Operations Lead

Job summary

An exciting opportunity hasarisen to join Beacon Medical group Operational team.

The successfulapplicant will help provide essential support to the operations Manager, withfull line management responsibility of the care coordinators. Play a key role in the delivery of the PCN DES in areassuch as our care home service. The role will lead on delivering patient centredcare with the care co-ordinators.

In addition, the operations lead will provideleadership to the dispensary staff, ensuring safe, effective, and high-qualitydispensary services are provided to patients. The role will play a key role insubmission and management of data and claims to support this.

Supporting thewider team operational team in the overall day to day operations to ensure theservices run effectively and efficiently as possible.

This role is hours perweek.

Interviews will be Monday9th December 2024 at Plympton health centre.

Main duties of the job

The role is varied and will keep any candidate interested day today. Working hours a week the ideal candidate must have a flexible cando attitude with a passion for excellence and an ability to work well within ateam.

The role of the OperationsLead is to provide essential support to the Operations Manager in theoperational delivery of a portfolio of clinical services and administrativefunctions. The post holder isaccountable to the senior leadership team.

With full line management responsibilityof the care coordinators the Operations Lead will be responsible for ensuring asmooth and effective, high quality administrative service is provided for theCare Home and Pharmacist Teams. Lead our care co-ordinators to deliver patientcentred care.

In addition, the Operations Lead willprovide Leadership to the Dispensary Staff, ensuring safe and effective, highquality dispensing services are provided to patients.the role will play a key role in the submission and management of data andclaims to support this.

About us

Beacon Medical Group Practice is a single practice, Primary Care Network (PCN), providing care to 43,000 patients across Plympton and the South Hams. We are a team of Partners, Salaried GPs, Paramedics, Clinical Pharmacists, Pharmacy Technicians, , Practice and specialist Nurses, HCAs, Phlebotomists, First Contact Physios, Social Prescribers, Advanced Clinical Practitioners, Clinical Practitioners and Administrative support staff. Our mission is to give all our patients the right care, at the right time, in the right place. We are a forward thinking partnership always looking for opportunities to improve services for our patients. We have a good reputation for delivering good healthcare, leading at scale and innovating primary care services. This is a really exciting time to be joining us as we diversify our teams, our partnership and services.

If you join our team; you will receive support, opportunities to grow in your role, training, and work with colleagues who care about you.

Job description

Job responsibilities

The Operations Lead will report to the Operations Manager and will have line management responsibility for their designated staff and departments. They will be responsible for the day to day clinical and non-clinical activities within portfolio area, ensuring the services run effectively and efficiently as possible, and ensure these services are managed in accordance with agreed objectives, targets and quality standards. The ability to identify activity variances and pressures is essential, as is the ability to problem solves and provide solutions.

Key responsibilities include:

To support the overall delivery of the practice enhanced dispensing services, providing hands on operational day-today support to deliver services in line with expectation, taking timely corrective action as required.

Play a key role in the delivery of PCN DES, ensuring services meet the specification, requirements and drive the services to delivery against targets.

Ensure KPIs are met and delivered for services and relating reports and data are completed and submitted in a timely manner.

Promote and maintain positive working relationship with clinicians, clinical professions, external organisations and other departments to ensure the smooth running of the practice.

Ensure effective clinic utilisation and capacity planning, identifying where there are inefficiency or lack of capacity and take steps to address issues.

Provide operational leadership to ensure the production, implementation and revision of Standard Operating Procedures is completed with support from the Operation Manager and Pharmacy Team Lead.

Provide day to day supervision of the staff within the delegated services, ensuring that they deliver an effective, quality service to patients.

Operational lead the dispensary to meet Medicines Optimisation Targets.

Provide operational oversight and management of the dispensary, supporting the safe and effective running of the site, working with the Pharmacy Lead in developing and maintenance of standard operating procedures, and supporting the submission of monthly, quarterly, and annual claims in line with guidance from DSQS.

To be responsible for your own continuing self-development, undertaking training as appropriate.

To undertake other duties appropriate to the grading of the post as required.

Operational:

Provide day to day operational management support to designated services as required.

Have an excellent understanding of the PCN DES and service requirements. Ensure services meet the specification, requirements and drive the services to delivery against targets.

To resolve any issues and complaints raised by patients in relation to designated services, in line with organisation policy and procedure.

Ensure that patient satisfaction questionnaires and other feedback in collected and monitored on a regular basis.

Ensure the management of all patient information is in line with data protection policies.

Provide activity reports to the Operations Manager as required.

Support the submissions to the ICB, ICS, NHS England, Prescribing Authority, Meds Optimisation Teams, and other organisations, as delegated, ensuring these are submitted in a timely manner.

HR and Training

Provide day to day supervision of and management of staff.

Manage, organise and support staff effectively through work planning, 1:1 meetings and appraisals, including performance and productivity monitoring.

Undertake formal quarterly performance reviews and 1:1 meetings with direct reports against objectives.

Arrange with HR appropriate staff training to ensure staff are compliant with current guidance and legislation.

Evaluate, organise, and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role.

Ensure training packages are planned and rolled out to the relevant teams in relation to service improvement changes.

Ensure staff compliance with training provided by the Group.

To be actively involved in the recruitment processes for new staff

Manage the staff rota for designated areas, to ensure that appropriate cover is provided for each service as required.

Communication

Develop and maintain effective communications within the team, the Practice, the Group and with relevant outside agencies.

Ensure all communication, which may be complex, contentious or sensitive, is undertaken in a responsive and inclusive manner.

Liaise with members of external organisations as necessary.

Develop and maintain effective communications within across the practice and with relevant outside agencies to ensure the efficient and effective running of the practice site.

Key Working Relationships:

Senior Leadership Team

Pharmacist Lead

GPs

Pharmacists

Administration Staff

Dispensary Staff

Care Home Staff

Medicines Optimisation Teams

Commissioning Teams

Patients

Governance

Engage and contribute to processes that ensure the Group meets the requirements of the Care Quality Commission

Ensure service development and delivery is in accordance with local and national guidelines.

Complete audit cycles and data recording

Identify and record risks and issues, developing contingency plans with service and contract leads.

Ensure the PCN is compliant with health and safety policies and procedures to reflect current best practice.

Ensure that the PCN board and Clinical director adhere to the governance structure as set out in the network agreement.

Quality & and Improvement

Work collaboratively as a key member of the practice team, help develop and promote a positive working culture, encouraging staff participation and involvement in developing and improving their own contribution towards the success of the surgery and the organisation.

Implement relevant initiatives which improve services delivered to patients and the operational effectiveness of the defined service areas.

Manage small services changes or assist in wider organisational change as required, ensuring that thorough planning, stakeholder engagement, patients communication and resource planning.

Proactively take steps to ensure compliance with internal and external governance requirements.

Financial management

Manage staff budgets by delegation under the guidance of the Operations Manager, taking responsibility for overtime allocation.

Lead on the review of PCN service budgets offering guidance and understanding to delegated specifications.

Working with the Leadership team report on the viability of PCN Services and IIF budgets and targets, allocating resources and ensuring the service provided is value for money.

Support income through the delivery of Enhanced Services/PPA/Prevalence/QOF/KPI, IIF, and other income generating services.

General:

To undertake any other duties commensurate with the post and to react to statutory, legislative and NHS policy within the scope of the role.

Health and Safety

Ensure all members of staff comply with the Groups health and safety policy.

Carry out risk assessments to comply with current Health and Safety legislation.

Ensure any health and safety concerns are reported to the Operations Manager

To be aware of and adhere to applicable practice rules, regulations, legislation and procedures, national legislation (Health and Safety, COSHH, Data Protection).

Equality and Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues.

Act in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with group processes and policies and current legislation.

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.

Behaving in a manner that is welcoming, non-judgemental and respects the individuals circumstances, feelings, priorities and rights.

The details contained in this job description are not exhaustive and may change as the post develops.

Confidentiality:

To maintain confidentiality of information acquired in the course of undertaking duties for the practice.

Person Specification

Skills

Essential

Good numeracy skills Excellent interpersonal and communication skills Ability to work under pressure within a multidisciplinary team. Ability to work to own initiative. Ability to problem solve. Reliability and flexibility Can do attitude/ positive attitude. Ability to make decisions, use own initiative and be innovative. Able to understand and anticipate the needs of customers and identify solutions to meet the company objective of continuous improvement in the service. Well, organised with good time management skills, leadership and delegation skills. Evidence of creative and inspiration approach to problem solving Ability to relate to people and build effective working relationships within and across teams

Desirable

Ability to keep informed. Able to provide support and cross cover at most levels

Qualifications

Essential

Evidence of managing a team Strong ICT skills- Microsoft Excel/ Access/ PowerPoint/ Outlook

Desirable

NVQ Level 3 in administration/ management Supervisory/ management qualification Continuous professional development

Specific knowledge

Essential

This post will involve working across the practice sites; the post holder must hold a full driving licence. Must be able to work flexible hours. The candidate must demonstrate an understanding of our values.

Experience

Essential

Experience of working in the NHS and Primary Care. Experience in healthcare management and operational delivery. Experience of people/ HR management Experience of personnel issues including recruitment, training, and supervision. Proven ability in analytical skills and managing and analysing information. Proficient in using Microsoft office. Experience of clerical and administrative work including setting up new systems and managing change. Experience of delivering an excellent service to customers in a pressurised environment

Desirable

Experience of SystmOne software, including performing searches Significant and demonstrable experience in a staff management position. Awareness of PCN DES Understanding of CQC standards Experience supervising dispensary services.

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