Operations Manager – Len Valley Practice
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To oversee the day-to-day administrative and operational aspects of the practice.
Main duties include but are not exclusive to;
Team Management
- Staff and staff schedules, ensuring sufficient resources to meet demand.
- Ensuring a high-quality service and ensuring compliance with healthcare regulations.
- Streamline workflows, implement quality improvement initiatives to optimise patient care delivery.
Operational Responsibility and Accountability
- Ensuring smooth running of practice operations within your area of responsibility
- Ensuring staffing levels are sufficient to deliver a quality service.
- Operational responsibility and accountability for implementation of practice aims, objectives and policies.
Leadership and planning
- Contributing to the management, planning of the practice within your area of
responsibilities with innovative concepts and improvements
- Active understanding of practice aims objectives and policies. Contributing to the maintenance of these policies
- Leading and participating in the development of the practice (people, information and planning) to ensure the practice is operating as an efficient and effective provider of patient care.
Effective communication and collaboration with healthcare providers and administrative
staff is essential.
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.
Ensuring the day-to-day operations of the practice.
· To deputise for the Practice Manager in their absence whilst on leave, sick or attending offsite meetings, taking decisions within defined limits.
· Providing leadership and guidance to all staff ensuring that they adhere to policies and procedure at all times.
· To work closely with the lead administrator and reception lead to ensure all administrative processes are running effectively.
· Checking the sickness reporting register and making immediate arrangements to cover
sickness/cancel appointments.
· Support the practice and management team with continuous improvement and change initiatives.
· Coordinate, attend and produce meeting agendas and approve the minutes. Take minutes when needed.
· To be able to effectively problem solve on the occasions when we don’t fulfil the high
standards, we set for delivering patient care.
· Patient Participation Group Lead, working with the group, attending meetings quarterly.
· Liaising with PCN organising home visits for housebound and care home for vaccinations.
HR responsibilities:
· Evaluating, organising and overseeing the staff induction programme.
· Implementing, completing and embedding an effective staff appraisal process
· Monitoring monthly absence and taking relevant action if required.
· Monitor and record all staff overtime, sickness and other absence passing payment
details to PM.
· Maintain conflict and mediation between individuals and support and work closely with team managers.
· Identify and deliver team training where required. Run monthly reports on who has
outstanding training and informing the leads of this and ensure that it is complete.
· Be responsible for staff welfare including social occasions.
Governance of Services and Facilities
Health and Safety compliance:
· Act as the Health and Safety Officer for the practice.
· Arrange for appropriate maintenance/calibration of practice equipment, PAT testing and annual BLS training.
· Ensure all staff are aware of the management of the premises, including health and safety aspects and undertake risk assessments and mandatory training as required.
· Act as Fire Safety Officer conducting routine and ad hoc fire drills. Book Fire Warden training as required.
· Ensure the security of the premises advising staff on actions to take if a breach or unauthorised visitor is found.
Monitoring and reporting
· Implement the complaints process, ensuring complaints are dealt with in a timely manner and, where necessary, escalated to the next level.
· Managing DNAs, providing data and planning tools coupled with liaison with referred repeat offenders.
· Implementing systems to ensure compliance with CQC regulations and standards.
· Maintain and update Health and Safety policies as required.
Premises and facilities management
· Ensure the upkeep of the premises. Engage with suppliers regarding repairs or maintenance ensuring they are carried out in a timely manner.
· Ensure access to rooms/cupboards are controlled and any keys are stored in key safes. · Manage the rubbish and clinical waste contracts.
· Ensure the Practice business Continuity Plan is communicated to staff.
IT Support
a. Support the practice in any IT matters in the administration of the Clinical System and other software.
b. Be responsible for the administration of the “Smart Card” system and its maintenance.
c. To provide support, advice and training for current and new practice staff in the use of the Clinical System
d. Liaise with SCW IT support department to resolve other hardware and software issues.
