Practice Operational Manager

Ivy Grove Surgery

Job Title Practice Operational Manager – HR and
Facilities

Line Manager Practice Business Manager

Accountable to The Partners

Hours per week 25.5 per week over 3 days (Wed – Fri)

Job Summary

To manage and coordinate all aspects of practice functionality, motivating and managing staff, patient services, premises and health and safety management. Through innovative ways of working, support the practice business manager leading the team in promoting E & D, Quality.

Confidentiality, Collaborative Working, Service Delivery, Learning and Development and ensuring the practice complies with CQC regulations.

To support the Practice Business Manager (PBM) in the execution of their role and deputise in their absence.

Mission Statement

To provide high quality and friendly family health care.

Primary Responsibilities
The following are the core responsibilities of the practice operational manager. This job description does not represent an exhaustive list of duties and may be amended in the light of practice and service changes and developments. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

The practice operational manager is responsible for:

Human Resources

• To keep up to date with all employment law and new legislation
• To manage the recruitment, induction and training of all new staff
• To undertake staff reviews and appraisals of directly managed administration staff
• Keep accurate personnel records for all staff employed by the practice
• Establish, review and regularly update job descriptions and person specifications
• Keep accurate records for all staff annual and sickness leave and provide information for payroll purposes by the appropriate date each month
• Oversee the production of staff rotas to ensure adequate staffing levels
• Monitor and records all staff overtime, passing payment details to the PBM
• Be responsible for recording and maintaining the immunisation status of all staff, ensuring this is always current
• Implement the practice and staff development plan, including mandatory training programmes, maintaining an accurate log of all clinical and non-clinical staff training
• Arrange appropriate training courses within the timescales determined by practice and national requirements
• To liaise and regularly meet with any Team Leaders to ensure completion of any tasks as set by the PBM in good time to meet expected deadlines

Ivy Grove Surgery

• Coordinate the reviewing and updating of all practice employment policies and procedures, including the Employee Handbook
• To take part in performance review meetings and be involved in disciplinary and grievance proceedings as required by the PBM and in accordance with practice policy
• Coordinate and implement an effective communication strategy both internal and external
• Undertake employee risk assessments as required

Premises

• To be responsible for the general upkeep of the premises, costing reparations and presenting these to the PBM as requested
• To annually review maintenance contracts held with outside organisations a minimum of 2 months before their renewal deadlines, to include quotes from other providers and prepare comparison information to the PBM in time to make any necessary changes as appropriate
• Oversee all Health & Safety matters in relation to the practice
• To undertake and coordinate regular premises risk assessments on a quarterly basis and to bring to the attention of the PBM any matters arising from them.
• Ensure staff are trained in their responsibilities in H&S
• Implement any changes identified by premises risk assessments according to timescales given.
• Organise annual inspections and calibrations checks, ensuring documentation is up to date and report faults to the PBM, along with quotations for remedial actions.
• Organise PAT testing, Fixed Wire testing, Fire and Security maintenance at the appropriate intervals.
• Oversee and arrange the Service Level Agreement with DCHS for routine premise maintenance annually.
• Log all premises issues on the DCHS Online system, ensuring attendance within appropriate timescales
• Act as Practice Fire Officer, ensure that weekly fire safety drills are carried out and organise six monthly fire evacuation drills and documenting these accordingly

Organisational

• Oversee the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities
• Ensure compliance with CQC regulations and standards
• Coordinate the reviewing and updating of all practice policies and procedures
• Assist with the implementation of continuous improvement initiatives, coordinating all projects within the practice
• Attend partnership meetings and business meetings as and when required
• Support the PBM in any other duties that are within the scope of the grade
• Be first point of contact for GP registrars, medical and nursing students. Liaise with

Partners to ensure delivery of a robust clinical timetable to meet the learning needs of the student. Inform all staff involved of their roles and responsibilities in this context.

Ivy Grove Surgery

Health & Safety

Promote and maintain the health and safety and security of yourself and others as defined in the Health & Safety Policy including:

• Ensuring the practice complies with Health & Safety legislation
• Ensuring security of self, personnel and property using security systems in the workplace
• Maintain infection control procedures and protocols
• Investigate and report all accidents and incidents in line with practice protocols

Communication

The post holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members, external agencies and organisations, with patients and carers and the Patient Participation Group (PPG) as and when appropriate
• Recognise people’s needs for alternative methods of communication and respond accordingly
• Respond appropriately to any Freedom of Information requests

Equality & Diversity

The post holder will support the equality, diversity and rights of patients, carers and colleagues, and will:

• Act in a way that recognises the importance of perople’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
• Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behave in a manner that 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, including:

• Participate in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Take responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Ivy Grove Surgery

Person Specification – Practice Operations Manager

Qualifications Essential Desirable
Educated to degree level in healthcare or business ✓

Good standard of education with excellent literacy and ✓ numeracy skills

Leadership and / or Management Qualification ✓

AMSPAR Qualification ✓

Experience Essential Desirable
Experience of working with the general public ✓

Experience of managing accounting procedures including ✓ budget and cash flow forecasting

Experience of working in a health care setting ✓

Experience of managing large multidisciplinary teams ✓

Experience of performance management, including appraisal ✓ writing, staff development and disciplinary procedures

Experience of successfully developing and implementing ✓ projects

Experience of workforce planning, forecasting and ✓ development

NHS / Primary Care General Practice experience ✓

Relevant health and safety experience ✓

Experience of chairing meetings, producing agendas and ✓ minutes

Skills Essential Desirable
Ability to exploit and negotiate opportunities to enhance service ✓ delivery

Excellent communication skills (written, oral and presenting) ✓

Strong IT skills (generic) ✓

Excellent leadership skills ✓

Strategic thinker and negotiator ✓

Ability to prioritise, delegate and work to tight deadlines in a ✓ fast-paced environment

EMIS / Systmone / Vision user skills ✓

Effective time management (Planning & Organising) ✓

Ability to network and build relationships ✓

Proven problem solving & analytical skills ✓

Ability to develop, implement and embed policy and procedure ✓

Ability to motivate and train staff ✓

Personal Qualities Essential Desirable
Polite and confident ✓

Flexible and cooperative ✓

Excellent interpersonal skills ✓

Motivated and proactive ✓

Ability to use initiative and judgement ✓

Forward thinker with a solutions focused approach ✓

High levels of integrity and loyalty ✓

Sensitive and empathetic in distressing situations ✓

Ability to work under pressure ✓

Confident, assertive and resilient ✓

Ability to drive and deliver change effectively ✓

Ability to motivate teams, enhance morale and maintain a ✓ positive working environment, including team building sessions

Ivy Grove Surgery

Other requirements Essential Desirable
Flexibility to work outside of core office hours ✓

Disclosure Barring Service (DBS) check ✓

Maintains confidentiality at all times ✓

Full UK driving licence including class one business use ✓

This document may be amended following consultation with the post holder, to facilitate the development of the role, the practice and the individual. All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the practice.

Job Types: Part-time, Permanent
Part-time hours: 25.5 per week

Pay: From £28,000.00 per year

Benefits:

• Company pension
• On-site parking

Schedule:

• Monday to Friday

COVID-19 considerations:
Patients and staff are required to wear a face covering in patient contact areas.

Ability to commute/relocate:

• Ripley, DE5 3TH: reliably commute or plan to relocate before starting work (required)

Experience:

• Managing: 1 year (preferred)

Work Location: One location

Application deadline: 14/04/2023
Reference ID: POM - 23