Wells Road Surgery require cover for our Operations Manager role, leading the day to day output of a busy and successful practice.
The Operations Manager will be a dynamic leader with management experience, working closely with the Practice Manager and the partners to continuously improve delivery of patient centred care.
To work closely with the Practice Manager, to provide a timely and responsive service for the implementation and maintenance of all business, administrative, clinical and patient services.
To provide a supportive and positive work environment where each member of the administrative team is recognized for their contribution to the organisation and afforded an opportunity to realise their full potential
Provide leadership and management to enable the practice to meet agreed aims and objectives within a profitable, efficient, safe and effective working environment.
Wells Road Surgery is a well-established practice in South Bristol with almost 9500 patients. We are a friendly and highly motivated team, working together to provide excellent care for our local population.
To help us achieve this we have well trained, highly skilled clinical and non-clinical teams who enjoy a good work life balance to ensure resilience of our team.
Our GP Partners and Management team ensure this is maintained in accordance with local and national policies, in a responsible financial way.
Job description
Job responsibilities
To work closely with the Practice Manager, to provide a timely and responsive service for the implementation and maintenance of all business, administrative, clinical and patient services.
To provide a supportive and positive work environment where each member of the administrative team is recognised for their contribution to the organisation and afforded an opportunity to realize their full potential
Provide leadership and management skills to enable the practice to meet its agreed aims and objectives within a profitable, efficient, safe and effective working environment.
The primary and secondary responsibilities for this role are as detailed:
Primary Responsibilities
The following are the core responsibilities of the Operations Manager. 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 Operations Manager is responsible for:
a. Overseeing the day-to-day operations of the practice, ensuring that staff are effectively deployed to meet the practice needs.
b. Direct Line management of the administrative staff.
c. Review the skill mix and training of the non-clinical staff, ensuring that sufficient trained staff are in place to undertake all non-clinical tasks and that the practice remains resilient in times of staff absence
d. Administrative assistance to the GPs and the Practice Nurse in reviewing the skill mix of clinical staff, ensuring that sufficient trained staff are in place to undertake all non-clinical tasks and that the practice remains resilient in times of staff absence.
e. To assist the Practice Manager in ensuring compliance with CQC regulations and standards.
f. Ensure personnel records are maintained for all staff, including (but not limited to) DBS checks, sickness and training and vaccination records and regulatory checks for clinical staff.
g. Liaising with colleagues to maximise practice effectiveness.
h. Assisting the Practice Manager with the maintenance of administrative policies ensuring records are up to date and shared with staff.
i. Enforcing an effective staff probation and appraisal process
j. Enforcing an effective recruitment process to include staff induction and staff development plans, including mandatory training programmes.
k. In accordance with the staff appraisal process, identify administrative Job Descriptions and Person Specifications that require update.
l. Assisting the Practice Manager with change and continuous improvement initiatives; coordinating projects within the practice.
m. Develop internal staff communications to support a positive staff experience and aim to grow a thriving organisational culture which places staff welfare at its core.
n. Complete mandatory training, read and apply mandatory practice policies.
o. Oversee the practice's mandatory training programme, ensuring that comprehensive records are maintained and reporting to the Practice Manager.
t. Maintain comprehensive staff absence records, reporting issues as necessary.
Generic Responsibilities
All staff at Wells Road Surgery have a duty to conform to the following:
Equality, Diversity & Inclusion (ED&I)
A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire (SHEF)
This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements.
All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.
Confidentiality
This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times.
It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.
Quality & Continuous Improvement (CI)
To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.
This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
Induction Training
On arrival at the practice all personnel are to complete a practice induction programme; this is managed by the Operations Manager.
Learning and Development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.
Collaborative Working
All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.
Service Delivery
Staff at Wells Road Surgery must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.
Security
The security of the practice is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.
Professional Conduct
At Wells Road Surgery, staff are required to dress appropriately for their role. Administrative staff will be provided with a uniform whilst clinical staff must dress in accordance with their role.
Maintain a professional and positive attitude at all times.