Operations ManagerNHS

Job summary

Elm Lane & Chapeltown Surgery has an exciting opportunity for a Part-Time Operations Manager (15hrs per week) to join our small friendly GP Practice.

The role of the Operations Manager will play a key leadership role in ensuring the effective, efficient and safe day-to-day operation of the practice, working closely with the Practice Manager and Partners to support the delivery of high-quality primary care services.

Working hours will be between the times of 8am-6.30pm Monday to Friday.

Main duties of the job

Key Responsibilities

1. Operational Management and Practice Organisation

• Take responsibility for the effective day-to-day operational running of the practice.
• Work closely with the Practice Manager and Partners to deliver the practice's aims, objectives and operational priorities.
• Support the planning, development and implementation of changes required to meet the evolving needs of the practice.
• Identify operational challenges and develop practical solutions to improve efficiency, effectiveness and patient experience.
• Monitor practice processes and workflows, identifying opportunities for improvement.
• Ensure agreed operational priorities are delivered within appropriate timescales.
• Coordinate regular and ad-hoc meetings, including arranging attendance, preparing agendas, taking minutes and ensuring agreed actions are followed through.
• Maintain effective communication systems across the practice so that clinicians and administrative staff are kept informed of relevant changes.
• Support the implementation and delivery of practice initiatives and service developments.
• Deputise for the Practice Manager when required.

For further information please see full job description.

Job description

Duties and Responsibilities:

Practice Organisation:

• Support the Practice Manager and deputise in her absence to assist with planning, development and implementation of changes necessary to meet new demands on the practice from internal and external sources.
• Assist the Practice Manager in ensuring that all contracted primary care services are provided to the practice population and that the services are to a high quality.
• Support the practice to introduce, develop and deliver initiatives.
• Be responsible for the coordination of regular and ad-hoc meetings as required, ensuring that all delegates are notified in ample time, co-ordinating and adjusting appointments where clinicians are attending, distributing agendas, taking minutes and ensuring follow-up action is undertaken.

Patient Services:

• Commitment to support the delivery of excellent patient care and enhance patient involvement.
• Develop and maintain good communication with patients, the practice team and with relevant outside agencies and help lead the practice forward and maintain good working relationships with these agencies and professional bodies.
• Support the practice to manage an effective appointment system.

Management Support Duties:

• Assist the Practice Manager to ensure the practice meets its agreed aims and objectives within a profitable, efficient, safe and effective working environment.
• Assist the Practice Manager in ensuring that the Practice is fully compliant in its outcomes eg CQC, premises, inspections and infection control.
• Assist with the production and upkeep of practice policies and procedures under the direction of the Practice Manager.
• Ensure communication systems are running smoothly and clinicians, reception and admin staff are kept fully informed of changes in procedures.
• Be proactive and liaise with the practice manager regarding staffing and organisation of work.
• Assist in supervising and managing the reception and admin staff.
• Monitor and record timekeeping, sickness, unauthorised absences etc. Ensure personnel records are maintained for all staff, including DBS checks, absenteeism and training records.
• Assist in the recruitment, administration, induction and training of new staff members within the organisation.
• Ensure staff are up to date with all mandatory and statutory training including the timely completion of all refresher training modules.
• Coordinate and participate staff inductions, training and appraisals.
• Manage annual leave sheets and annual leave requests from staff, ensuring adequate cover is maintained.
• Support locums and GP trainees working in the Practice.

Practice Premises:

• Monitor equipment and report operating problems to the appropriate parties including third party suppliers and monitor maintenance schedules as appropriate.
• Arrange for repairs or replacements to maintain good working order with the Practice Manager to identify and source suppliers and manage costs.
• Liaise with maintenance contractors when maintenance and development of the premises is required including cleaners, gardener, utilities etc.
• Assist the Practice Manager with all matters relating to Health & Safety for the practice ensuring appropriate checks, risk assessments, schedules and any required repairs are completed within expected timescales in a safe manner.
• Contribute to ensuring premises security.

Information Technology:

• Support in the implementation and maintenance of all associated requirements, upgrades, security and services supporting the practice IT systems
• Audit and maintain confidentiality of information
• Assist and support the practice with data quality
• To perform regular checks and quality audits
• Support the maintenance and content of the practice website and publication of newsletters and other local publications.

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.
• Understand the legislative requirements and practice policies for GDPR and Data Protection ensuring compliance with information governance.
• In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice and partners as a business organisation. All such 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 & Safety:

The post-holder will promote and manage their own health and safety and infection control as defined in the practice health & safety Policy, the practice standard operating procedures, and the practice infection control policy and published procedures. This will include (but will not be limited to):

• Using personal security systems within the workplace according to practice guidelines.
• Awareness of national standards of infection control and cleanliness and regulatory/ contractual/professional requirements, and good practice guidelines.
• Assist in the monitoring of the correct use of standard operating procedures for cleaning and infection control.
• Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised.
• Keeping own work areas and general/patient areas generally clean, sterile, identifying issues and hazards/risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate).
• Assist in the monitoring of waste management including collection, handling, segregation, container management, storage and collection.

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 recognises the importance of peoples 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.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
• Attendance at meetings as specified.
• Attendance at all mandatory and statutory training requirements as indicated by the Practice Manager.

Quality:

The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk.
• Assess own performance and take accountability for own actions, either directly or under supervision whilst embracing the practices ethos of recording of any errors or near misses and learning by mistakes without blame.
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
• Work effectively with individuals in other agencies to meet patients needs.
• Effectively manage own time, workload and resources.

Communication:

The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members.
• Communicate effectively with patients and carers.
• Recognize peoples needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services:

The post-holder will:

• Apply all practice policies, standards and guidance.
• Discuss with other members of the team how the policies, standards and guidelines will affect own work.
• Participate in audit where appropriate.
• Will be expected to cover additional shifts during excessively busy periods and/or annual leave.

This Job Description is neither exhaustive nor exclusive and will be reviewed annually in conjunction with the post-holder at the annual appraisal. The post-holder is also required to carry out any duties that may reasonably be requested by the Partners and Practice Manager.

About us

Our small friendly practice team are based at Elm Lane & Chapeltown. We are a 3 partner surgery with a patient list size of around 5900. Our practice falls within the boundary of South Yorkshire ICB and we are part of the collaborative SAPA5 PCN which consists of 6 Practices.

We are a patient centered practice with a family orientated approach. We are rated Good by the CQC. We are a high-performing practice achieving strong results in QOF.

Our multidisciplinary team includes 1 Salaried GP, 2 Practices Nurses, 1 Healthcare Assistant, 1 Phlebotomist, as well as an experienced administrative and reception team. Our ARRS roles include a physiotherapist, social prescribers, occupational therapist and pharmacists.

We are an accredited training practice and provide education for GP trainees.