Operations Manager

KEY RESPONSIBILITIES To meld and sustain the Reception and Administrative staff into one functional working team. To support the Practice Manager in the execution of her role and especially in the absence of the Practice Manager. To be responsible for the day-to-day management of all staff and team leaders. To support the practice in the administration of the Clinical System and other software To provide first point of contact for all premises issues, costing works and reporting to the Practice Manager.
To work with Partners on the production of performance and quality standards within the practice To support the Partners at all times. To be responsible for Health and Safety within the surgery. To ensure accurate clams for work completed by the practice, are submitted after approval by the Practice Manager and to input financial data onto the Practice accounting software. CORE PRINCIPLES To act at all times, in the best interest of the teams and Practice To ensure confidentiality of information (written, oral and electronic) is preserved at all times whether at or away from work.
To follow practice procedures to ensure that Caldicott Guardian and Security requirements are met at all times. To follow procedures to ensure compliance with the Data Protection Act 1998 To follow all practice protocols concerned with the maintenance of ethical practice. To support and participate in initiatives to ensure a safe and healthy environment for all practice users. This includes following procedures to ensure the control of potential hazards to health and safety.
To respect, support, contribute to and take personal responsibility for implementing commitment to Diversity and Equality of Opportunity To contribute to a culture of continuous improvement To deal with complaints promptly and according to organisational protocol To perform duties to standards required by the practice in accordance with quality assurance. To demonstrate commitment to Continuing Professional Development COMBINING THE RECEPTION AND ADMINISTRATIVE TEAM To establish a more closely aligned administration team, which wraps around both reception and administrative staff. To ensure that all staff understand the wider context of their work, so that they understand where their particular element fits, in order to achieve the best outcome for the patient. To chair meetings for the combined groups as well as separate ones as necessary To ensure that all staff who may cross between teams, are fully trained.
Work in Reception, understanding all tasks and organize distribution of their work, ensuring that tasks are shared fairly. Oversee work of administrative staff, to ensure that they spend time working with the reception team, to build a cohesive seamless service. Update and maintain the Standard Operating Procedures for all non-clinical staff. PRACTICE MANAGER SUPPORT Deputise for PM in her absence at Practice and Staff meetings, taking minutes, typing them and actioning any points thought necessary by the Partners or the Practice Manager and to produce these within 2 working days of the meeting, updating PM on her return.
Open incoming post and deal with those matters which are within the post holders remit, the remaining items given directly to the Practice Manager on her return or the partners if urgent. Type up minutes and any other letters as instructed, to timescales as laid down. Support the PM in any other duties that are within the scope of the grade. Be prepared to attend training courses where these are thought necessary to enhance the post holders skills and performance.
To immediately pass complaints to the Practice Manager, for action Deal with Access to Records requests as per practice policy. HUMAN RESOURCES, RECORDS AND TRAINING To keep up to date with all employment law and new legislation To aid with the recruitment, induction, and training of new staff Undertake staff reviews and appraisals as required. Keep accurate records of all Reception & Administrative staff annual and sickness leave and to provide information for payroll purposes by the 20th of each month. Organise staff rotas to ensure adequate staffing levels and to ensure that for routine changes, staff are given at least one months notice of overtime or change requirements.
Monitor and record all staff overtime, sickness and other absence passing payment details to PM. Maintain an accurate log of resuscitation training of all clinical and non-clinical staff and arranging training every year. To liaise and regularly meet with any Team Leaders to ensure completion of any tasks as set by the Practice Manager in good time for deadlines set. Take part in performance review meetings and be involved in disciplinary and grievance proceedings as required by the Practice Manager and in accordance with Practice policy.
IT SUPPORT AND DATA QUALITY Support the practice in any IT matters in the administration of the Clinical System and other software. Be responsible for the administration of the Smart Card system and its maintenance. To provide support, advice and training for current and new practice staff in the use of the Clinical System Liaise with SCWCSU IT support department to resolve other hardware and software issues. Develop and update a Practice Intranet system to include a practice calendar.
Develop and update the Practice website, in conjunction with the Practice Manager PREMISES AND EQUIPMENT To be responsible for the general upkeep of the premises, costing reparations and presenting these to the Practice Manager as requested and within two weeks of instruction. To undertake premises Risk Assessments as laid down in Standard Operating Procedures and to bring to the attention of the PM any matters arising from them. Thence, to implement any changes required, according to timescales given to them. Organise annual inspections and calibration checks, ensuring documentation is up to date and reporting faults to the Practice Manager, along with quotations from remedial actions.
Maintain the Petty Cash account, ensuring that the account balances at the end of each month, and that accurate electronic records are maintained. These should be given to the Practice Manager at the end of each monthly reconciliation. PERFORMANCE AND QUALITY INDICATORS To be aware of national, local and practice quality standards for chronic disease management. To provide support to clinical subgroups 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 provide advice and support for clinical subgroups and to produce regular reports to the Practice Manager on the progress of these groups in achieving their targets. To assist in the production of information for clinical audit as requested by any members of staff. To work with BaNES, Swindon, and Wilts ICB to validate patient information, performing regular checks and quality audits. To take part in significant event auditing meetings, leading sessions when required and ensuring that learning outcomes are addressed and followed through with the appropriate staff.
To report on DES and LES achievement to the Practice Manager SUPPORT FOR THE PARTNERS The post holder will research, monitor, produce and/or type any documentation for the Partners that pertains to clinical and administrative matters related to the practice. These will be presented in a neat and timely fashion to deadlines provided specific to each occasion. HEALTH AND SAFETY The post-holder will support the provision of a safe working environment, to include: Being responsible for the ensuring the H&S manual is up to date and compliant with current legislation and implementing any changes within one month of notification. Undertaking and co-ordinating regular risk assessments and document these on a quarterly basis Ensuring staff are trained in their responsibilities in H&S Changes in the H&S legislation and the implications for the Practice are brought to the attention of the PM.
Act as practice Fire Officer, organising monthly fire equipment checks and six-monthly fire drill and documenting these accordingly.