Operations Manager/ Deputy Practice Manager
- Operations Manager / Deputy Practice Manager Job Description Summary: To provide support to the Managing Partner in all aspects of practice functionality.
Focussing on day
-to-day operability and service delivery.To provide day to day line management of the Reception, Secretarial and Admin teams.
Organisational and Administrative Responsibilities Deputise for the Managing Partner in their absence (and within the scope of the Operations Manager role) Line management of Reception and Admin team including Secretaries
- Take overall responsibility for the efficient running of the administrative function, maintaining effective systems and processes.
To provide leadership and be responsible for the line management of the Reception Supervisors to ensure that they and their teams deliver a responsive, high quality and effective access service.
Working with the Administrative team to maintain systems to ensure effective communication and co-ordination across the sites.To be responsible for the management and maintenance of the Practices clinical and other computer systems ensuring delivery of high standards of data quality, overseeing the security and validation processes for the Clinical System To support the Managing Partner and Practice to facilitate key operational delivery in the event of system disruption, including initiation of business continuity plan Work collaboratively as a key member of the practice team.
Continue, develop and promote a positive working culture, encouraging staff participation and involvement in developing and improving their own contribution towards the success of the Surgery and the Organisation Delegation of tasks to Reception and Admin staff where appropriate Manage information flow from central updates to clinical and non-clinical staff as appropriate Support Managing Partner with PPG engagement Organise Locum cover and update clinics Deal with ad-hoc complaints when required, record and pass to Managing Partner for review or escalation.
At the request of the Managing Partner, deal with and investigate complaints and Significant Incidents in accordance with Practice Policies.Manage records of significant incidents, escalating where appropriate Support the operational planning and facilitation of annual campaigns such as Flu clinics coordinating location, vaccine orders staffing and promotion Process claims according to schedules Participate in the development, production and implementations of policies and procedures Where required chair and co-ordinate on-site operational meetings Where required prepare agendas and ensure minutes are distributed in a timely manner Liaise with external healthcare providers and other organisations, e.g.
district nurses, health visitors, midwives, and palliative care nurses Support and represent the Practice at external meetings and workshops as appropriate Adopt a strategic approach to the development and management of patient services Respond accurately to requests for information, managing input from other members of the Practice as required Staffing: Support with staff appraisals Day to day HR management within current skills and competencies In agreement with Managing Partner, manage informal and formal disciplinary procedures according to Practice Disciplinary Policy.
Manage requests and staff records for annual leave and sickness- Management of sickness/absenteeism in accordance with Practice Policy.
Provide staff/ student inductions when required Arrange and facilitate the appropriate staff training to ensure staff are compliant with current guidance and legislation Quality & Improvement To be accountable for the production of the performance and quality standards within the Practice, delivered through the Quality & Outcome Framework (QOF), enhanced services and other initiatives Engage and contribute to the processes that ensure the practice meet its contractual requirements including those (but not limited to) of CQC, DoH NHSE, ICB, PHE, CQRS.
Contribute to the development of sound clinical governance and risk management within the practice Support and lead where appropriate, the Practice programme of audits and surveys that support evidence measures of improvement Ensure patient satisfaction surveys are undertaken and actions plans implemented and reviewed Support the practice compliance with NHS contractual obligations in relation to patient care Practice and Development To maintain an up-to-date awareness of primary care issues and developments and lead on implementing local changes when requested Support Managing Partner with specific projects as required To advise the Managing Partner on issues that arises with regard to service delivery, quality and performance and to provide solutions to any problem areas Support PCN Manager and Practice in the development and the implementation of PCN projects in line with the PCN contract as relevant to the Practice Financial Role Within the scope of the role maximise income through Enhanced Services /PPA /Prevalence/QoF and other sources of income Within the scope of the role ensure efficient working methods and best use of resources Within the scope of the role ensure control of expenditure whilst ensuring necessary investment in resources Ordering equipment, furniture and other surgery items according to agreed budgets alongside e.g.
nurses, secretaries, finance manager etc Work with Finance Manager to achieve the above Health and Safety Ensure all site risk assessments and infection control audits are completed in line with practice policies and comply with current Health and Safety legislation Ensure any health and safety concerns are reported to the Managing Partner Equality and Diversity The post-holder will support the equality, diversity and rights of patients, carers and colleagues Act in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with group process, policies and current legislation Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues Behave in a manner that is welcoming, non-judgemental and respects the individual circumstances, feeling, priorities and rights Treat colleagues, patients and visitors with dignity and respect at all times General Staff Duties All members of the Primary Health Care Team are required to attend and contribute to meetings / away days and ongoing training requirements.
Responsible for identifying need and updating qualifications according to current professional guidelines.Keep abreast of current trends and developments in professional matters.
The post holder is required to conform to all Adelaide and St Levan Surgery policies and to attend any training sessions as necessary.
This job description is not intended to be an exhaustive list of duties and responsibilities, but a broad outline and may be amended as necessary following discussion between the post holder and their manager Promote a positive and pro-active image of the practice and the Primary Health Care Team Ensure practice adherence to confidentially, Information Governance and Data Protection standards Work collaboratively with colleagues to the benefit of the organisation Build effective and positive relationships with colleagues, patients and other partners.
Role model positive working