Operations Lead

Job summary A new role has been created to support the Practice Manager in all aspects of practice operational functionality, optimising process efficiency and overall performance and ensuring compliance with regulatory requirements.
If you have bags of enthusiasm, are super-organised and willing to be flexible then this is the role for you.
Main duties of the job The role requires an individual with fantastic attention to detail and who is able to multi-task in a busy practice environment.
Reporting in to the Practice Manager you will create and follow a scheduled plan to ensure completion of work to tight deadlines.
You will also be required to respond to urgent requests and situations in a timely and effective way in order to maintain the smooth running of the appointments and premises.
We require someone who is confident with software and is able to manage the delivery and integration of new systems and processes across practice teams.
You will be able to work with people both internal and external to the surgery including healthcare professionals, staff teams and suppliers.
About us We are a small, friendly GP surgery with a commitment to excellence in delivering primary care.
We have a hard-working team who strive to ensure that our patients are well looked after and have access to the services that they need.
Job description Job responsibilities KEY RESPONSIBILITIES:Information TechnologyAssist with the coordination of theavailability of all aspects of Information Management, Technology andCommunication in the practice to ensure that functions are available to staff andpatients when required.Manage the non-digital communicationsystems, including postal services.Be the telephony lead.Investigate and resolve problems inthe day-to-day use of IT systems including software, computers, printers,photocopier, telephone, security, fire detection and other IT relatedequipment, using hands on technical expertise and expertise from outsideagencies and contractors.Identify areas for development andenhancement of the clinical and other systems to ensure both ease of use andoptimum data quality.Deal with IT problems and escalateto the IT support as appropriate.Support the Care Identity Management(CIM) service provision within the practice, including NHS Smartcardsfunctionalityrenewals, troubleshooting, unlocking, etc.Lead the annual submission of theData Security and Protection Toolkit, coordinating actions required to ensurethe practice is compliant.Acquire a good working knowledge ofPractice Index (and any other future software) to manage staff leave inco-operation with the planning administrator.PremisesAct as first point ofcontact and respond to call outs for trouble shooting of premises, includingfire and security alarms and ensure practice meets and complies with allregulations.Undertake premisesHealth & Safety and Fire Risk Assessments and to bring to the attention ofthe Practice Manager any matters arising from them and to implement any changesrequired.Organise and overseeregular fire alarm tests and drills.
Report any issues with equipment relatingto fire safety to the Business Manager.Ensure compliance withlegionella regulations.Liaise with the cleaningcontractors to ensure service delivery.Arrange emergency/urgentcall out for maintenance and any utilities requirements.Manage cleaning andgardening contractors.Responsible for thegeneral upkeep of the premises, costing reparations and presenting these to thePractice Manager as requested.Purchasing ofconsumablesTo annually reviewmaintenance contracts held with outside organisations two months before renewaldates, to include quotes from other providers and preparing comparisoninformation for the Practice Manager in time to make changes if appropriate.Organise annual premisesand equipment inspections and calibration checks, ensuring documentation is upto date and report faults to the Practice Manager, along with quotations forremedial actions.Health & Safety:Implement and lead on the full range of promotion and managementof their own and others health, safety and security as defined in the practiceHealth & Safety Policy, and published procedures.
This will include:Ensuring job holdersacross the practice adhere to their individual responsibilities for health andsafety, using a system of observation, audit and check, hazard identification,questioning, reporting and risk management.Maintain an up to dateknowledge of health and safety statutory and best practice guidelines andensure implementation across the business.Using personal securitysystems within the workplace according to practice guidelines.Identifying the risksinvolved in work activities and undertaking such activities in a way thatmanages those risks across the business.Making effective use oftraining to update knowledge and skills Using appropriateinfection control procedures, maintaining work areas in a tidy and safe way andfree from hazards, and initiation of remedial / corrective action where needed.Actively identifying,reporting, and correcting any health and safety and infection hazardsimmediately when recognised.Making sure own workareas and general / patient areas generally clean, identifying issues andhazards / risks in relation to other work areas within the business, andassuming responsibility in the maintenance of general standards of cleanlinessacross the business in consultation (where appropriate) with other managers.Information Governance and Data ProtectionSupport the Practice Managerto ensure the practices policies and procedures are kept up to date andreviewed annually, all staff are apprised of them, and that the practice iscompliant with these for CQC registration.Have a fullunderstanding of and be responsible for practice compliance with informationgovernance regulations and data protection requirements.Complete DPIA and datasharing agreements where necessary.Attend PCN complianceand operations meetings and complete the actions as required.Other TasksProvide support to the PracticeManager as required.Knowledge andunderstanding of CQC compliance and its relevance to operations.Maintain a workingknowledge of local & national NHS initiatives.This is not an exhaustive list and may changeto reflect business needs.
Person Specification Qualifications Essential GCSE Grade A to C in English and Maths Desirable A levels/BTEC Other Requirements Essential Flexibility in terms of working hours Enhanced Disclosure Barring Service check Evidence of continuing professional development Access to own transport Experience Essential Experience of working in the NHS with knowledge and understanding of primary care Experience of working with a multi-disciplinary team Experience of premises checks An understanding of a regulated environment Confidence with technology including PCs, telephony, software and networks Fantastic organisational skills Scheduling and time sensitive work flow management Desirable Experience of SystmOne or equivalent Understanding of the role of CQC