Operations Manager

Job summary An exciting opportunity has arisen atIvy Grove Surgery, Ripley.
We are looking to recruit an accomplished,experienced and highly motivated Operational Manager to join our wellestablished Practice Management Team.
We are a large, friendly, innovative,GP practice scoring very highly on QOF, rated good by the CQC.
We are membersof the ARCH PCN and have worked closely with the other PCN practices for wellover a decade.
Main duties of the job The Operational Manager will assist with the smooth functioning of the Practice on a day-to-day basis.
The successful candidate will ideally have previous experience of business management, as well as IT systems management, experience with the EMIS clinical system would be an advantage but is not essential for the right candidate.
Good communication skills and an ability to work with individuals, groups and outside organisations, is essential, as is the enthusiasm to adapt to the ever changing priorities of the NHS.As part of our Management structure, the Operational Manager will be a key part of the Management Team, working closely alongside a further Operational Manager and the Practice Business Manager.
It is a requirement of this role to deputise for the Practice Business Manager as required.
This role is responsible for the day-to-day management of the Administration team.
Prior healthcare experience would be an advantage, but identifying a candidate with the necessary skills and a strong work ethic is our priority.
About us Practice Summary Located in a purpose built primary care centre on the edge of Ripley town centre.
List size of 10700 patients.
Very experienced clinical team comprising: 5 GP Partners, 1 salaried GP, 2 retainer GP, 1 ACP, 4 Practice Nurses, 1 HCA & 1 TNA.
We also have a complement of ARRS PCN staff including Clinical Pharmacists, Pharmacy Technicians, Social Prescribers and an allied Community Team including Community Matron, Care Coordinators and District Nurses.
The practice has an established admin team consisting of 3 Medical Secretaries, 5 Health Records Officers, 12 Patient Care Advisors and 2 Patient Care Advisor Team Leaders.
The management team consists of 2 Operational Manager and 1 Practice Business Manager.
We use EMIS Web clinical system, with support systems including AccuRx, TeamNet, Fairway Training (for payroll), Ardens Templates and SystmOne.
Job description Job responsibilities Thefollowing are the core responsibilities of the operational manager.
This job description does not represent anexhaustive list of duties and may be amended in light of practice and servicechanges and developments.
There may be on occasion, a requirement to carry outother tasks; this will be dependent upon factors such as workload and staffinglevels.TheOperational Manager is responsible for: Compliance.
Technical infrastructure IT and telephonesystems.
Ensuring the practice meets its clinical targets.
Management of back office and support staff and systems.
Management of specific projects flu and covidvaccination program.
Policies and Protocols.
Confidentiality/Information Governance.
Ad hoc non-clinical issues, processes, andresponses.GENERALThepost-holder will need to become familiar with all functions of the Practiceclinical system and applications, plus national and local quality standards forprimary care/general practice.Toundertake regular delegated tasks and special projects as delegated by thePractice Business Manager.Asnecessary, to attend any meetings as requested or on behalf of the Practice andundertake follow up action.Assistthe Practice Business Manager in compiling and updating policies and proceduresin all areas of the Practice.Ensureeffective delegation where appropriate.Contributeto Practice strategy, formulate objectives and research and develop ideas forfuture Practice development and Confederation working.Assistthe Practice Business Manager in the writing of business plans, whereappropriate undertaking any research required.Therange of work undertaken in providing management support will vary in detail inthe light of changing demands and priorities within the Practice.Supportthe Practice and Practice Business Manager in maintaining its CQC Good rating whilststriving towards Outstanding.Liaisewith the team in monitoring of the Quality and Outcomes Framework to ensure alltargets are being met.ORGANISATIONALCarryout audits and reports as required.Reviewprocesses and guidelines as required.Maintainregistration policies and monitor patient turnover and capitation incollaboration with the reception team leaders.Withthe Practice Business Manager, oversee and manage effective appointmentplanning.Managepatient surveys.Providefirst point of contact for patient advice and queries.INFORMATIONMANAGEMENT AND TECHNOLOGYBethe first point of contact for IT issues within the practice.
Work with systemssuppliers and the Practice Business Manager to solve any problems.Advanceduser (super user) of the Practice clinical system to enable intricate dataanalysis.Becomeproficient on the practice TeamNet (intranet) including ensuring staff areusing it correctly and the content is reviewed regularly.Keepabreast of the latest developments in primary care IT and where appropriateinform the practice team.Inconjunction with the Practice Business Manager, ensure that the Practice haseffective IT data security.Organise,oversee, and evaluate IT training.CONFIDENTIALITYInthe performance of the duties outlined in this job description, the post holderwill have access to confidential information relating to patients and theircarers, Practice staff or other healthcare workers.
They may also have accessto information relating to the Practice as a business organisation.
All suchinformation from any source is to be regarded as strictly confidential.
Informationrelating to patients, carers, colleagues, other healthcare workers or thebusiness of the Practice may only be divulged to authorised persons inaccordance with the Practice policies and procedures relating toconfidentiality and the protection of personal and sensitive data.CommunicationThepost holder should recognise the importance of effective communication withinthe team and will strive to:Communicate effectively with other teammembers, external agencies and organisations, with patients and carers and thePatient Participation Group (PPG) as and when appropriate.Recognise peoples needs for alternativemethods of communication and respond accordingly.Respond appropriately to any Freedom ofInformation requests.Equality& DiversityThepost holder will support the equality, diversity and rights of patients, carersand colleagues, and will: Act in a way that recognises the importance of people'srights, interpreting them in a way that is consistent with practice proceduresand policies, and current legislation.Respect the privacy, dignity, needs and beliefsof patients, carers and colleagues.Behave in a manner that is welcoming to and ofthe individual, is non-judgmental and respects their circumstances, feelings, priorities,and rights.
Person Specification Qualifications Essential Essential criteria Experience working with the general public in a health care setting.
Experience of workforce planning, forecasting and development Excellent IT skills EMIS/ System one / Vision user Experience in managing large multidisciplinary teams Desirable Desirable criteria Experience of chairing meeting, producing agendas and minutes Flexibility to work outside core hours Full UK driving licence