Job Description

Key benefits of this role include 25 days annual leave, plus bank holidays (pro rata) and eligibility to join the NHS Pension Scheme.

Overall Aim of the Post

The Assistant Operations Manager will work with the Operations Manager to ensure the effective deployment of staff, premises and IT resources to deliver high quality patient services across the 5 PCN Practices Surgeries.

The Assistant Operations Manager will lead on line management of the Prescribing Hub and non-registered ARRS Staff, whilst the Operations Manager will lead on the management of all other staff. The Assistant Operations Manager will be expected to deputise for the Operations Manager whenever necessary.

Background Information

Connexus Primary Care Network brings together five GP Practices serving 54,000 patients in the Brislington, Knowle and Stockwood areas and is responsible for delivering a range of services under the Direct Enhanced contract with NHS England.

Connexus PCN has a growing staff team largely funded through the Additional Roles Reimbursement Scheme. The postholder will work as part of a small central team with the Operations Manager, part-time Project Manager and part-time Finance Officer, two Clinical Directors (GP partners from two practices represented) and Care Coordinator colleagues. This role can be full-time or part-time but needs to work over five days to provide a timely and responsive service.

The PCN staff team work out of several bases including the five GP Practices and Community venues, and occasional working from home, so the ability to manage a remote team is essential for this role.

You will need to develop a close working relationship with the Practice Managers of the five member practices to ensure that they receive effective support from the PCN and its staff.

The successful candidate will:

be an excellent team worker, good at maintaining good communication with colleagues across a number of remote work settings.

be an excellent administrator, with strong IT skills including excel, and experience of primary care systems such as EMIS

have experience of managing staff and using HR systems to analyse the effective delivery of services

be confident to work on priorities set with the Operations Manager, managing their own workload to meet deadlines and the required quality standards

have excellent verbal and written communication skills to support effective teamwork and the delivery of high quality services to patients, their families and carers

have experience of working in health or social care with people, their families or carers, including experience of patient confidentiality, experience of Primary Care is highly desirable, including knowledge and experience of using GP clinical systems

the ability to work with patients from a wide range of social and cultural backgrounds, communication and mental health needs, in order to support the PCN's inequalities priorities for patient care.

willingness to work flexibly/ additional hours when required, to meet work demands

Person Specification

Essential:

GCSE maths and English Grade C or above, or equivalent. Experience of managing a staff team including recruitment, induction, performance management and day to day support. Experience of completing HR administrative systems and processes following agreed policies and procedures. Experience of deploying operational staff to meet identified clinical needs. Ability to organise HR rotas and physical resources (premises/ IT) in conjunction with practice based staff, to ensure delivery of services. Ability to support staff to use GP clinical systems including EMIS, AccuRx, Docman. Interpersonal skills and ability to deal with sensitive issues relating to HR and performance. High level written communication and use of IT literacy including word, excel, outlook etc and ability to use/ learn GP IT systems. Ability to work independently to achieve priorities of the post.

Desirable:

Undergraduate Degree and a willingness to undertake a qualification in Management or Practice Management. Undergraduate Degree and a willingness to undertake a qualification in Management or Practice Management. Experience of managing staff disciplinary/ capability or sickness processes. Experience of facilities management. Experience of Workplace H&S Risk Assessments. Ability to deliver presentations and lead team meetings. Ability to deputise for the Operations Manager when required. HR Policy development. Experience of Complaints Management in NHS Setting.

Job Responsibilities

HR (Prescribing Hub staff and Non-registered ARRS Staff)

Manage the recruitment and selection process for new staff in conjunction with relevant clinical team leads and practice staff, including advertising, interviews, safeguarding/ DBS checks, references and issuing formal job offers and contracts.

Plan and co-ordinate the delivery of the induction process for new staff, in conjunction with relevant clinical team leads and practice staff

To ensure the delivery of a workplan including probationary targets agreed in conjunction with relevant clinical team leads and practice staff

To support the clinal leads in the facilitation of a timely probationary review and confirm in post or set targets for improvement if necessary, in conjunction with relevant clinical team leads and practice staff

Manage requests for annual leave and study leave, ensure these are recorded as necessary according to the PCN Processes.

Manage and monitor the annual statutory/mandatory training programme for all Prescribing Hub Manager and Non-registered ARRS Staff including organising session with external providers, ensure these are recorded as necessary according the PCN Processes.

Manage staff sickness and return to work processes, ensure these are recorded as necessary according the PCN Processes and in conjunction with relevant clinical team leads.

To advise and support the relevant clinical teal lead supervisors and/ or Clinical Director, to ensure good communication on ongoing performance and swift measures to address any concerns about performance.

To advise and support the appropriate clinical teal lead supervisors and/ or Clinical Director to ensure the completion of timely completion of annual appraisal reviews, and complete annual training needs analysis.

To work with the appropriate clinical teal lead supervisors and/ or Clinical Director to implement agreed processes where there are disciplinary, capability, sickness and/ or grievance issues.

To convene, organise and facilitate team meetings for appropriate staff including learning events and the PCN education series

To provide updates to staff on changes to policies and procedures.

Respond to queries and support requests on HR matters from staff in a timely manner

Work with or deputise for where required, the Operations Manager to organise staff away days and social events

Deputise for the Operations Manager when needed, with the appropriate clinical teal lead supervisor or Clinical Director, to manage staff performance including annual reviews, discipline and grievance issues.

Complete exit interviews and handover procedures at the of a period of employment.

Delivery of services

Be the first point of contact to coordinate responses to email/telephone enquiries from the MDT and practices

Support the MDT in the day to day running of clinics ensuring compliance with relevant procedures and policies

Support job planning for appropriate non-registered staff including Care Coordinators and Social Prescribers

Support the Prescribing Hub Team Manager in the day to day running and organisation including when needed HR support

Ensure staff working rotas are kept up to date and communicated with Practices and partner organisations

Structure, input, audit and update EMIS templates, diaries and sessions for ARRS staff

Record, update and analyse PCN data e.g. appointments, patient satisfaction, income and expenditure, to report on service performance and effectiveness

Support the PCN team in coordinating audits to support improved patient outcomes

Undertake data analysis and assist with project evaluation monitoring including returns to the ICB and NHSE.

Assist the Senior Management Team with collation and production of project documentation including project reports and presentations

Link with local community organisations and networks to recruit volunteers and develop volunteer-led projects in support of PCN's work programme.

Support the PCN in developing communication channels between GPs, people and their families and carers and other agencies, including support for our Patient Participation Group, and the development of social media resources such as website and Facebook page

Contribute to risk and impact assessments, monitoring and evaluation of services

Deputise for the Operations Manager in their absence by acting the Complaints Manager for PCN, where patient complaints are made.

Deputise for the Operations Manager in their absence by providing senior Leadership representation at PCN Patient Participation Group

IT support

Order new/ replacement equipment and consumables for staff and keep an up to date record of the PCN IT assets

Support staff to access IT helpdesk where required

Provide day to day support and deal with queries relating to EMIS, AccuRx, Docman and other relevant clinical systems

Ensure staff can access equipment to work from home if required

Develop and maintain databases and systems for monitoring and evaluation purposes

Ensure that accurate records of activity and performance are maintained, and submit returns where required to ensure appropriate remuneration for the PCN

Facilities management

Manage staff accommodation rota including liaison with Practices and external organisations to ensure that all staff have appropriate clinical/non-clinical space for patient contact and administration

Order/purchase supplies for PCN office, staff and projects

Manage PCN space at Brooklea Health Centre including liaison with Practice Managers, NHS Property Services and MPS (phone provider) to resolve any issues

Finance

To deputise when needed for the Operations Manager in supporting the work of the Finance Officer, e.g. to manage PCN income and expenditure including timely payments to Practices and other creditors, and submitting monthly payroll returns

Governance and Project work

To support the Operations Manager and provide cover when required to organise and provide administration for PCN Board meetings To provide administrative support, generating searches and if necessary patient contacts for projects. This may include outcome reports and quality improvement aspects of project work

The above list of tasks is not exhaustive, and may be subject to any changes that can be reasonably and lawfully requested by the PCN Board.

The postholder will be required to comply with the following requirements.

Confidentiality / Data Protection / Freedom of Information

Post holders must maintain the confidentiality of information about patients, staff and other health service business in accordance with the Data Protection Act of 2018. Post holders must not, without prior permission, disclose any information regarding patients or staff. Moreover, the Data Protection Act 2018 also renders an individual liable for prosecution in the event of unauthorised disclosure of information.

Equal Opportunities

Post holders must at all times fulfil their responsibilities with regard to equality laws.

Health and Safety

Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974), and to ensure that agreed safety procedures are carried out to maintain a safe environment for employees, patients and visitors.

Risk Management

All post holders have a responsibility to report risks such as clinical and non-clinical accidents or incidents promptly. They are expected to be familiar with the risk management strategy and emergency procedures and attendance at training as required.

Infection Control

Infection Control is everyone's responsibility. All staff, both clinical and nonclinical, are required to adhere to the Infection Prevention and Control Policies and make every effort to maintain high standards of infection control at all times thereby reducing the burden of Healthcare Associated Infections.

Safeguarding

Within their sphere of competence, each member of staff is responsible for promoting and safeguarding the welfare of the children, young people and / or vulnerable adults for whom they are responsible or may come into contact with, in the job role.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Job Types: Full-time, Permanent

Pay: 30,000.00 per year

Benefits:

Company pension Free flu jabs Free parking
Work Location: Hybrid remote in Bristol BS4 4HU