Job Description

The following are the core responsibilities of the Practice 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 Practice Operations Manager is responsible for overseeing the day-to-day operations of the practice. Duties include but are not limited to: Organisational Planning Liaising with the GPs to ensure sufficient GP cover is always in place Reviewing admin and nursing rotas always ensuring sufficient cover Ensure adequate availability of nursing appointments Room planning Appointment book changes and management Undertake all mandatory training and induction programmes Support the management team in the compilation of practice reports and the practice development plan Support in the delivery of enhanced services and other service requirements Manage contracts for and highlight issues with services, i.e., cleaning, gardening, window cleaning, etc.



Line management of all nursing, reception and admin staff Management of sickness absence including welfare calls, return to work interviews and monitoring staff compliance with policy Authorisation of staff annual leave ensuring adequate cover is always maintained. Ensuring admin workload is kept up to date Carrying out regular 1 to 1 meetings with admin staff Implementing an effective annual appraisal process for all staff with support from the management team and undertake appraisals for those they line manage Implementing effective systems for the resolution of disciplinary and grievance issues with support from the Practice Manager, maintaining an overview of staff welfare Maintaining an effective overview of and ensuring compliance with HR legislation Recruitment Manage the recruitment and retention of all new staff with support from the Practice Manager/Management Team GP locum recruitment, management and induction Induction of new starters Establishing, reviewing and regularly updating job descriptions and person specifications ensuring all staff are legally and gainfully employed Training Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively Ensuring mandatory training is kept up to date Use the appraisal and 1 to 1 process to identify any training requirements Implement and embed an effective staff development plan for all staff Patient Services Adopting a strategic approach to the management of all patient services matters Actively encouraging and promoting the use of patient online services Ensuring staff are trained in patient online service functions and compliant with practice policies. Lead in the management of the Patient Participation Group Marketing Market the practice appropriately to ensure patient population is stable Update and act as the focal point for the practice website and social media sites Policy Review Coordinating the reviewing and updating of all organisation policies and procedures Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on Safeguarding Adults and Safeguarding Children Communication Developing, implementing and embedding an effective communication strategy, both internal and external Meetings Representing the practice at external meetings as required Annual practice meeting planning Setting agendas and chairing staff meetings Attend and actively participate in practice management meetings Complaints Effectively managing all complaints in line with current legislation and guidance with support from the complaints team. Ensure that staff are fully conversant with the complaints procedure Health and Safety The management of health and safety within the practice including policy review, risk assessments, infection control and mandatory 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 Information Governance Lead the management of the clinical system, always ensuring IT security and IG compliance and responding to and resolving all local IT issues Ensuring review and compliance with IG policies and legislation Completion of annual IG toolkit QOF / Audit Oversee & monitor the administrative elements of QOF throughout the year, liaising with GPs, nursing staff and administrators, ensuring a team approach to fully meet year end targets Support and guide the clinical and admin staff with any searches and audit requirements Manage DNAs, providing data and planning tools coupled with liaison with referred repeat offenders CQC Implement systems to ensure compliance with CQC regulations and standards including keeping aware of new CQC processes CQC ongoing preparation Supporting the Practice Manager & management team with inspection preparation