Operations and Administration Lead - Waterloo House Surgery

NHS Jobs; Rottington; On-site; GBP 40,000 - 55,000; Full time

Job summary

Waterloo House Surgery in the United Kingdom seeks an Operations and Administration Lead to oversee day-to-day administration, manage Administration, Secretarial, GP Assistants, Meds and Social Prescribing teams, and deputise for the Practice Manager.

You will drive efficient service delivery, ensure medicines management compliance, and collaborate with other practices to share best practice while supporting quality patient care improvements.

Responsibilities

• Deputise for the Practice Manager in their absence.
• Oversee daily practice administration and line-manage Administration, Secretarial, GP Assistants, Meds and Social Prescribing teams.
• Work collaboratively with other practices to spread good practice and share experiences.
• Oversee all workflow related processes such as Tasks, Referrals, Document Management and Medication Management.
• Supervise and train staff in medicine management systems, e.g., prescription processing.
• Develop processes to promote modern efficient services, e.g., online ordering and repeat dispensing.
• Attend and disseminate learning from medicine management meetings and training events.
• Oversee the medicine management audit processes at practice and ICB level.
• Oversee the achievement of Meds Management indicators with the Leadership Team and Clinical Meeting.
• Assist the Practice Manager in new projects relating to medicine management and administration, including SOPs and policies.
• Proficient user of EMIS and Microsoft Office Suite.
• Confident in picking up and learning new IT software packages.
• Responsible for end-of-year submissions to gain optimum remuneration for QOF, QIS, LES, DES, IIF and other indicators.
• Oversee booking and completion of Long-Term Condition processes and report progress monthly.
• Run audits and searches as part of a planned calendar to support practice needs.
• Organise, attend and minute quarterly PPG meetings and publish a quarterly bulletin for patients.
• Manage and investigate local responses to any AIs and complaints.
• Support Practice Manager in regulatory and compliance activity across sites.
• Support incident logging and review with escalation and documentation.
• Safeguarding to be the point of contact for safeguarding issues.
• Attend training and meetings required.
• Check NHS.net daily for communications and coordinate MDT meetings.
• Palliative Care Support coordination of palliative care meetings and ensure admin processes support clinical oversight.

Job description

Operations and Administration Lead - Waterloo House Surgery

This list of duties and responsibilities, which follows, represents the broad range of tasks which may be required to be undertaken either routinely or periodically. This list is not exhaustive, and the role may include additional duties which are not listed here.

Main Duties and Responsibilities

• Deputise for the Practice Manager in their absence
• To oversee the administration of the practice on a day-to-day, including line management of Administration, Secretarial, GP Assistants, Meds and Social Prescribing teams
• Work collaboratively with other practices to spread good practice and share experiences
• To oversee all workflow related processes such as Tasks, Referrals, Document Management and Medication Management, ensuring that all are processed in a timely manner and developing solutions to any identified issues
• Supervise and train practice staff dealing in all medicine management systems, making best use of their skills for example prescription processing
• Develop processes to promote modern efficient services, e.g. online ordering and repeat dispensing
• Attend and disseminate within the practice learning and actions from medicine management meetings, relevant courses, and training events
• Oversee the medicine management audit processes at practice and ICB level
• Oversee the achievement of the Meds Management indicators alongside the MOP, the Practice Pharmacists and the Medicines Manager, regularly reporting progress to the Leadership Team and Clinical Meeting and agreeing remedial action where required
• To assist the Practice Manager in any new projects relating to medicine management and administration, including developing SOPs and policies.
• Proficient user of EMIS and Microsoft Office Suite.
• Confident in picking up and learning new IT software packages.
• Responsible for the achievement of the best possible outcomes from the end of year submissions and thereby gain optimum remuneration available to the practice for QOF, QIS, LES, DES, IIF and other performance indicators
• To oversee the booking and completion of Long-Term Condition process by Birth month and updating and producing reports to the Leadership Team of progress against indicators on a monthly basis and, where necessary, formulating and presenting the recovery plan
• To run audits and searches as part of a planned calendar and identify any additional queries to support the practice needs
• Organisation of vaccination clinics to include monitoring and ordering of stock, planning of appointment schedules, staffing rotas, oversee recall procedure of eligible patients and ensure payment claims are made
• Support the accurate recording and reporting of income in line with Cumbria Health financial procedures.
• Month end returns to HR and Payroll to include sickness, irregular hours and expense claims
• Management of the Cumbria Health sickness policy to include return to work, discussion of adjustments and where necessary following the Sickness Absence Meeting Procedure for line managed staff
• Oversee holiday requests for all staff to ensure that there is enough cover across the practice by following the holiday protocol
• Organise, attend and minute quarterly PPG meetings and liaise and produce a quarterly bulletin to advise patients on the work of the PPG
• Manage and investigate the local response for any AIs and complaints raised
• Support the Practice Manager in undertaking regulatory and compliance related activity at all practice sites.
• Support the identification, logging, and initial review of incidents, ensuring appropriate escalation and documentation in line with practice policy
• Safeguarding to be the point of contact for any safeguarding issues both internally and from outside agencies, to ensure these are directed appropriately and in a timely manner to the Safeguarding Lead.
• To attend any training and meetings required.
• To check the NHS.net account daily for communications, send out reminders to outside agencies regarding MDT meetings and record and circulate meetings
• Palliative Care Support coordination of palliative care meetings and ensure administrative processes are completed to support clinical oversight