Job Description

Operations Lead

Boughton Surgery

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Job overview

Job Title: Operations Lead

Reporting to: Practice Manager

Starting Salary: 14.50 per hour and an increase upon completion of probation.

Working hours: 26 - 32 hours

This advert will close when suitable applications have been received.

Job summary

An exciting new opportunity has arisen for an Operations Lead to join our team, working up to 32 hours per week with flexibility to cover holiday and sickness at short notice.

Applicants must have administration experience and be computer literate.

This advert will close when suitable applications have been received.rs or negotiable

Main duties of the job

For information regarding the duties of this role please see the attached job description.

If you have any queries please email nwicb.boughton@nhs.net and mark for attention of Practice Manager

About us

Please visit our website for information about our practice https://www.boughtonsurgery-norfolk.nhs.uk/

About us

You would be expected to have some supervisory or management experience, excellent interpersonal skills and good IT skills. Knowledge/experience of Systmone is desirable. The candidate will need to have a flexible working approach and have the ability to work with a wide range of professionals, people and patients.

Please refer to the & Person Specification for further details.

If you feel that you are suited to this position, then we would love to hear from you.

Disclosure and Barring Service (DBS) Check

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order (as amended) and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (DBS) to check for any previous criminal convictions.

Job description

To oversee the day-to-day administrative and operational aspects of the practice.

Main duties include but are not exclusive to

- Team Management

- Staff and staff schedules, ensuring sufficient resources to meet demand.

- Ensuring a high-quality service and ensuring compliance with healthcare regulations.

- Streamline workflows, implement quality improvement initiatives to optimise patient care delivery.

- Operational Responsibility and Accountability

- Ensuring smooth running of practice operations within your area of responsibility

- Ensuring staffing levels are sufficient to deliver a quality service.

- Operational responsibility and accountability for implementation of practice aims objective and policies.

- Leadership and planning

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Contributing to the management, planning of the practice within your area of responsibilities with innovative concepts and improvements

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Active understanding of practice aims objectives and policies. Contributing to the maintenance of these policies

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Leading and participating in the development of the practice (people, information and planning) to ensure the practice is operating as an efficient and effective provider of patient care.

Effective communication and collaboration with healthcare providers and administrative staff is essential.

The Operations Lead is responsible for:

The following are the core responsibilities of the operations manager. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

Ensuring the day-to-day operations of the practice.

To deputise for the Practice Manager in their absence whilst on leave, sick or attending offsite meetings, taking decisions within defined limits. Providing leadership and guidance to all staff ensuring that they adhere to policies and procedure at all times. To work closely with the lead administrator and reception lead to ensure all administrative processes are running effectively. Taking absence calls from staff and making immediate arrangements to cover sickness/cancel appointments. Support the practice and management team with continuous improvement and change initiatives. Coordinate, attend and produce all meeting agendas and record the minutes of all meetings except partnership meetings.

To deal with all complaints coming into the practice and record on complaints register all actions taken.

To be able to effectively problem solve on the occasions when we don't fulfil the high standards, we set for delivering patient care. Patient Participation Group Lead, working with the group, attending meetings and taking minutes. Liaising with PCN organising home visits for housebound and care home for ANY vaccinations. Develop and maintain relationship within the PCN and with ARRS staff.

HR responsibilities:

Evaluating, organising and overseeing the staff induction programme. Implementing, completing and embedding an effective staff appraisal process Monitoring monthly absence and taking relevant action if required. Monitor and record all staff overtime, sickness and other absence passing details to PM. Maintain conflict and mediation between individuals and support and work closely with team managers. Identify and deliver team training where required. Run monthly reports on who has outstanding training and informing the leads of this and ensure that it is complete. Be responsible for staff welfare including social occasions. Be responsible for all non clinical staff appraisals
Coordination of rotas and leave management for GP's, Nurses and other staff teams.

Working with reception managers and nurse lead to manager leave for all staff ensuring it is coordinated to enable services to be maintains.

Ensuring nurses are appointments are on the system 12 weeks ahead and have an overview that the clinics are filled ahead of time.

Maintaining workflow of all incoming and outgoing results and registrations, in accordance with practice policy on and cover for annual leave. Ensure doctor's appointment are on the system 8 weeks ahead.

Governance of Services and Facilities

Health and Safety compliance:

Act as the Health and Safety Officer for the practice.

Arrange for appropriate maintenance/calibration of practice equipment, PAT testing and annual BLS training. Ensure all staff are aware of the management of the premises, including health and safety aspects and undertake risk assessments and mandatory training as required.

Act as Fire Safety Officer conducting routine and ad hoc fire drills. Book Fire Warden training as required.

Ensure the security of the premises advising staff on actions to take if a breach or unauthorised visitor is found.

Monitoring and reporting

Implement the complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalated to the next level. Maintain the Petty Cash and Credit card accounts, ensuring that the accounts balance 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. Managing DNAs, providing data and planning tools coupled with liaison with referred repeat offenders. Implementing systems to ensure compliance with CQC regulations and standards. Maintain and update Health and Safety policies as required.

Premises and facilities management

Ensure the upkeep of the premises. Engage with suppliers regarding repairs or maintenance ensuring they are carried out in a timely manner. Ensure access to rooms/cupboards are controlled and any keys are stored in key safes. Manage the rubbish and clinical waste contracts. Ensure the Practice business Continuity Plan is communicated to staff.

IT Support

a. Support the practice in any IT matters in the administration of the Clinical System and other software.

b. Be responsible for the administration of the "Smart Card" system and its maintenance.

c. To provide support, advice and training for current and new practice staff in the use of the Clinical System

d. Liaise with Arden Gem IT support department to resolve other hardware and software issues.

The tasks in this job description are not exhaustive and may include any other task deemed reasonable by the Practice STATUTORY REQUIREMENTS To ensure that all data systems and procedures remain confidential and comply with: Data Protection Act 2018 Access to Health Records 1990 Computer Misuse Act 1990 NHS and Community Care Act 1990 and the regulations relating to Terms of Service under the Act.

.Person Specification

Person Specification - Operations Lead

Experience

Essential

Desirable

Experience of working with the general public

u

Experience of administrative duties

u

Experience of working in a health care setting

u

Experience of leading / managing a team

u

Experience of providing appraisal writing and staff development

u

Skills

Essential

Desirable

Excellent communication skills (written and oral)

u

Strong IT skills (generic)

u

Clear, polite telephone manner

u

Competent in the use of Office and Outlook

u

SystmOne

u

Effective time management (Planning & Organising)

u

Ability to work as a team member and autonomously

u

Good interpersonal skills

u

Problem solving & analytical skills

u

Ability to follow policy and procedure

u

Personal Qualities

Essential

Desirable

Polite and confident

u

Flexible and cooperative

u

Motivated

u

Initiative and judgement (knowing when to ask for help)

u

Forward thinker

u

High levels of integrity and loyalty

u

Sensitive and empathetic in distressing situations

u

Ability to work under pressure

u

Other requirements

Essential

Desirable

Flexibility to work outside of core office hours

u

Disclosure Barring Service (DBS) check

u

Maintains confidentiality at all times

u

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.

Employer details

Employer name

Boughton Surgery

Address

Chapel Road, Boughton, Kings Lynn PE33 9AG

Employer's website

https://www.boughtonsurgery-norfolk.nhs.uk/

To Apply: Please submit CV and covering letter to steve.leadbitter@nhs.net

Job Types: Full-time, Permanent

Pay: From 14.50 per hour

Expected hours: 26 - 32 per week

Benefits:

Company pension Free parking On-site parking Sick pay
Schedule:

Monday to Friday
Location:

King's Lynn PE33 9AG (preferred)
Willingness to travel:

25% (preferred)
Work Location: In person