Job summary
We are
looking for an enthusiastic, motivated and highly skilled Practice Operations
Manager to join our friendly team. We are an innovative and forward-looking
practice of 15,800 + patients. We are
looking for an inspiring leader with strong interpersonal skills, from team
building to performance management, with effective decision-making and
communication skills.
The post-holder will
assist the Practice Manager in the day-to-day running of the practice including
the line management of administrative staff. Our most important requirement is
for a strong leader who can bring out the best from our team with a positive
approach to change and development in a challenging environment. In particular,
they will be the practice lead on performance, data
quality, information analysis and reporting and maximise the
practices use of technology to provide an efficient cost-effective level of
service
Main duties of the job
- Managerial responsibilities including management of staff, of recruitment, appraisals and oversight of CQC standards
- Team building, leadership and staff performance management
- Ensure compliance with CQC standards
- Maintain practice website and communications with patients and external agencies
- Finance: Bookkeeping and Xero reconciliations, CQRS, co-lead for QOF
- Data quality and information analysis: lead on audits, reporting and IT lead
- Clinical: ensure efficiency of appointment booking and maximise on use of clinical time
- Patient services: ensure effective systems are in place for smooth running of day to day and that services are fit for purpose
- Complaints handling
- Premises: Ensure the building is compliant with legislation and meets the needs of patients
About us
We are a15,800 patient training practice based in the Waldron Health Centre, a modern, spacious facility in the heart of Deptford, North Lewisham. Deptford is a dynamic, diverse, culturally rich and rapidly changing neighbourhood with pockets of deprivation alongside new developments. We are situated directly opposite New Cross station and within walking distance of Deptford DLR, Deptford station and New Cross Gate station
Our practice values kindness, collaboration, friendliness and compassion, alongside high standards of clinical care. Our working environment is supportive and collaborative, with twice weekly tea breaks for all staff. We are a training practice and have a diverse administrative including a Practice Manager/Partner, a reception supervisor, senior administrators, care co-ordinators and a diverse clinical team. We also teach medical students and GP registrars. We very much work as a team and encourage and value everyone contributions, no matter what their level of experience.
We are a Gold standard practice for the LGBTQ+ community
We have regular staff activities which are full of education, fun, food, dance and parties including:
- Practice Away Days
- Christmas Parties
- Bowling
- And other great team building activities.
Not only the above; we also offer an excellent Employee Assistance Scheme which includes:
Free Eye Tests
Cycle to work scheme
Gym scheme
Job description
Job responsibilities
Managerial Duties
- Supervise the day to day running of the Practice leading the frontline non-clinical team to deliver excellent service and standards and manage the HR function for staff
- Ensure the Practice is adequately staffed and smoothly running at all times including managing all annual leave and sickness absence of staff.
- Acting as the lead for recruitment for administrative staff including pre-employment checks and DBS and ensuring probation periods are appropriately supported and evaluated
- Support with recruitment and retention of staff and provide a general personnel management service
- Undertake any required disciplinary procedures, in accordance with approved practice and current laws
- Finance
- Be responsible for bookkeeping and Xero reconciliations
- Ensure the promotion, monitoring and documentation of performance and quality outcomes targets within the practice (including QOF), and using IT systems and software
- Liaising with the administrator responsible for forms and letters to ensure that all amounts due are paid
- Managing calculating quality reporting service CQRS ensuring submissions are made on time and maximising all claims including Flu
- Work with the Practice Manager to draft a budget for team events
- Marketing the practice appropriately to ensure patient population is stable or increasing
Data quality and information analysis
- Be the practice lead on the clinical system and data quality.
- To lead in ensuring effective use of IT to support patient care within the Practice
- To be the lead for audits using the IT systems in place
- To identify developments which would be of benefit and make recommendations to the Practice Manager
- To ensure procedures meet the requirements of the Data Protection Act
- Be the co-lead on QOF and performance of any DES/LES contracts working closely with the Practice Manager
- Provide support to practice staff in correctly identifying and targeting patients for assessment and treatment.
- Ensure all practice-system users trained to maximise use of all software and hardware
Clinical
- Ensure efficiency of appointment bookings and maximise of use of clinical time
- Work with the lead practice nurse to ensure that the practice meets infection control standards.
- Assist the Practice Manager in the analysis and effective implementation of new initiatives/contracts and public health initiatives.
- Generally act as a link between the practice administration team and clinicians.
Patient Services
- To ensure effective systems are in place for the smooth day-to-day running of the practice
- Maintain registration policies and monitor patient list
- Responsibility for the maintenance of an effective appointment system
- Responsibility for the significant events system
- Liaise with the Patient Forum (formerly known as the Patient Participation Group)
- To monitor practice systems to ensure optimal delivery of patient services
Premises, equipment and supplies
- To ensure that the building is well maintained, is compliant with all legislation and meets the needs of patients and staff
- To ensure that staff and building occupants are aware of security and fire procedures and these are correctly followed
- To oversee the provision of cleaning and premises and service management and ensure all contracts are up to date and reviewed annually
Other
- Assist the Practice Manager in day-to-day staff management and performance issues.
- Lead on admin staff meetings.
- Manage ad hoc projects as required.
Person Specification
Qualifications
Essential
- Excellent IT skills including Excel
- Excellent written and verbal communication skills
- Excellent people management skills
- Knowledge of employment law
- Experience of staff recruitment and induction
- Experience of sickness management
Desirable
- Degree in business management
- Knowledge of Emis
- Working in general practice
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
Amersham Vale Practice
Address
Suite 5, Waldron Health Centre
Amersham Vale
New Cross
London
SE14 6LD