Job description

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

Environmental Protection Act 1990

Environment Act 1995

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.

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

Environmental Protection Act 1990

Environment Act 1995

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

Essential

• 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

Essential

• Educated to A-level/equivalent or higher.
• Evidence of commitment to continuing professional development.

Skills

Essential

• 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

Essential

• Flexibility to work outside core office hours
• Maintain confidentiality at all times

Desirable

• Full UK driving licence

Experience

Essential

• Experience in operations management or project management.
• Relevant HR and health and safety experience.
• Experience in using IT packages such as Outlook, Excel etc.

Desirable

• Experience of working with the general public.
• Experience of working in a multi-disciplinary team.
• Experience of using Emis.

Personal Qualities

Essential

• 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

Essential

• Educated to A-level/equivalent or higher.
• Evidence of commitment to continuing professional development.

Skills

Essential

• 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

Essential

• Flexibility to work outside core office hours
• Maintain confidentiality at all times

Desirable

• Full UK driving licence

Experience

Essential

• Experience in operations management or project management.
• Relevant HR and health and safety experience.
• Experience in using IT packages such as Outlook, Excel etc.

Desirable

• 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.

Employer details

Employer name

Birtley Medical Group

Address

Durham Road

Birtley

Chester Le Street

County Durham

DH3 2QT

Employer's website

http://birtleymedicalgroup.nhs.uk/ (Opens in a new tab)