Operation Manager/Assistant Manager GP Practice
1 month ago
Job summary
Overseeingthe day-to-day operations of the practice, ensuring staff achieve their primaryresponsibilities, with support from the Business Manager, motivating andmanaging staff, optimising efficiency and overall performance, ensuring thepractice achieves its long-term strategic objectives in a safe and effectiveworking environment. The OperationsManager will focus on the day-to-day operability of the practice, Confidentiality, Collaborative Working,Service Delivery, Learning and Development and promoting a positive workingenvironment.
Main duties of the job
The following are thecore responsibilities of the operations manager. There may be on occasion, a requirement tocarry out other tasks; this will be dependent upon factors such as workload andstaffing levels:
HR
IT
OPERATIONS
About us
Chiltern House Medical Centre offers clinical services to NHS patients who need to be sure of the very highest standards. But it's how we do what we do that makes the difference. We aim to deliver a genuinely caring and thoughtful patient centred service. From first referral through diagnosis to effective treatment we promise true professionalism. No patient will be discriminated against on the grounds of race, gender, social class, age, religion, sexual orientation, appearance, disability, or medical condition. At the practice, patients come first.
Job description
Job responsibilities
The following are the core responsibilities of the operations manager. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.
The operations manager is responsible for:
HR
a. Overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities,with support from the act as HR lead and to maintain appraisal program
b. Providing leadership and guidance for all practice staff with direct line management for the following staff:Patient ServiceManager, Senior Administrator, Senior Receptionist and the administrative elements of the clinical team.
c. Ensuring staffadhere to policy and procedure at all times, reviewand update practice policies and procedures send updates to the team
d. Developing, implementing and embedding an effective practice training programme for all staff (clinical and administrative) liaising with external agencies when necessarybooking training sessions for PLT learning,maintaining atraining record
e. Manage compliance registers, supporting thebusinessmanager, ensuring DBS checks are conducted
f. Manage and monitor annual leave via Team Net
g. Recruitment of reception and administration staff, provide staff induction and training. Manage new staff inductions and assure completion of new starter packs with department leads
IT
h. Managing the clinical system, ensuring IT security at all timesincluding responsibility of registering new users on all platforms needed such as Emis, Docman, Accu RX and ICE in accordance with new starter form.
i. Responding and resolving all local IT issues where appropriate
j. Guiding staff and developing searches and audits on the clinical system
k. Reviewing and updating clinical templates and rotas and ensuring they relate to current practicemodel, arrange adequate cover if needed. Ensure adequate room rota for all staff and outside bookings to generate income
l. Monitoring and disseminating information on safety alerts and other pertinent information
m. Support the management team in the compilation of practice reports
BAU/Operations
n. Maintaining the significant event database, providing advice to staff and briefing the team at meetings as required. Training, audits and reviews of SEA
o. Developing, implementing and embedding the practice audit programme (in conjunction with the lead nurse)
p. Coordinate all staff absences, maintaining an effective absence register perform the necessary reviews in accordance with practice sickness absence policy when required
q. Manage asset registersand equipment log
r. Act as complaints manager, responsible for all complaints but will respond, investigating and concluding all formal written, maintain an accurate record electronically of all complaints and NHS choices where needed
s. Ensure the all practice leavers have actioned inboxes andwork loaddelegated to them and communicate to leaver to ensure all work is completed in accordance with leavers form including clinical work,docman, tasks, deactivation of smart card etc. Prepare leavers interview
t. Responsible for practice governance board ensure relevance and updated on regular basis
u. Maintain and check Team Net on a regular basis to ensure premise checks are being completed in a timely manner
v. Ensure that escalation letters from OOH relating to frequent use of services by patients is investigated and responded to in a timely manner, ensure documented for future references
w. Dealing with all clinical, sanitary and domestic waste issues and report any concerns to business manager
x. Oversee the process and work for all insurance reports
y. Identifying trends and devising solutions to reduce risk and repeated occurrences of significantevents
z. Liaisingwith theAssura and handyman, dealing with defects, maintenance and all other associated tasks
aa. RA sponsor for practice submit application for smart card, manage and check accuracy of current list of practice users
bb. Managing, organising and conducting PPG meetings
cc. Management of COSH
dd. Risk manager, legionella
ee. PAT testing
ff. Health and safety lead
gg. Fire marshal act as fire lead
Secondary Responsibilities
In addition to the primary responsibilities, the deputy practice manager may be requested to:
a. Manage the practice website where needed
b. Deputise for the business manager in their absence
c. Act as the primary point of contact for NHS(E), CCG, community services, suppliers and other external stakeholders in the absence of the business manager
d. Act as the communication link between the management team and staff
e. Maintain a working knowledge of CCG initiatives in conjunction with BM
Person Specification
Qualifications
Essential
Good standard of education with excellent literacy and numeracy skills; Leadership and / or Management Qualification;
Desirable
AMSPAR Qualification;
Experience
Essential
Experience working with the general public; Experience working in a healthcare setting; Relevant health and safety experience; Experience in performance management, including appraisal writing, staff development, and disciplinary procedures; Experience in workforce planning.
Desirable
Experience in leading multidisciplinary teams; NHS / Primary Care General Practice experience; Experience in producing agendas and minutes for meetings;-
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