We currently have a vacancy for an experiencedOperations Manager to facilitate the smooth running of the practice, workingclosely with the practice partners and the management team.
The ideal candidate will be a wellorganised, highly motivated individual, used to working in a busy environmentand flexible in responding to changing priorities. They will need to be adaptable day by day and understand and respond tothe dynamic nature of the role.
Although full-time is preferred, part-time (minimum of 30 hours over 4-5 days) will be considered.
Main duties of the job
To support the non-clinical partners in all aspects of practice functionality, including HR, patient services, premises, health and safety and ensuring the practice complies with CQC regulations.
About us
Birtley Medical Group is a large friendly GP practice with over 15000 patients, providing high quality primary care services. We have a large team of staffcomprising of GPs, nurses, allied health professionals, admin and receptionstaff.
We are a training practice for GPRegistrars and for F2 grade doctors. Thepractice also teaches MBBS medical students from Newcastle University.
Job responsibilities
Primary Responsibilities
The following are the core responsibilities of the Operations Manager. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.
The Operations Manager is responsible for:
a. Supporting the non-clinical partners in the day-to-day operations of the practice
b. Implementing practice systems to ensure compliance with CQC regulations and standards
c. Acting as the lead for HR administration including pre-employment checks, organising and implementing the staff induction programme, managing clinical staff leave, maintaining robust HR records for all staff to include training, qualifications etc.
d. Managing the clinical staff rota to ensure sufficient staff coverage
e. Acting as the lead for Health & Safety administration systems including but not limited to the checking and updating of health and safety documentation such as risk assessments etc. and ensuring the annual Health & Safety checks are carried out, and documented such as annual PAT testing, equipment testing and calibration, legionella checks etc.
f. Facilitating visitors/contractors who may need to visit the practice for repairs and/or servicing.
g. Assisting with the management of the clinical system, ensuring IT security and IG compliance at all times and responding to and resolving all local IT issues
h. Updating and acting as the focal point for the practice website and social media sites
i. Leading the management of the Patient Participation Group
j. Implementing the practice complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalate to the next level
k. Monitoring and disseminating information on safety alerts and other pertinent information
l. Supporting the non-clinical partners in the reviewing and updating of practice policies and procedures
m. Supporting the practice and management team with continuous improvement and change initiatives
All staff at Birtley Medical Group have a duty to conform to the following:
Equality, Diversity & Inclusion
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued, and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire
This organisation is committed to supporting and promoting opportunities for staff to maintain their health, well-being and safety.
The post holder is to manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients and monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines.
All personnel have a duty to take reasonable care of health and safety at work for themselves, their team and others and to cooperate with employers to ensure compliance with health and safety requirements.
All personnel are to comply with the:
Health and Safety at Work Act 1974
Fire Precautions (workplace) Regulations 1999
Coronavirus Act 2020
Other statutory legislation which may be brought to the post holders attention
Confidentiality
The practice is committed to maintaining a confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times.
It is essential that if the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.
Quality & Continuous Improvement
Birtley Medical Group continually strives to improve work processes which deliver healthcare with improved results across all areas of our service provision. We promote a culture of continuous improvement where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
All staff are to contribute to investigations and root cause analyses whilst participating in serious incident investigations and multidisciplinary case reviews.
Learning and development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competence to perform their role. All staff will be required to partake in and complete mandatory training as directed by the partners. It is an expectation for this post holder to assess their own learning needs and undertake learning as appropriate
Professional conduct
All staff are required to dress appropriately for their role.
Person Specification
Personal Qualities
* Ability to work under pressure
* Flexible and cooperative
* Excellent interpersonal skills
* Forward thinker with a solution focused approach
* High levels of integrity and loyalty
* Confident, assertive and resilient
Qualifications
* Educated to A-level/equivalent or higher.
* Evidence of commitment to continuing professional development.
Skills
* Excellent communication skills (written, oral and
* presenting).
* Excellent organisational skills.
* Ability to prioritise and work to tight deadlines in a fast-paced environment.
* Effective time management (planning and organising).
* Proven problem solving and analytical skills.
* Ability to recognise opportunities to enhance service
* delivery.
Other Requirements
* Flexibility to work outside core office hours
* Maintain confidentiality at all times
* Full UK driving licence
Experience
* Experience in operations management or project management.
* Relevant HR and health and safety experience.
* Experience in using IT packages such as Outlook, Excel etc.
* Experience of working with the general public.
* Experience of working in a multi-disciplinary team.
* Experience of using Emis.
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.
£35,000 to £40,000 a yearDepending on experience
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