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Job description

JOB DESCRIPTION

OPERATIONS MANAGER

RESPONSIBLE TO: Practice Manager/Partners

OVERVIEW

This is a role established to support the Practice Manager in carrying out day-to-day efficient and effective organisation of the Practice and to provide an element of cover or source of advice in the event of their absence.

The post-holder will work closely with, and under the direction of, the practice manager to improve standards across a wide range of clinical and administrative activity. The position is suitable for someone who wishes to demonstrate initiative and to develop their own skills.

MAIN PURPOSES

• To provide support to the practice manager in project work, and in the running of key systems and procedures.
• To be responsible for the promotion, monitoring and documentation of performance and quality standards within the practice, using IT and manual solutions under the direction of the practice manager. To become familiar with all relevant aspects of the clinical software system.
• To manage data quality issues, providing support and guidance to practice staff in the use of the clinical system to promote quality achievement.
• To undertake specific assigned tasks, project support, or development / change work which may arise from time to time.
• The post-holder will need to become familiar with all functions of the clinical system and their applications, plus national and local quality standards for primary care.

The post holder will be aware of the various statutory requirements and will assist in implementation as directed by the practice manager. There is a need to work closely with reception and clinical staff to ensure the smooth running of the practice, reporting any problems encountered to the relevant person.

Training requirements will be monitored by yearly appraisal. Personal development will be encouraged and supported by the practice. It is the individual’s responsibility to remain up to date with recent developments.

Principal Duties and Responsibilities

Health & safety, facilities:

The post-holder will assist in promoting and maintaining 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:

• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks. Undertake risk assessment as required.
• Making effective use of training to update knowledge and skills
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and keeping them free from hazards
• Actively reporting health and safety hazards and infection hazards immediately when recognised
• Undertaking periodic infection control training (minimum annually)
• Reporting potential risks identified
• Demonstrate due regard for safeguarding and promoting the welfare of children.
• To oversee room stock for visiting providers
• Ensure rooms are ready and up to required standards for users with the personal assistant
• To ensure deliveries are booked in and put away into the correct area of the practice, delivery notes and invoices retained by management office.
• To ensure buildings, services and facilities are effectively maintained
• Responsibility for equipment maintenance, testing, repairs in line with legislative and insurance requirements

Production of performance and quality information

• To ensure that documentation (electronic and paper-based) exists to support performance standards across the full range of performance-based activity – QOF, Enhanced Services etc. To process QOF reports as requested ensuring targets are reached.
• To assist in the production of information for clinical audit.
• To undertake ad-hoc work related to the performance of the practice under the guidance of the practice manager.
• To utilise the facilities by managing room bookings for visiting providers
• To carry out actions arising from meetings under direction of the practice manager

HR

• Responsibility for HR function for staff including recruitment, training programme, appraisals and maintenance of staff files
• Encourage and develop good working practices among members of staff
• Maintain effective communication between practice teams to ensure a high standard of information flow within the practice
• Oversee departmental holidays ensuring minimal disruption and continuous practice cover

Administrative functions

• Organisation of practice in house training
• Organisation of partnership, managers, clinical team meetings including production of agenda and minutes (with the PM)
• Attend CCG and Locality meetings and other relevant organisational meetings on behalf of PM when required
• Assist with practice complaints
• Be aware of practice protocols and review as required with the PM

Data quality

• To work within the clinical computer system to improve data quality, using the expertise of other data staff where appropriate.

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 recognizes 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 that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

5. 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.

This role is considered to be a developmental position and the jobholder will be encouraged to develop personal and business skills.

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:

• Communicate effectively with other team members.
• Communicate effectively with patients and carers
• Recognise people’s needs for alternative methods of communication and respond accordingly.

Most instruction and communication of activity will be via the practice manager.

External communication will be with patients, Clinical Commissioning Groups and other NHS bodies, and other GP practices and service providers.

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.

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.

Other Personal tasks

• To provide support and training for current and new staff in resolving simple problem with PCs and printers.
• To provide a personal secretarial role to the practice manager as required.
• Control peripheral software packages, running updates, reports and associated administration and assisting the practice manager.
• Become involved with key aspects of the practice manager’s workload and be able to respond to information requests and updates as necessary, being able to run key tasks
• Dealing with patients, and contacts within the NHS and other practices, both in person and on the telephone.
• Administration cover for absences and help with extra-ordinary workloads.
• Be generally involved in the administration of a small business.

Notes
This is not intended to be an exhaustive list of responsibilities, and it is expected that the post holder will participate in a wide range of activities.

Job Type: Part-time
Part-time hours: 15 per week

Salary: £15.00-£17.50 per hour

Benefits:

• Company pension
• On-site parking

Schedule:

• Monday to Friday

COVID-19 considerations:
The current Healthcare requirements are for all to continue to wear facemasks when in the building. This is being reviewed each time there is new guidance released.

Ability to commute/relocate:

• Milton Keynes, MK14 6GL: reliably commute or plan to relocate before starting work (preferred)

Education:

• GCSE or equivalent (preferred)

Experience:

• Operations management: 1 year (preferred)

Work Location: One location