Operations Manager

NHS Jobs; Highweek; Vor Ort; GBP 28.000 - 36.000; Vollzeit

Zusammenfassung

NHS Jobs is seeking an experienced administrator to support the Practice Manager in the day-to-day operations of a GP practice in Highweek, United Kingdom. The role includes deputising when needed and ensuring services are delivered efficiently to patients.

You will assist with reporting, development plans and governance processes, attend management meetings, and contribute to continuous improvement across the practice team.

Aufgaben

• Support the Practice Manager in the day-to-day operational management of the practice.
• Deputise for the Practice Manager in their absence.
• Ensure staff achieve their primary responsibilities and that services are delivered efficiently and effectively.
• Assist the Management Team and Partners with the implementation of new systems, service changes and developments within NHS primary care.
• Support the compilation of practice reports, development plans and other management information as required.
• Attend and actively participate in practice management meetings and other internal or external meetings relevant to the role.
• Be an integral part of the wider general practice team, supporting shared learning and continuous improvement.
• Undertake associated tasks as directed by the Practice Manager, Partners or Management Team, where reasonable and appropriate to the role.

Jobbeschreibung

Main Duties and Areas of Responsibility This job description is not exhaustive, and the post holder may be required to undertake other duties and responsibilities appropriate to the role as requested by the management team.

1. Operational Management and Practice Support

Responsibilities include:

• Support the Practice Manager in the day-to-day operational management of the practice.
• Deputise for the Practice Manager in their absence.
• Ensure staff achieve their primary responsibilities and that services are delivered efficiently and effectively.
• Assist the Management Team and Partners with the implementation of new systems, service changes and developments within NHS primary care.
• Support the compilation of practice reports, development plans and other management information as required.
• Attend and actively participate in practice management meetings and other internal or external meetings relevant to the role.
• Be an integral part of the wider general practice team, supporting shared learning and continuous improvement.
• Undertake associated tasks as directed by the Practice Manager, Partners or Management Team, where reasonable and appropriate to the role.

2. Financial Management & Controls

Responsibilities include:

• Manage the processing of petty cash, including issuing funds, completing receipts, maintaining spreadsheets, withdrawing and banking cash, and recording transactions on Xero.
• Support claims processes, including sick claims, pharmacy rent, pharmacy electricity, district nurse room claims, annual service charges and other ad-hoc claims.
• Process locum invoices, including preparing letters, scanning pension forms, maintaining spreadsheets and filing documentation.
• Support work to maximise income from Enhanced Services, QOF and other contractual or locally commissioned services.
• Maintain effective working relationships with NHS England, the ICB and other finance-related external bodies.
• Participate in financial audits as required.

3. Staff Leadership, Supervision and Workforce Management

Responsibilities include:

• Provide leadership, guidance and day-to-day support to administrative and patient services staff.
• Plan, co-ordinate and monitor staff activities to ensure an efficient service to patients and appropriate support to clinicians.
• Prepare, manage and monitor staff rotas, ensuring appropriate cover for sickness, annual leave and other absences.
• Process and monitor annual leave requests and sickness absence in accordance with practice policy.
• Conduct return-to-work meetings following periods of staff absence, escalating concerns where appropriate.
• Calculate bank holiday entitlement for staff and liaise with the Practice Manager on related matters.
• Ensure staff comply with practice policies, procedures and standards at all times.
• Maintain an overview of staff welfare and support the resolution of staff concerns, disputes, disciplinary and grievance matters in a professional and confidential manner.
• Identify staff training needs and support the delivery of appropriate training.
• Provide mentoring and support for apprentices, new starters and existing team members.

4. Procurement, Purchasing & Supplier Management

Responsibilities include:

• Manage the ordering of office stationery, clinical consumables, couch rolls, paper towels and other routine supplies for both sites.
• Carry out regular stock checks and ensure supplies are ordered in a timely and cost-effective manner.
• Source best-value suppliers and compare prices before placing orders.
• Purchase kitchen items and staff welfare supplies as required, including through online suppliers where appropriate.
• Manage the ordering of larger items such as office chairs, desks, couches, kitchen equipment and replacement furniture.
• Obtain two or three quotes for larger purchases or works, seeking approval before ordering.
• Maintain and update asset registers for furniture, equipment and other practice assets.
• Source quotes for services, equipment, software, uniforms, doors, alarms, cleaners and other operational requirements.
• Liaise with suppliers and contractors to arrange visits, obtain quotes and coordinate approved works.
• Maintain effective relationships with suppliers and ensure issues are followed up promptly.
• Arrange servicing of key equipment and systems across both sites, including:
  • Fire alarms
  • Intruder alarms
  • Fire extinguishers
  • Emergency lighting
  • Boilers
  • Calibration equipment
  • PAT testing
• Work with the Practice Manager on major works, building improvements and estates-related projects.

5. Compliance, Governance & Risk Management

Responsibilities include:

• Support the Practice Manager in monitoring compliance with health and safety legislation.
• Provide leadership and direction to staff in relation to compliance procedures and safe working practices.
• Maintain compliance registers and ensure required actions are tracked and completed.
• Support the reviewing, updating and implementation of practice policies and procedures.
• Maintain personnel files and ensure staff records are held on the HR platform.
• Ensure DBS checks are completed and recorded as required.
• Maintain doctors and nurses professional registers, including GMC/NMC details, indemnity records, revalidation dates and relevant certificates.
• Request and file up-to-date professional certificates and documentation.
• Ensure hazardous waste certificates and other compliance documents are retained and filed appropriately.
• Support the practice in meeting safeguarding responsibilities for adults and children.
• Contribute to clinical governance processes and shared learning.
• Participate in audits as directed.
• Maintain awareness of ICB initiatives and local requirements relevant to practice compliance and service delivery.
• Support local initiatives designed to enhance patient care and service quality.
• Ensure confidentiality is maintained at all times due to access to sensitive financial, HR, patient, staff and business information.

6. Appointment Systems, Access and Capacity Management

Responsibilities include:

• Maintain full working knowledge of all appointment systems, including regular and incidental variations to clinical rotas.
• Monitor the effectiveness of appointment systems and report issues or variations that may affect workload or patient access.
• Work with the Nurse Manager to ensure nurse appointments are booked appropriately by reception staff.
• Provide statistical information relating to appointment systems when required.
• Manage telephone lines and update welcome messages to ensure patients are informed of appointment availability and appropriate service use.
• Work with the Practice Lead, Lead GP and Practice Manager on rota planning where required.
• As and when required ensure appointments are loaded accurately onto the clinical system, with appropriate checks in place.
• Ensure suitable appointment availability is maintained, including appointments bookable in advance where appropriate.