Operations Manager - Waterside Medical Centre

Job summary Waterside Medical Centre is recruiting for an operations manager.The successful candidate will join our experienced leadership team of practice manager, reception manager and nursing team manager.The operations manager is responsible for the smooth day-to-day running of the practice working alongside our experienced, long serving and friendly team of staff delivering outstanding care to our 14,200 patients.
Main duties of the job The main duties of the role include:Day to day operational mangement of the PracticeCoordination of rotas and EMISManagement of complaints and incidentsPractice meetingsPatient liaison and PPG coordinationCommunications including newsletters, internal briefings and social mediaProject development and managementHR induction, training coordination and appraisalsHealth and safety and infection control coordinationCQC compliance - policy maintenance, audits and compliance logs About us Waterside Medical Centre is a CQC 'outstanding' rated Practice with 14,200 registered patients located in the heart of Leamington Spa, a short walk from the town centre with modern premises and a large car park.We take a lead role in the Primary Care Network and host enhanced access evening and weekend appointments.We benefit from an experienced clinical and non-clinical team delivering outstanding care to patients in a friendly and welcoming environment with regular team meetings and social events.
Job description Job responsibilities JOBSUMMARY:Thepostholder will be responsible for day to day operational management and coordinationof services and service delivery across the practice.
S/hewill have delegated responsibility for the day to day management of thepractice, accountable via regular reporting particularly during the weeklyPractice Meeting, to enable clinicians to concentrate on clinical care.Workingin close liaison with all Partners, staff, the ICB and NHS England thepostholder will ensure an organisationally effective business service tosupport the health of patients.
S/he hasline management responsibility for administrative, clerical and support staffemployed by the Practice, including the non-clinical administration of GPs andnursing staff.KEY TASKS AND RESPONSIBILITIESStaffingand Human ResourcesTakeresponsibility for the day-to-day line management of clinical and non-clinicalstaff.Providesupport for the recruitment and lead the induction of new staff and trainees.
Coordinatemandatory training and maintain accurate training logs for all staff.Monitorstaff compliance against CQC requirements providing regular updates to the seniorteam.Keepup to date with employment legislation, including health and safetylegislation, contracts, grievance and disciplinary procedures.
Ensure that all practice policies andpaperwork comply with statutory requirements; promote good employmentpractices.Managepractice discipline and grievance procedures for staff.Managethe system and process of appraisal for all staff, ensuring involvement of thepartners; promote opportunities for mentoring and clinical supervision ensuringthat the identification of training and development needs is undertaken throughregular appraisal and that such needs are met.Forecastpractice staff training needs; facilitate in-house training; ensure inductionof all new staff; identify and facilitate appropriate external training;actively participate in local training needs analysis projectsEnsurethe staff holiday rota maintains adequate staffing levels.Coordinatein-house training of staff members as required.Practice Developmentand Clinical GovernanceManagecommunication processes within the practice including preparation of regular staffbriefings and standard operating procedure updates.Producea monthly patient newsletter for print and digital.
Maintain practice socialmedia channels with regular posts and updates.Leadand coordinate the audit process ensuring regular clinical and non-clinicalaudits with learning points shared in meetings.Developand implement, review and update policies and procedures and bring these to theattention of all relevant staff.Monitorcompliance against regulatory requirements for health and safety, quality andCQC.Service Delivery -RotasPlan,coordinate and implement clinical team rotas to include annual leave management,staffing levels, rota production and EMIS template entryProduceweekly rotas and coordinate cover for any shortfalls.Evaluateclinical availability and access against national service deliverytargets.
Organise the employment oflocum cover as required.MeetingsCoordinatepractice meetings, plan and collate agendas, ensure accurate meeting notes/minutesare taken with clear actions agreed.Weeklypractice meetings, monthly staff meetings and quarterly patient group meetingswith regular ICB/PCN meeting attendance.Implementaction; ensure all significant issues are discussed and reviewedPatientand community servicesInconjunction with the reception manager ensure effective care coordination andreception services to patients; evaluate service to ensure compliance with bestpractice guidelinesProduce,update and monitor practice information; monitor effectiveness and quality ofpractice information and image; market practice servicesPlanreview and implement clinics in response to needs and targets; ensurecompliance with best practice (national service frameworks, NICE guidelinesetc)Leadon all aspects of complaints; manage and monitor the practice complaints policyand procedures; undertake appropriate investigations as necessary; respond tocomplaints as per CQC guidelines, maintain trackers, share learning points andestablish procedures to minimise complaintsLeadon all aspects of incident and significant event management; manage and monitorthe practice incident management policy and procedures; respond to incidents asper CQC guidelines, maintain trackers, share learning points and establishprocedures to mitigate future risk and recurrenceRepresentthe practice at external meetings; establish effective relationships withoutside agencies and with practice-based community services PCNPremisesand equipmentMaintainsystems for ensuring adequate stocks of stationery, clinical and othersupplies; review on a regular basis to maximise discounts and cash flowefficiency.Monitorand maintain maintenance schedules for all equipment; undertake feasibilitystudies; liaise with senior team.Coordinatepremise maintenance and cleaning services; liaise with external contractors asnecessary.Ensureadequate premises security; test and review regularly; liaise with crime andfire prevention officers as necessary.Identifypotential problems and maintain risk management processes.
Lead on operational aspects of Health andSafety.InformationManagement and TechnologyCoordinateall IT management in the Practice including user logins, service calls, troubleshooting,updates and improvements.Setupnew users and act as RA agent coordinating smartcards and logins.CoordinatePCSE and act as main point of contact for the Practice.Leadon IT crisis prevention; assess effectiveness of the system and the safety andsecurity of data; liaise with system supplier and IT support as necessary.
Person Specification Qualifications Essential Degree or equivalent experience Management training or equivalent experience Desirable Post-graduate education Masters in business administration or equivalent Practice management specific qualifications Experience Essential Experience leading teams Experience communicating with a range of stakeholders Experience maintainin compliance systems and logs Experience managing projects Desirable Experience of working in NHS service management Experience of working in a GP practice