Operations Manager/ Deputy Practice Manager

Job summary Due to the upcoming retirement of our much-loved Deputy Manager,who has been with us for over 30 years, we have some big shoes to fill atAdelaide and St Levan Surgeries and are looking to appoint the new role ofOperations Manager (including Deputising for Managing Partner).
This is a Full-Time post that can be worked over 4 or 5days per week.
The post will be based across both Surgery sites.
Main duties of the job In this role you will support our practices providing leadership with our admin and management team, collaborating on compliance, patient care and business continuity with the wider team.You will provide support to the Managing Partner in all aspects of practice functionality, focussing on day to day operability and service delivery.
Day to day line management of Reception, Secretarial and Admin teams.
About us Our patient population across the 2 sites is 13000 cared for by 50 staff of all valued roles and disciplines.
We have a wide patient demographic and provide care to patients in the top 1% of the most deprived patients in the country according to the IMD.
We hold additional contracts delivering care to the homeless.We have a good track record for retaining staff as our current Deputy Manager would vouch for.
Your role will include continuing our strong ethos of staff care and development.
We wholeheartedly look to grow roles within our team and provide active opportunities for development within and across the teams.
We recognise and embrace individuality and what that brings to our surgery teams.Working with a great team, you need to be flexible, approachable and tolerant to the challenges of working with a complex patient population in inner city Plymouth.
No day is ever the same and here.
We can and do make a difference but its not always easy!We love cake and a good social event!We anticipate interviews will be either w/b or We encourage and welcome applicants to call the surgery and ask for an informal chat or visit to the surgery.
We look forward to meeting you.
Job description Job responsibilities JobTitle: OperationsManager / Deputy Practice ManagerJob Description Summary:To provide support to the Managing Partner in all aspects of practicefunctionality.
Focussing on day-to-dayoperability and service delivery.To provide day to day line management of the Reception, Secretarialand Admin teams.Organisationaland Administrative ResponsibilitiesDeputise for the Managing Partner in their absence (and within thescope of the Operations Manager role)Line management of Reception and Admin team including Secretaries - Takeoverall responsibility for the efficient running of the administrativefunction, maintaining effective systems and processes.
To provide leadershipand be responsible for the line management of the Reception Supervisors toensure that they and their teams deliver a responsive, high quality andeffective access service.
Working with the Administrative team to maintainsystems to ensure effective communication and co-ordination across the sites.To be responsible for the management and maintenance of the Practicesclinical and other computer systems ensuring delivery of high standards of dataquality, overseeing the security and validation processes for the ClinicalSystemTo support the Managing Partner and Practice to facilitate keyoperational delivery in the event of system disruption, including initiation ofbusiness continuity plan Work collaboratively as a key member of the practice team.
Continue, developand promote a positive working culture, encouraging staff participation andinvolvement in developing and improving their own contribution towards thesuccess of the Surgery and the Organisation Delegation of tasks to Reception and Admin staff where appropriateManage information flow from central updates to clinical andnon-clinical staff as appropriate Support Managing Partner with PPG engagementOrganise Locum cover and update clinics Deal with ad-hoc complaints when required, record and pass to ManagingPartner for review or escalation.
At the request of the Managing Partner, deal withand investigate complaints and Significant Incidents in accordance withPractice Policies.
Manage records of significant incidents, escalating whereappropriate Support the operational planning and facilitation of annual campaignssuch as Flu clinics coordinating location, vaccine orders staffing andpromotionProcess claims according to schedulesParticipate in the development, production and implementations ofpolicies and procedures Where required chair and co-ordinate on-site operational meetings Where required prepare agendas and ensure minutes are distributed in atimely mannerLiaise with external healthcare providers and other organisations, district nurses, health visitors, midwives, and palliative care nursesSupport and represent the Practice at external meetings and workshopsas appropriateAdopt a strategic approach to the development and management ofpatient services Respond accurately to requests for information, managing input fromother members of the Practice as requiredStaffing:Support with staff appraisals Day to day HR management within current skills and competenciesIn agreement with Managing Partner, manage informal and formaldisciplinary procedures according to Practice Disciplinary Policy.Manage requests and staff records for annual leave and sickness - Managementof sickness/absenteeism in accordance with Practice Policy.Provide staff/ student inductions when requiredArrange and facilitate the appropriate staff training to ensure staffare compliant with current guidance and legislationQuality & Improvement To be accountable for the production of the performance and qualitystandards within the Practice, delivered through the Quality & OutcomeFramework (QOF), enhanced services and other initiatives Engage and contribute to the processes that ensure the practice meet itscontractual requirements including those (but not limited to) of CQC, DoH NHSE, ICB, PHE, CQRS.
Contribute to the development of sound clinical governance and riskmanagement within the practice Support and lead where appropriate, the Practice programme of auditsand surveys that support evidence measures of improvement Ensure patient satisfaction surveys are undertaken and actions plansimplemented and reviewedSupport the practice compliance with NHS contractual obligations inrelation to patient carePracticeand DevelopmentTo maintain an up-to-date awareness of primary care issues anddevelopments and lead on implementing local changes when requestedSupport Managing Partner with specific projects as requiredTo advise the Managing Partner on issues that arises with regard toservice delivery, quality and performance and to provide solutions to anyproblem areas Support PCN Manager and Practice in the development and theimplementation of PCN projects in line with the PCN contract as relevant to thePracticeFinancialRole Within the scope of the role maximise income through Enhanced Services /PPA/Prevalence/QoF and other sources of incomeWithin the scope of the role ensure efficient working methods and best use ofresources Within the scope of the role ensure control of expenditure whilst ensuringnecessary investment in resourcesOrdering equipment, furniture and other surgery items according toagreed budgets alongside nurses, secretaries, finance manager etcWork with Finance Manager to achieve the aboveHealthand Safety Ensure all site risk assessments and infection control audits arecompleted in line with practice policies and comply with current Health andSafety legislation Ensure any health and safety concerns are reported to the ManagingPartnerEqualityand Diversity The post-holder will support the equality, diversity and rights ofpatients, carers and colleaguesAct in a way that recognises the importance of peoples rights,interpreting them in a way that is consistent with group process, policies andcurrent legislationRespect the privacy, dignity, needs and beliefs of patients, carersand colleaguesBehave in a manner that is welcoming, non-judgemental and respects theindividual circumstances, feeling, priorities and rightsTreat colleagues, patients and visitors with dignity and respect atall timesGeneral Staff DutiesAll members of the Primary Health Care Team are required to attend andcontribute to meetings / away days and ongoing training requirements.Responsible for identifying need and updating qualifications accordingto current professional guidelines.
Keepabreast of current trends and developments in professional matters.The post holder is required to conform to all Adelaide and St LevanSurgery policies and to attend any training sessions as necessary.This job description is not intended to be an exhaustive list ofduties and responsibilities, but a broad outline and may be amended asnecessary following discussion between the post holder and their managerPromote a positive and pro-active image of the practice and thePrimary Health Care TeamEnsure practice adherence to confidentially, Information Governanceand Data Protection standardsWork collaboratively with colleagues to the benefit of theorganisationBuild effective and positive relationships with colleagues, patientsand other partners.
Role model positive working Person Specification Experience Essential Please see attached Person Specification Document Desirable Please see attached Person Specification Document Qualifications Essential Please see attached Person Specification Document Desirable Please see attached Person Specification Document