Job summary
An exciting opportunity has arisen to join Park Lane practice and Phoenix surgery as our operations manager.
This is a role established to support the Practice Manager in carrying out day-to-day activities and to provide an element of cover or source of advice in the event of their absence.
The post-holder will work closely with, and under the direction of, the Practice Manager to improve standards across a wide range of clinical and administrative activity. The position is suitable for someone who wishes to demonstrate initiative and to develop their own skills further with a view to progression.
Main duties of the job
To support the management of the every-day running of the practice, ensuring the practice objectives are met.
To manage all staff within their job descriptions and to ensure that performance meets satisfactory standards.
Overview of your organisation
Park Lane Practice and Phoenix Surgery is a forward thinking team embracing innovative ways of working in these changing times within primary care. You will be joining an established multi-disciplinary team of which are open, honest and supportive with a high professional ethic to deliver patient services.
Key Responsibilities
* To support the Practice Business Manager and Admin Manager, in the smooth running of both practices
* To be responsible for the day to day management and input of the accounts package and payroll
· To be responsible for the day-to-day management of receptionist and admin staff
* To act as IT manager in the administration of the Clinical System and other software
* To provide first point of contact for all premises issues, costing works and reporting to the Practice and Business Manager
· To support the Clinical Team when required
· Support with training and induction of staff when required
· Support with HR responsibilities
· Contribute to the management of QOF
· Ensure all staff training is kept up to date
· Ensuring practice policies and protocols are up to date and circulated to staff
Core Principles
· To ensure confidentiality of information (written, oral and electronic) is preserved at all times whether at or away from work
· To follow practice procedures to ensure that Caldicott Guardian and Security requirements are met at all times
· To follow procedures to ensure compliance with the Data Protection Act 2018
· Apply practice policies, standards and guidance
· To support and participate in initiatives to ensure a safe and healthy environment for all practice users. This includes following procedures to ensure the control of potential hazards to health and safety
· To demonstrate commitment to Continuing Professional Development
· To demonstrate computer literacy
Practice and Business Manager Support Practice and Business Manager Support
Practice and Business Manager Support
· To work autonomously at the branch site reporting to the Practice and Business Manager
· Completion of monthly and quarterly claims
· Open incoming post and deal with those matters which are within the post holder's remit, the remaining items given directly to the Practice and Business Manager on her return or the partners if urgent
· Support the Practice and Business Manager in any other duties that are within the scope of the grade
· Be prepared to attend training courses where these are thought necessary to enhance the post holders skills and performance
· To acknowledge complaints within two working days of their receipt as per practice policy and assist in investigation of, and response to each complaint alongside the Practice and Business Manager
· Deal with Access to Records requests as per practice policy.
Finance
· Scan, file and log accounting documents/bookkeeping
· Help to prepare monthly payroll for all staff
· Maintain the Petty Cash account, ensuring that the account balances at the end of each month, and that accurate electronic records are maintained
Human Resources, Records and Training
· To keep up to date with all employment law and new legislation.
· Ensure compliance with the GDPR and FOI along with other relevant legislation and professional information management standards such as GMC/BMA and LMC guidance
· To aid with the recruitment, induction and training of new staff.
· Undertake staff reviews and appraisals as required
· Keep accurate records of all staff annual and sickness leave for payroll purposes
· Organise staff rotas to ensure adequate staffing levels and notify staff of any changes
· Monitor and record all staff overtime, sickness and complete return to work interviews
IT Support and Data Quality
· Support the practice in any IT matters in the administration of the Clinical System and other software
· Be responsible for the administration of the "Smart Card" system and its maintenance
· To provide support, advice and training for current and new practice staff in the use of the Clinical System
· To liaise with CCG IT support department to resolve other hardware and software issues
Premises and Equipment
· To be responsible for the general upkeep of the premises, costing reparations and presenting these to the Practice and Business Manager as requested
· To undertake premises Risk Assessments as laid down in Standard Operating Procedures and to bring to the attention of the Practice and Business Manager any matters arising from them and to implement any changes required.
· Organise annual inspections and calibration checks of equipment, ensuring documentation is up to date and reporting faults to the Practice and Business Manager, along with quotations for remedial actions
Health and Safety
· Be responsible for the ensuring the Health & Safety manual is up to date and compliant with current legislation and implementing any changes within one month of notification
· Undertake and co-ordinate regular risk assessments and document these on a quarterly basis.
· Ensure staff are trained in their responsibilities in Health & Safety
· Changes in the Health & Safety legislation and the implications for the Practice are brought to the attention of the Practice and Business Manager
· Act as practice Fire Officer, organising monthly fire drills and documenting these accordingly
Communication
The post-holder should recognize the importance of effective communication within the team and will strive to:
* Communicate effectively with other team members
* Communicate effectively with patients and carers
* Recognize people's needs for alternative methods of communication and respond accordingly
Confidentiality
* In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
* In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
* Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Contribution to the implementation of services:
The post-holder will:
* Apply practice policies, standards and guidance
* Discuss with other members of the team how the policies, standards and guidelines will affect own work
* Participate in audit where appropriate
Equality and diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
* Acting in a way that recognizes the importance of people's rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
* Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
* Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights
Personal/Professional Development
The post-holder will participate in any training program implemented by the practice as part of this employment, such training to include:
· Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
· Taking responsibility for own development, learning and performance
· Sharing knowledge and good practice from outside learning within the wider team
Quality
The post-holder will strive to maintain quality within the practice, and will:
· Alert other team members to issues of quality and risk
· Assess own performance and take accountability for own actions, either directly or under supervision
· Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance
· Effectively manage own time, workload and resources.
Job Types: Full-time, Permanent
Pay: From £21.00 per hour
Work Location: In person