedevelopment plans and reports
ImportantNote:
This Job description reflects theduties we currently anticipate the post holder undertaking. You will beexpected to undertake tasks/duties required to maintain the efficient runningof the Practice which may not be detailed on this job description but which arecommensurate with your grade and within your capabilities. Any permanentchanges to this job description will be made following consultation with thepost-holder.
ROLE REQUIRMENTS
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 theright to expect that staff will respect their privacy and act appropriately
In theperformance of the duties outlined in this job description, the post-holder mayhave access to confidential information relating to patients and their careers,practice staff and other healthcare workers.They may also have accessto information relatingto the practice as a businessorganisation. All such information from any sourceis to be regarded as strictlyconfidential
Information relatingto patients, carers,colleagues, other healthcare workers or the businessof the practice may only be divulged to authorised persons in accordance withthe practice policies and procedures relating to confidentiality and theprotection of personal and sensitive data
Health & Safety:
Thepost-holder will assist in promoting and maintaining their own and othershealth, safety and security as definedin the practice Health &Safety policy, the practice Health& Safety manual,and the practice Infection Control policy and published procedures. Thiswill include:
Using personalsecurity systems withinthe workplace according to practice guidelines
Identifying the risks involvedin work activities and undertaking such activities in a way thatmanages those risks
Making effectiveuse of training to updateknowledge and skills
Using appropriate infection control procedures, maintaining work areas in a tidy and safeway and free from hazards
Actively reportingof health and safety hazardsand infection hazardsimmediately when recognized
Keepingown work areas and general / patient areas generally clean, assisting in themaintenance of generalstandards of cleanliness consistent with the scope of the job holders role
Undertaking periodicinfection control training(minimum annually)
Reporting potentialrisks identified
Demonstrate due regard for safeguarding and promoting the welfare of children.
Equalityand Diversity:
The post-holder will supportthe equality, diversity and rights of patients, carersand colleagues, to include:
Acting in a way that recognises the importance of peoples rights,interpreting them in a way that is consistent with practiceprocedures and policies, and current legislation
Respecting the privacy, dignity,needs and beliefsof patients, carers and colleagues
Behaving in a mannerwhich is welcoming to and of the individual, is non-judgmental and respects their circumstances,feelings priorities and rights.
Personal Development:
Assess own performance and take accountability for own actions,either directly or undersupervision
Manage own time effectively, plan and meet personal and Practice targets.
Ensure own personal development through reflection and feedback from Partners and colleagues.
Ensure that personal continuing training needs are identified and met.
Take part in a personal annual appraisal.
Contribute to the effectiveness of the team by reflecting on own and team activities and makingsuggestions on ways to improve and enhance the teams performance
Full job description can be found within the uploaded documents
Person Specification
SKILLS
Essential
Management of a team Sound knowledge of Windows and MS Office Knowledge of Health and Safety legislation Experience of dealing with complaints Knowledge of employment law Experience of managing meetings
Desirable
Experience of staff recruitment and induction Working within general Practice Infection control training Knowledge of S1 Detailed knowledge of GDPR legislation Experience of strategic development and change management
COMPETENCIES
Essential
Attention to detail and accuracy in all tasks Excellent verbal and written communication skills Ability to work autonomously Excellent organisational and time management skills Ability to meet tight deadlines Flexible approach Team player Good sense of humour Problem solving skills Motivational leadership skills Project management
Desirable
Previous experience within an medical centre or other health related environment