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:
1. motivating and managing staff,
2. optimising efficiency and overall performance,
3. 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
4. The Operations Manager is responsible for supporting the Business Manager in the day-to-day operations of the practice, including in relation to :
5. Patient services
6. HR and staff management
7. financial functions
8. policies and procedures
9. Audit, reporting and compliance
10. IT
11. 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.Supportingthe Business Manager in the day-to-day operations of the practice, ensuringstaff achieve their primary responsibilities
b.Supportingthe Business Manager with bookkeeping, payroll and other financial functions ofpractice management
c.Providingleadership and guidance to all staff ensuring that they adhere to policy andprocedure at all times
d.Overseeingthe administrative elements of QOF, liaising with GPs, nursing staff,dispensary staff and administrators to reach QOF targets
e. Overseeing the administrative elementsof other reporting requirements, for example NWRS and Local Enhanced Services.
f.Implementingsystems to ensure compliance with CQC regulations and standards
g.Reviewingand regularly updating job descriptions and person specifications ensuring allstaff are legally and gainfully employed
h.Actingas the lead for recruitment including pre-employment checks and DBS
i.Evaluating,organising and overseeing the staff induction programme
j.Implementingand embedding an effective staff appraisal process
k.Implementingand embedding an effective practice and staff development plan, includingmandatory training for all staff (clinical and administrative) whilstmaintaining a robust training record
l. Actively supporting and developingpractice team leads
m.Implementingeffective systems for the resolution of disciplinary and grievance issues,maintaining an overview of staff welfare
n.Leadingthe management of the clinical system, ensuring IT security and IG complianceat all times and responding to and resolving all local IT issues
o.Activelyencouraging and promoting the use of patient online services
p.Updatingand acting as the focal point for the practice website and social media sites
q.Guidingstaff and developing searches and audits on the clinical system
r.Reviewingand updating clinical templates ensuring they relate to current practice
s.Marketingthe practice appropriately to ensure patient population is stable or increasing
t. Managing the maintenance of the practicebuilding to ensure safe delivery of services
u.Managingcontracts for and highlighting issues with services, cleaning, gardening,window cleaning etc.
v. Overseeing the organization andsuccessful implementation of events such as annual flu and covid vaccinationprogrammes.
w.Ensuringthe staff implement the practice wide approach to the management of all patientservices matters
x.ManagingDNAs, providing data and planning tools coupled with liaison with referredrepeat offenders
y. Managing the organisation andadministration 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
12. Good standard of education with excellent literacy and numeracy skills
Desirable
13. Educated to A-level/equivalent or higher with relevant experience
14. Leadership and/or management qualification
Skills
Essential
15. Excellent communication skills (written, oral and presenting)
16. Strong IT skills (generic)
17. Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
18. Effective time management (planning and organising)
19. Ability to network and build relationships
20. Ability to implement and embed policy and procedure
21. Ability to motivate and train staff
Desirable
22. SystmOne user skills
23. Proven problem solving and analytical skills
24. Excellent leadership skills
Experience
Essential
25. Experience of working with the general public
26. Experience of working in a healthcare setting
Desirable
27. Experience of managing multidisciplinary teams
28. Experience of performance management, including appraisal writing, staff development and disciplinary procedures
29. Experience of successfully developing and implementing projects
30. NHS/ Primary Care general practice experience
31. Relevant health and safety experience
32. Experience/knowledge of the workings of dispensary/community pharmacy
Personal Qualities
Essential
33. Please read the person specification for a full list of the personal qualities identified for this role.