Operations Manager Bushey, England
Job description
Attenborough Surgery is a long established, award winning, forward thinking GP practice. We have a practice list size approximately 30,000 patients and are based over 4 surgery sites within 15 minutes drive of each other, serving the population of Bushey and Watford. We are <5 minutes drive from Junction 5 of the M1. We are a single practice Primary Care Network and a well-established training practice, respected for our collaborative working, training, teaching, and personal development within our team.
We are seeking a third Operations Manager to join our team at the surgery. Working 37.5hrs a week, over 5 days. We are looking for a positive attitude, good leadership & organisational skills, and excellent communications skills.
A background in General Practice Management would be an advantage but is not essential.
CLOSING DATE: 12th July 2023
Job Summary:
You will be working in tandem with another two Operations Managers, to provide a timely and responsive service for the implementation and maintenance of all business, administrative, clinical, and patient services. Reporting to the Practice Manager and GP Partners.
To be part of a team responsible for producing performance and quality standards within the practice, and managing data quality issues, and providing advice and guidance to all practice staff in the use of the clinical system. To oversee the claims process for work undertaken as part of enhanced national or local services.
Your team act as practice administrators for the clinical system and as practice co-ordinators for IT hardware issues, working closely with the CCG and Shared Services as responsibility for computer hardware is transferred.
Job responsibilities:
Human resources:
· Ensure personnel records are maintained for all staff, including DBS checks,
absenteeism and training records. Review absenteeism and take forward any required actions
· Implement mandatory and personal development training
· Implement induction training for new staff
· Involvement in the recruitment of new staff
· Involvement of appraisals for staff
Finance:
· Prepare claims as advised by the Practice Manager for enhanced and other services
and ensure payment received
Organisational:
· Involvement in reviewing and maintaining the practice Business Continuity plan
· Assist in maintaining a practice policy register and ensure the reviews are
completed appropriately
· Responsibility for the agenda, minute taking, circulation and follow up actions, of various meetings
· Maintain the content of practice website, and production of the newsletter and
other local publications
· Responsible for the organisation and administration of medical trainees
· First point of contact for updates to the GPDR policies
Premises and Equipment:
· Delegated responsibility from the Practice Manager, in relation to all
aspects of building maintenance and security
Information Technology:
· Involvement in the Implementation and maintenance of all associated requirements, upgrades, security and services supporting the practice’s IT systems
· Audit and maintain confidentiality of information
Production of Performance and Quality Information:
- To be aware of national, local and practice quality standards for chronic disease management
- To provide support to clinical sub groups in correctly identifying and targeting patients for assessment and treatment
- To ensure staff are aware of the importance of maintaining disease registers and assist in the validation process
- To assist in the production of information for clinical audit as requested
- Data quality
- To work with the CCG to validate patient information, performing regular checks and quality audits as requested
- To be responsible for mapping patient information flows.
- To provide support for current and new staff ensuring that data quality guidelines are understood and adhered to
- Practice administrator for clinical system
- To oversee the administration of the clinical systems, ensuring staff complete housekeeping and back ups as outlined in the practice policy
- To ensure the clinical integrity of the system working with the CCG to implement their guidance
- To provide support and advice for current and new practice staff in the use of the clinical system
- Practice co-ordinator for IT hardware
- To maintain an equipment log ensuring that CCG and practice owned equipment is readily identifiable
- To provide support and training for current and new staff in resolving simple problems with PCs and printers
- To liaise with CCG IT support department to resolve other hardware and software issues as requested
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 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 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 implement and lead on the full range of promotion and management of their own and others’ health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include (but will not be limited to):
- Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management
- Maintain and up to date knowledge of health and safety and infection control statutory and best practice guidelines and ensure implementation across the business
- Using personal security systems within the workplace according to practice guidelines
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business
- Making effective use of training to update knowledge and skills, and initiate and manage the training of others
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed
- 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, 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) with other sector managers
- Undertaking periodic infection control training (minimum annually)
- Routine management of own team / team areas, and maintenance of work space standards
- Demonstrate due regard for safeguarding and promoting the welfare of children
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 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
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
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
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s 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 people’s needs for alternative methods of communication and respond accordingly
Contribution to the Implementation of Services:
The post-holder will:
- Apply 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
This job description is intended as a guide to the general scope of duties and is not restrictive or definitive
Salary: Dependent on experience starting at £40,000 per annum
Job Types: Full-time, Permanent
Salary: From £40,000.00 per year
Benefits:
- On-site parking
Schedule:
- Monday to Friday
COVID-19 considerations:
Staff and patients to wear a face mask
Work Location: In person
Application deadline: 27/09/2023
