Downham Family Medical Practice ryQCrY15
Key responsibilities encompass managing reception and administration staff, overseeing clinical and administrative rotas, handling complaints, and ensuring the practice meets CQC requirements. Additionally, the Deputy Practice Manager will take part in financial oversight and reporting, while fostering a professional environment that prioritizes patient confidentiality, health and safety, and staff development. This position offers an ideal opportunity for career progression within practice management for candidates who have at least two years of experience working in a GP setting and are familiar with EMIS and relevant IT systems.
Ashdown Medical Group are looking for an Operations Manager to join a busy PMS GP Practices - Burnt Ash Surgery & Downham Family Medical Practice. This position will be full-time and will be supported by an Operation Lead and reception teams. Reporting to the Practice Manager.
Candidates must be able to demonstrate strong leadership skills, have previous management experience and keen to learn the understanding of practice finances and reporting. Sound knowledge of IT, HR protocols and good communication skills will be essential.
The Operations Manager will need to have an enthusiastic approach, be able to prioritise efficiently to deal with time pressures and develop a strong rapport with clinicians, practice teams and patients. You will be working alongside the Practice Manager and co-work with two Operations Leads to manage the teams across two sites. The Operations Team will support 13,000 patients to ensure our services run smoothly across both sites.
Day to day duties will include, supporting Operational Leads with the management of reception and administration staff and monitoring clinical and administration rotas. Dealing with complaints management, health and safety in practice as well as building and facilities management. The Operations Manager will work with the Practice Manager to keep policies and protocols updated, submitting reports and returns and implementing new services and systems in practice.
Experience of working in a GP Practice for a minimum of 2 years with good knowledge of EMIS and IT systems is essential.
Organisation and teamwork will be key skills needed to ensure that both sites are run efficiently and coherently.
This is an ideal opportunity for someone looking to start to learn the role of Practice Manager and there will be plenty of opportunities to progress and develop.
About us
KKey Responsibilities:
Appointment management for GPs and GP Trainees
To ensure an adequate number of GP appointments are available to patients
both online and via the EMIS booking system utilising Apex.
To oversee the appointment book ensuring appointments are adhering to GPAD mapping, slots are allocated to 111 GP bookable and online accessibility is allocated in line with demand.
To ensure that all locums are employed within practice and CQC guidelines.
To co-ordinate GP leave, study leave etc.
Premises and Equipment Management
To coordinate premises and equipment management and ensure that all statutory and CQC requirements are met.
To maintain the practice asset registers with Operations Lead support.
To liaise with landlords and ensure all documentation for checking of fire alarms; emergency lighting, heating, water safety and any other aspects of the safe running of the surgery and CQC compliance are in place.
To co-ordinate with third party equipment suppliers including the telephone system and other clinical and non-clinical software.
Work with Practice Manager to carry out Health and Safety and fire risk assessments on a regular basis.
Health & Safety
To review and update the practice Health & Safety policy to ensure compliance with CQC and statutory obligations.
Support Operations Leads to provide training to new recruits and periodic training to all staff.
Maintain the Accident Protocol and Accident log book.
Support Practice Manager with various audits and risk assessments.
Maintain significant events log on Team Net.
Run quarterly significant events audit to find trends and discuss at clinical meetings.
Human Resources
In conjunction with the Practice Manager:
Oversee the recruitment, employment and induction of all staff.
To maintain HR records in accordance with CQC and statutory obligations.
To oversee appraisal, training and training plans in conjunction with other Operations Leads.
To periodically review all HR policies to ensure compliance with statutory regulations.
Maintain and regularly update the GP Locum pack.
Authorise holiday request for clinical and non-clinical staff and maintain the HR platform accordingly.
Liaise with Operations Lead re holiday and sick leave to ensure adequate staffing levels.
Monitor sick leave and process back to work interviews with support from Practice Manager if needed.
Trainee Management
In conjunction with the GP trainers:
To assist Practice Manager and GP Lead with the training programmes for ST2, ST2 and ST3 trainees and medical students.
To assist Practice Manager with induction, appointment schedules and IT requirements.
To assist with GP Lead with submission of the practice training plan as required.
Complaints
Support Operations Leads with verbal complaints.
Respond to written complaints in line with the complaints policy.
Maintain complaints log on TeamNet.
Complete annual complaints return.
Information Technology
In conjunction with the Practice Manager:
Co-ordinate the practice IT systems.
To liaise with EMIS, SEL ICS and other third-party suppliers.
Work with Operations Leads to carry out IT security audits on a regular basis.
CQC and Information Governance
In conjunction with the Practice Manager and Registered Manager:
Attend PPG meetings with other Operational roles.
Maintain the register of CQC policies and audits and ensure that these are up to date.
Have responsibility for information governance and data protection.
To submit the annual IT Governance report DPST Toolkit
Finances
In conjunction with the Practice Manager:
Monitor costs of practice supplies and ensure budgets are adhered to.
To undertake all reporting activities to NHSE, Public Health and ICS as required (i.e. LARC/Phlebotomy/Minor Surgery)
CQRS monthly submissions
Practice Duties and Responsibilities
Always act in a professional manner
Always promote patients confidentiality
Adhere to Trust Policies, Procedures and Protocols
Carry out duties with due regard to the Equal Opportunities Policy
Carry out responsibilities under the Health & Safety at Work Act (1974)
Confidentiality:
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
In the performance of the duties outlined in this Job Description, the post- holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential
Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include:
Using personal security systems within the workplace according to Practice guidelines
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
Making effective use of training to update knowledge and skills
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
Reporting potential risks identified
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behaving in a manner which is welcoming to and of the individual, is non- judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality:
The post-holder will strive to maintain quality within the Practice, and will:
Alert other team members to issues of quality and risk
Assess own performance and take accountability for own actions, either directly or under supervision
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
Work effectively with individuals in other agencies to meet patients needs
Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
Communicate effectively with other team members
Communicate effectively with patients and carers
Recognize peoples needs for alternative methods of communication and respond accordingly
Changes to Duties:
The Partners reserve the right to distribute duties and functions amongst the members of staff from time to time. Staff are expected to take on additional duties, with training, and to relinquish existing duties in order to maintain the effective running of the Practice. Any such changes will always be made in consultation with the post holder.
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