Job Description

Are you looking for a new exciting opportunity? Why not join the Wye Valley Surgery Management team. We are looking for someone with a previous background in management or line management to help support the practice manager and partnership. If you have 2 plus years of General Practice experience and looking to grow your career we incourage you to apply.

Job Summary

To support the Practice Manager in all aspects of practice functionality, motivating and managing staff, optimising efficiency and overall performance, ensuring the practice achieves its long-term strategic objectives in a safe and effective working environment.

To manage and coordinate all aspects of practice functionality, motivating and managing staff, patient services, premises and health and safety management.

Through innovative ways of working, support the Practice Manager leading the team in promoting ED&I, SHEF, quality and continuous improvement, confidentiality, collaborative working, service delivery, learning and development and ensuring the practice complies with CQC regulations.

Duties

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.

The Operations Manager is responsible for:

a. Supporting the Practice Manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities. With the expectation that the Practice Manager only needs to get involved in emergency or urgent day-to-day operational issues.

b. Providing leadership and guidance to all reception and admin staff ensuring that they adhere to policy and procedure at all times

c. Overseeing the administrative elements of QOF, liaising with GPs, nursing staff and administrators

d. Implementing systems to ensure compliance with CQC regulations and standards

e. Reviewing and regularly updating job descriptions and person specifications ensuring all staff are legally and gainfully employed

f. Acting as the lead for recruitment including pre-employment checks and DBS

g. Evaluating, organising and overseeing the staff induction programme

h. Implementing and embedding an effective staff appraisal process

i. Implementing and embedding an effective practice and staff development plan for all staff (clinical and administrative) whilst maintaining a robust training record

j. Implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare

k. Leading the management of the clinical system, ensuring IT security and IG compliance at all times and responding to and resolving all local IT issues

l. Leading in EMIS rotas being added to the clinical system for all staff.

m. Actively encouraging and promoting the use of patient online services

n. Updating and acting as the focal point for the practice website and social media sites

o. Guiding staff and developing searches and audits on the clinical system

p. Reviewing and updating clinical templates ensuring they relate to current practice

q. Marketing the practice appropriately to ensure patient population is stable or increasing

r. supporting the practice manager in managing contracts for and highlighting issues with services i.e., cleaning, gardening, window cleaning etc.

s. Guiding the team to reach QOF targets (supported by the nursing and administrative leads)

t. Ensuring the staff implement the practice wide approach to the management of all patient services matters

u. Managing DNAs, providing data and planning tools coupled with liaison with referred repeat offenders

v. lead in the implementation of BrightHR and PracticeHub

w. approve and manage staff annual leave

y. manage and distrabute reception and admin rotas

In addition to the primary responsibilities, the Operations Manager may be requested to:

a. Deputise for the Practice Manager in urgent situations when they are not available.

b. Implement the complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalated to the next level

c. 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

d. Monitor and disseminate information on safety alerts and other pertinent information

e. Support the overall practice clinical governance framework, submitting reports for OQF, enhanced services and other reporting requirements

f. Guide the team to reach QOF targets (supported by the nursing and administrative leads)

g. Brief clinicians on performance levels, advising actions to ensure high achievement across all QOF areas

h. Maintain the significant event database, providing advice to staff and briefing the team at meetings as required

i. Identify trends and devise solutions to reduce risk and repeated occurrences of significant events

j. Develop, implement and embed the practice audit programme (in conjunction with the lead nurse)

k. Support the Practice Manager in the reviewing and updating of practice policies and procedures

l. Support the practice and management team with continuous improvement and change initiatives

Skills

Strong leadership abilities with a proven track record in managing teams effectively. Excellent organisational skills, with the ability to prioritise tasks and manage multiple projects simultaneously. Proficient in problem-solving and decision-making, with a focus on achieving results. Effective communication skills, both verbal and written, to interact with various stakeholders. Experience in supervising staff, providing constructive feedback, and fostering professional growth. Knowledge of operational best practices and industry standards is advantageous.
All staff at this organisation have a duty to conform to the following:

Equality, Diversity & Inclusion (ED&I)

A good attitude and positive action towards Equality, Diversity and Inclusion creates an environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do and it is required by law.

Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Patients have a responsibility to treat other patients and our staff with dignity and respect.

Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued, and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

This organisation is committed to supporting and promoting opportunities for staff to maintain their health, wellbeing and safety.

The post holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines.

All personnel have a duty to take reasonable care of health and safety at work for themselves, their team and others and to cooperate with employers to ensure compliance with health and safety requirements.

All personnel are to comply with the:

Health and Safety at Work Act 1974

Environmental Protection Act 1990

Environment Act 1995

Fire Precautions (workplace) Regulations 1999

Other statutory legislation which may be brought to the post holder's attention

Confidentiality

This organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect that all staff will always respect their privacy and maintain confidentiality.

It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.

Quality and Continuous Improvement (CI)

To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and to discuss, highlight and work with the team to create opportunities to improve patient care.

At this organisation, we continually strive to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone co

unts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

Staff should interpret national strategies and policies into local implementation strategies that are aligned to the values and culture of general practice.

All staff are to contribute to investigations and root cause analyses whilst participating in serious incident investigations and multidisciplinary case reviews.

Induction

We will provide a full induction programme and management will support you throughout the process.

Learning and development

The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake in, and complete mandatory training as directed. It is an expectation for this post holder to assess their own learning needs and undertake learning as appropriate

The post holder will undertake mentorship for team members and disseminate learning and information gained to other team members to share good practice and inform others about current and future developments (e.g., courses and conferences).

The post holder will provide an educational role to patients, carers, families and colleagues in an environment that facilitates learning.

Collaborative working

All staff are to recognise the significance of collaborative working and understand their own role and scope and identify how this may develop over time. Staff are to prioritise their own workload and ensure effective time-management strategies are embedded within the culture of the team.

Teamwork is essential in multidisciplinary environments and the post holder is to work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working and work effectively with others to clearly define values, direction and policies impacting upon care delivery.

Effective communication is essential, and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

All staff should delegate clearly and appropriately, adopting the principles of safe practice and assessment of competence.

Plans and outcomes by which to measure success should be agreed.

Managing information

All staff should use technology and appropriate software as an aid to management in the planning, implementation and monitoring of care, and presenting and communicating information.

Data should be reviewed and processed using accurate SNOMED CT codes to ensure easy and accurate information retrieval for monitoring and audit processes

Service delivery

Staff will be given detailed information during the induction process regarding policy and procedure. The post holder must adhere to the information contained within the organisation's policies and regional directives, ensuring protocols are always adhered to.

Security

The security of the organisation is the responsibility of all personnel. The post holder must ensure they always remain vigilant and report any suspicious activity immediately to their line manager.

Under no circumstances are staff to share the codes for the door locks with anyone and are to ensure that restricted areas remain effectively secured. Likewise, password controls are to be maintained and are not to be shared.

Professional conduct

All staff are required to dress appropriately for their role.

Qualifications

GCSEs in Maths and English C or above Alevels or equivelant B or above
Job Types: Full-time, Part-time, Permanent

Pay: Up to 33,000.00 per year

Benefits:

Casual dress Company pension Free flu jabs Free parking On-site parking Sick pay
Schedule:

Day shift Monday to Friday
Experience:

General Practice: 2 years (preferred)
Work Location: In person

Reference ID: Opsmanager