Invicta Health has an exciting opportunity available at St Peters Surgery, open to both full time and part time candidates.
We are looking for an experienced and motivated Operational Site Manager to join our leadership team and play a key role in ensuring the smooth, safe and effective delivery of our GP practice St Peters Surgery located within the Thanet Health Hub. Working alongside the Site Management Team and clinical leaders, you will lead operational performance, support our workforce, and help drive continuous improvement within the practice.
This is an excellent opportunity for a dynamic leader who is passionate about high quality patient care, operational excellence, and leading teams through innovation and change.
Interview date: 2 April.
We reserve the right to close this vacancy early if we receive sufficient applications for the role.
Main duties of the job
In conjunction with the site Management Team, the OperationalManager will be responsible for the efficient and effective delivery of patientservices.
About us
Invicta Health is a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.
We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.
What perks can we offer you?
* Learning and Development opportunities
* Progression opportunities
* Competitive annual leave entitlement
* Incremental pay progression
* Approved blue light card provider
* Salary Sacrifice Schemes
* Car Lease Scheme
* Employee Assistance Programme
Job responsibilities
The post holder will:
Provide operational support to theclinical leadership team to ensure that all staff are competent and safe todeliver the service and work within the policies and procedures.
Use highlydeveloped leadership and influencing skills to motivate, inspire, and involveindividuals at all levels.
Monitor and manage the agreed KeyPerformance Indicators and be accountable for data submitted to the corporatedashboard.
With the wider leadership team, beresponsible for overall quality and safety within the service including:
* overall health and safety of site
* overall responsibility forinformation governance
* management of complaints andsignificant incidents.
Effectively manage risk across allservices in conjunction with the site Leadership Team.
Support the corporate governancemanagement process, updating risk registers monthly and providing furtherinformation as requested.
Contribute to the setting of site-basedbudgets, monitoring spend against these on a monthly basis, identifying andmitigating overspend
Ensure site has robust systems in place tomaximise income potential from QOF / LES / DES / Primary Care Network and anyother supplementary services to the Global sum contract.
Contribute to the development and managementof cost improvement schemes as part of budget setting.
Deliver the service within agreedbudget and identify potential funding opportunities to support improvements inthe service.
Responsible for claiming ARRSfunding monthly on behalf of the PCN, transferring income to host practices.
Responsible for reviewing and maintainingthe practices PCN funding streams in line with instruction from PCN manager andBoard.
Actively engage with the local PCN,health economy, and commissioners to identify improvement in services.
The post holderwill be required to be part of the on-call rota for the Urgent Treatment Centreand remote access services.
MainResponsibilities
ServicesManagement
Towork closely with the Clinical and Management Team to deliver the vision andstrategy for the service.
Activelyparticipate in weekly Management Team meetings to develop the site-based teamand review service delivery.
With theManagement Team review workforce to ensure the service is of high quality, costeffective and has the ability to meet performance outcome indicators tomaintain patient care e.g. QoF, IIF.
In conjunction with the site Management Teamidentify and mitigate risks to the site and ensure these are updated on theRisk Register.
Responsible for keeping the risk registerupdated on a monthly basis.
Toensure all aspects of site performance are appropriately monitored and managedand support/resources are directed appropriately.
Toproactively manage service demand and capacity utilising available digitalsolutions (e.g. Apex) to inform decision making.
Toidentify, troubleshoot or elevate any potential problem areas to siteManagement Team or Corporate, if appropriate.
Todevelop and maintain effective communication both within the service,organisation, and outside agencies.
Toreview and approve all overtime requests for the non clinical staff, oversightof locum invoices and other invoices and identify risk of expenditure exceedingincome.
Coordinatecontract reporting and monitor the performance of the service against agreedobjectives and take corrective actionswhere performance is not delivering against agreed standards.
Havean overview of Friends and Family Test and NHS Patient survey results andidentify potential areas of improvement.
To work with local commissioners, PCN colleagues and other Practice Managers to developand deliver service provisionto local population.
Proactivelyengage with PCN and local leaders to develop General Practice services atscale.
Workwith the Management Team to develop the practice training and supervisioncapacity.
Ensureregular meetings with department managers are held to provide or direct supportwhere needed.
Leadon the practice refurbishments and ensure estate issues are dealt with as theyarise.
To identifylong-term service needs and developways for theseto be met working in conjunction with the management andclinical team.
Awarenessof local future housing developments and its potential impact on practice listsize.
HumanResources
Organisesite specific inductions in association with clinical and non-clinical team leads.
Supportstaff with recruitment processes within agreed allocated budgets.
Tomentor, supervise, and develop new and existing staff as appropriate.
Oversightof the management of annual leave and assuring adequate clinical andnon-clinical cover on site.
Managementof sickness across the service including management of gaps in service.
Undertakestaff 1:1, appraisals, and approval of probationary periods.
Plan,coordinate and provide rotas/clinical templates for clinical staff.
Tosupport leads with the oversight and/or management of HR issues includingdisciplinary and grievance processesand seek advice from corporate HR team where appropriate.
Toensure that all staff members are compliant with Statutory and Mandatory training to ensure safe delivery of patient services.
Patient & Public Engagement
Todevelop excellent communication/working relationship between the practice andthe Patient Participation Group (PPG)
Inconjunction with wider leadership team, to ensure practice representation atPPG meetings, to give update on practice business.
To supportthe PPG Chair in developing the PPG.
Towork with the PPG to develop a workplan that is responsive to the patient voiceto improve patient experience, supports service development ensures informationflow for patients.
Whereappropriate, involve the PPG in external and internal reviews which requirepatient input e.g. Quality meetings/preparation for CQC.
Activelysupport the PPG in its administration needs providing staff for note taking anddata as required.
Toliaise with the PPG to help guide and develop its function. To act upon anyrequests and recommendations madeby the PPG.
Responsible for the management of theservice within agreedbudget and keeping the service financially viable.
Ensuremaximisation of claims through the practice, working with nursing and clinicalleads to ensure all staff are using correct coding for the services we provide.
Totake overall responsibility working with the appropriate members of the team toensure that QOF, enhanced services, PCQS, CQRS and PCN potential income are maximised,and returns completed in a timely manner.
Workclose with Corporate Finance colleagues to identify and mitigate any financialrisks.
Governance
Toproactively participate and chair weekly local management meetings, identifyingrisks and mitigations to support service delivery.
Responsiblefor the development of the risk register for the service and providingmitigations and assurances to the Board.Risk assessments in all areas of the service are to be undertaken in line withthe business strategy and clinical model, including financial risks.
Toattend and chair relevant staff meetings to ensure cascade of information tothe whole team.
Ensurethat all areas of governance are managed effectively, i.e. complaints,significant events, huddle meetings.
Tomanage complaints and incidents and escalating to the risk register whereappropriate.
Toensure that Health and Safety guidelines are always observed and manage any concerns raised by staff or membersof the public.
To be aware of guidelines relating tothe safeguarding of children and vulnerableadults.
Toensure that strict confidentiality is always observed, especially when dealingwith patient identifiable information.
Towork with the Management team to ensure the service is CQC compliant, developing and maintainingaction plans and evidence logs where appropriate.
Developand maintain an asset register for the practice, proactively identifyingreplacement requirements in advance, to support budget setting.
Maintainand implement practice-based elements of the corporate Business Continuity BusinessPlan where necessary.
Personal and Professional Development
Participate in an annualappraisal and be accountable for maintaining a record of personaland professional development.
Participatein any training programme implemented by the organisation including statutory andmandatory training.
Participatein coaching sessions.
Effectivelymanage own time, workload, and resources
Assessown performance and development and take accountability for own actions.
Anyother reasonable duties as directed by your line manager (Head of Primary Care and Urgent Treatment Services).
Due to the changingnature of InvictaHealth, job descriptions will evolve and are thereforesubject to periodic review.
Person Specification
Personal Attributes
* Flexible to meet service needs.
* Ability to work in a challenging and busy environment whilst meeting set deadlines.
* Well organised and able to manage time effectively.
* Approachable.
* Honest and fair.
* Strives for excellence.
* Puts people and patients first.
Key Skills
* Proven leadership skills
* Excellent interpersonal and communication skills
* Proactive and self-motivated, with the ability to motivate others.
* Ability to work independently and demonstrate a high degree of autonomy.
* Ability to prioritise own workload appropriately.
* Able to work as part of the multi- professional team.
* Ability to mediate successfully/resolve conflict situations
Qualifications
* Degree level or equivalent experience
* Evidence of ongoing professional development
Experience
* Relevant managerial experience (primary care or equivalent) including line management.
* Knowledge of NHS direction and policy initiatives
* Proven change management skills in a health care setting
* Experience in budgetary and resource management.
* Excellent knowledge and understanding of primary care financial claims process.
* Knowledge, understanding and experience in Risk Management and Governance
* Good understanding of Primary care clinical information systems
* Experience in capacity and service planning within primary care.
* Knowledge and understanding of efficiency measures.
* Familiarity with IT based management & clinical information systems
* Experience in managing organisational change projects.
* Knowledge and understanding of PCN financial claims process
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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