Job Description

Job Title: TLCP Site Operations Supervisor

Overview:

To be responsible for the efficient management and operation of the site team, ensuring all administrative duties are performed effectively and to the required standard, meeting the objectives of the Site.

Mission Statement: 'Each and every patient Matters'

TLCP Partnership aims to provide high quality health care in a responsive, supportive, courteous and cost-effective manner. We will:

Provide a service which puts patient welfare at the heart of all we do Work within the framework of NHS Primary Care Services to provide professional medical, nursing and other services which meet the identified needs of patients Promote best practice through utilising specialist expertise within the practice team and externally and encouraging the continuous professional development of all members of the practice team Nurture a culture which is innovative, forward looking and adaptable Take into account the evidence provided by scientific and medical research in our treatment

Values

Caring for wellbeing in body, mind, spirit and relationships

Conveying compassion in word and action Assessing and responding to needs Providing an appropriate range of services Maintaining a health promoting environment

Respecting all

Showing courtesy Seeking to understand Treating all fairly Valuing each person as a unique individual Being especially supportive to the vulnerable

Working as a team

Relating well within the team Valuing the contribution of each team member Building a mutually supportive environment Co-operating with other teams Encouraging responsible involvement by our patients

Integrity

Speaking and acting truthfully Being accountable for our actions

Learning and improving

Adapting to change Building on achievements Developing our services

Primary Responsibilities

:

The following are the core responsibilities of the Site Operations Supervisor. 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 site operation supervisor is responsible for:

Overseeing the administration and assist with the operations of the site, ensuring staff achieve their primary responsibilities Line managing all administrative staff, supporting staff development, providing guidance and direction, ensuring staff are up to date with mandatory training Completing staff appraisals as required in conjuction with the management team Identifying and delivering team training where required including mandatory training in conjunction with HR team Compiling administration staff rotas Developing, implementing and embedding efficient office processes and procedures to adher to current and future legislation Ensuring that the Site is compliant in respect of a CQC inspection To assist the management team meet CQC requirements in preparation and visits Acting as a focal point for the Site ,managing requests from external organisations such as the local police, solicitors, DVLA and other agencies Coordinating the provision of temporary administrative and reception staff ensuring sufficient cover is provided for periods of leave and other staff absences Supporting the management team in premises management to ensure that the facilities are kept clean and functioning Updating the appointment system/rota to reflect leave and other approved absences Monitor effectiveness of the rota system and report any problems or variations to the management team. Use of TLCP approved methodology/Software to record absenteeism/staff leave Providing guidance and advice/response who wish to complain verbally, in writing or any other method. Work with the central complaints team. Oversee clinical and non-clinical stocks management Support and manage any site based IT issues Oversee Pathology results are received and actioned, including completing unmatched reports received Oversee invoices for Insurance Reports (payable to the site) and chase outstanding payments ensuring patient records are updated accordingly Maintain and develop an inventory of equipment held by the site Booking locums when required Oversee and ensure all elements of EMIS Workflow activities processed correctly and in a timely manner Assist the management team with the Significant Events process Support investigation and the draft a response with relevant personnel for sign off by the Clinical Lead. Ensure lessons are learnt and actions implemented from complaints/SEA

Secondary Responsibilities:

In addition to the primary responsibilities, the site operation supervisor

Partake in audit as directed by the audit lead Coordinate and produce meeting agendas and record/drafting the minutes and circulation to the relevant team Support the management team in the maintenance of the Site portion of the TLCP website and social media accounts , if any Monitor and promote the use of the Friends and Family Test Champion continuous improvement, encouraging staff to participate and make suggestions for CI initiative Assist with QOF targets Schedule and take minutes for the Patient Participation Group meetings

Generic Responsibilities

:

Equality, Diversity & Inclusion

A good attitude and positive action towards ED&I creates and 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 members 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 members have a responsibility to ensure that patients and colleagues are treated with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

The Lewisham Care Partnership (TLCP) is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your 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 and other statutory legislation.

Confidentiality

TLCP 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 all staff will respect their privacy and maintain confidentiality at all times. 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 & 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 TLCP to look for opportunities to improve quality and share good Site.

TLCP continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

Induction Training

On arrival at the Site all personnel are to complete a Site/TLCP induction programme; this is managed by the line manager.

Learning and Development

The effective use of training and development is fundamental in ensuring that all staff members are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the Site training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.

Collaborative Working

All staff members are to recognise the significance of collaborative working. Team work is essential in multidisciplinary environments. Effective communication is essential and all staff members must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

Service Delivery

All TLCP employees must adhere to the information contained with Organisation policies and regional directives, ensuring protocols are adhered to at all times. Staff members will be given detailed information during the induction process regarding policy and procedure.

Security

The security of the Site/TLCP is the responsibility of all personnel. Staff members must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are members of staff to share the codes for the door locks with anyone and are to ensure that restricted areas remain effectively secured.

Professional Conduct

As part of TLCP, staff members are required to dress appropriately for their role. Administrative staff will be provided with uniforms whilst clinical staff must dress in accordance with their role.

Leave

All personnel are entitled to take leave. Line managers are to ensure all of their staff are afforded the opportunity to take a minimum of 20 days leave each year, and should be encouraged to take all of their leave entitlement.

Person specification - TLCP Site Operation Supervisor:

Qualifications:

Essential:

GCSE English (C or above) and at least three others

Desirable-

Educated to A-level/equivalent or higher, with relevant experience AMSPAR qualification NVQ Level 2 in Health and Social Care Leadership and/or management qualification

Experience:

Essential-

Experience of working with the general public Experience of administrative duties Experience of working in a healthcare setting Experience of leading/managing a team

Desirable:

Experience of providing appraisal writing and staff development

Skills:

Essential-

Excellent communication skills (written and oral) Strong IT skills (generic) Clear, polite telephone manner Competent in the use of Office and Outlook Effective time management (planning and organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving and analytical skills Ability to follow policy and procedure

Desirable-

EMIS/SystmOne/Vision user skills

Personal qualities:

Essential-

Polite and confident Flexible and cooperative Motivated Initiative and judgement (knowing when to ask for help) Forward thinker High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure

Other requirements:

Essential-

Flexibility to work outside of core office hours Disclosure Barring Service (DBS) check Maintain confidentiality at all times

STATEMENT:

This document may be amended following consultation with the post holder, to facilitate the development of the role, the TLCP and the individual. It may be reviewed in light of experience, changes and developments. All personnel should be prepared to accept additional, or surrender existing duties.

Job Types: Full-time, Permanent

Pay: Up to 19.00 per hour

Benefits:

Bereavement leave Company pension Employee discount Free flu jabs Free parking Sick pay
Schedule:

Monday to Friday
Work Location: In person