Job summary
Cerne Abbas Surgery is seeking to recruit an Operations Manager to work full or part time (over a minimum of 4 days).
We are looking for someone who will work well with the existing practice teams by providing compassionate and reliable leadership. Support and training will be provided to the successful candidate to develop in this exciting role.
The Operations Manager will support the Business Manager in all aspects of practice functionality, including:
- motivating and managing staff,
- optimising efficiency and overall performance,
- ensuring a safe and effective working environment.
The role will work closely with our Integrated Nurse Team Lead, Dispensary Manager and Operations Assistant to ensure the smooth running of the practice.
The practice uses SystmOne clinical system, Quickbooks Online for accounting, and Practice Index Hub for managing staff and training.
Main duties of the job
- The Operations Manager is responsible for supporting the Business Manager in the day-to-day operations of the practice, including in relation to :
- Patient services
- policies and procedures
- Audit, reporting and compliance
- IT
- premises
About us
Cerne Abbas Surgery is an innovative, three partner rural dispensing General Practice near Dorchester serving 4,200 patients. We operate an integrated nursing team (INT), delivering both practice and community nursing care to all of our patients. We topped the list for Dorset in the National Patient satisfaction survey for 2023 scoring 98% and we are rated Good by the Care Quality Commission.
We are a dispensing practice and provide medication to most of our patients, dispensing over 9,000 items a month.
The surgery is an integral part of Mid Dorset PCN, a group of 8 local practices working closely to provide services to patients. The practice's Business Manager also manages the PCN and one of the GP partners is the PCN's Clinical Director.
The practice supports the development of it's staff to ensure job satisfaction and a high quality of patient care.
Job description
Job responsibilities
The Operations Manager is responsible for:
a.
Supporting
the Business Manager in the day-to-day operations of the practice, ensuring
staff achieve their primary responsibilities
b.
Supporting
the Business Manager with bookkeeping, payroll and other financial functions of
practice management
c.
Providing
leadership and guidance to all staff ensuring that they adhere to policy and
procedure at all times
d.
Overseeing
the administrative elements of QOF, liaising with GPs, nursing staff,
dispensary staff and administrators to reach QOF targets
e. Overseeing the administrative elements
of other reporting requirements, for example NWRS and Local Enhanced Services.
f.
Implementing
systems to ensure compliance with CQC regulations and standards
g.
Reviewing
and regularly updating job descriptions and person specifications ensuring all
staff are legally and gainfully employed
h.
Acting
as the lead for recruitment including pre-employment checks and DBS
i.
Evaluating,
organising and overseeing the staff induction programme
j.
Implementing
and embedding an effective staff appraisal process
k.
Implementing
and embedding an effective practice and staff development plan, including
mandatory training for all staff (clinical and administrative) whilst
maintaining a robust training record
l. Actively supporting and developing
practice team leads
m.
Implementing
effective systems for the resolution of disciplinary and grievance issues,
maintaining an overview of staff welfare
n.
Leading
the management of the clinical system, ensuring IT security and IG compliance
at all times and responding to and resolving all local IT issues
o.
Actively
encouraging and promoting the use of patient online services
p.
Updating
and acting as the focal point for the practice website and social media sites
q.
Guiding
staff and developing searches and audits on the clinical system
r.
Reviewing
and updating clinical templates ensuring they relate to current practice
s.
Marketing
the practice appropriately to ensure patient population is stable or increasing
t. Managing the maintenance of the practice
building to ensure safe delivery of services
u.
Managing
contracts for and highlighting issues with services i.e., cleaning, gardening,
window cleaning etc.
v. Overseeing the organization and
successful implementation of events such as annual flu and covid vaccination
programmes.
w.
Ensuring
the staff implement the practice wide approach to the management of all patient
services matters
x.
Managing
DNAs, providing data and planning tools coupled with liaison with referred
repeat offenders
y. Managing the organisation and
administration of various practice meetings
Generic responsibilities are listed on the attached job description. Candidates are advised to read the full job description and person specification before applying.
Applications by CV should be accompanied by a covering letter identifying why they feel they are a suitable candidate.
Person Specification
Qualifications
Essential
- Good standard of education with excellent literacy and numeracy skills
Desirable
- Educated to A-level/equivalent or higher with relevant experience
- Leadership and/or management qualification
Skills
Essential
- Excellent communication skills (written, oral and presenting)
- Strong IT skills (generic)
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management (planning and organising)
- Ability to network and build relationships
- Ability to implement and embed policy and procedure
- Ability to motivate and train staff
Desirable
- SystmOne user skills
- Proven problem solving and analytical skills
- Excellent leadership skills
Experience
Essential
- Experience of working with the general public
- Experience of working in a healthcare setting
Desirable
- Experience of managing multidisciplinary teams
- Experience of performance management, including appraisal writing, staff development and disciplinary procedures
- Experience of successfully developing and implementing projects
- NHS/ Primary Care general practice experience
- Relevant health and safety experience
- Experience/knowledge of the workings of dispensary/community pharmacy
Personal Qualities
Essential
- Please read the person specification for a full list of the personal qualities identified for this role.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Cerne Abbas Surgery
Address
51 Long Street
Cerne Abbas
Dorchester
Dorset
DT2 7JG