Practice Operations Manager

Primary Responsibilities The following are the core responsibilities of the practice 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 practice operations manager is responsible for: a. Overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities b. Overseeing the administrative elements of QOF, liaising with GPs, Nursing staff and administrators c. Ensuring compliance with CQC regulations and standards d. Direct line management of the following staff: Reception Manager, Senior Administrator, Senior Receptionist, HCA and Practice Nurse e. Evaluating, organising and overseeing the staff induction programme f. Establishing, reviewing and regularly updating Job Descriptions and Person Specifications, ensuring all staff are legally and gainfully employed g. Developing, implementing and embedding an effective staff appraisal process h. Developing, implementing and embedding an effective practice and staff development plan, including mandatory training programmes i. Implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare j. Maintaining an effective overview of HR legislation K. Developing, implementing and embedding an efficient business resilience plan (BRP) L. Coordinating the reviewing and updating of all practice policies and procedures m. Leading change and continuous improvement initiatives; coordinating all projects within the practice n. Coordinating and leading the compilation of practice reports and the practice development plan (PDP) o. Managing the procurement of practice equipment, supplies and services p. Adopting a strategic approach to the management of all patient services matters q. Developing, implementing and embedding an effective communication strategy (internal and external) r. Actively encouraging and promoting the use of patient online services s. Liaising at external meetings as required t. Leading the management of the Patient Participation Group u. Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively v. Preparing agendas for, and chairing practice meetings Secondary Responsibilities In addition to the primary responsibilities, the practice operations manager may be requested to: a. Deputise for the partners at internal and external meetings b. Act as the primary point of contact for NHS(E), CCG, community services, suppliers and other external stakeholders Experience Essential - Degree holder in Management or equivalent Essential - Experience of working with the general public Experience of managing large multidisciplinary teams Experience of managing large multidisciplinary teams Experience of performance management, including appraisal writing, staff development and disciplinary procedures Skills Ability to exploit and negotiate opportunities to enhance service delivery Excellent communication skills (written, oral and presenting) Strong IT skills (generic), Excellent leadership skills Strategic thinker and negotiator Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment EMIS Web user skills - desirable Effective time management (Planning & Organising) Ability to network and build relationships Personal Qualities Polite and confident Flexible and cooperative Excellent interpersonal skills Motivated and proactive Ability to use initiative and judgement Forward thinker with a solutions focused approach High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure Confident, assertive and resilient Other requirements Disclosure Barring Service (DBS) check Maintains confidentiality at all times Full UK driving licence Job description Job responsibilities Primary Responsibilities The following are the core responsibilities of the practice 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 practice operations manager is responsible for: a. Overseeing the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities b. Overseeing the administrative elements of QOF, liaising with GPs, Nursing staff and administrators c. Ensuring compliance with CQC regulations and standards d. Direct line management of the following staff: Reception Manager, Senior Administrator, Senior Receptionist, HCA and Practice Nurse e. Evaluating, organising and overseeing the staff induction programme f. Establishing, reviewing and regularly updating Job Descriptions and Person Specifications, ensuring all staff are legally and gainfully employed g. Developing, implementing and embedding an effective staff appraisal process h. Developing, implementing and embedding an effective practice and staff development plan, including mandatory training programmes i. Implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare j. Maintaining an effective overview of HR legislation K. Developing, implementing and embedding an efficient business resilience plan (BRP) L. Coordinating the reviewing and updating of all practice policies and procedures m. Leading change and continuous improvement initiatives; coordinating all projects within the practice n. Coordinating and leading the compilation of practice reports and the practice development plan (PDP) o. Managing the procurement of practice equipment, supplies and services p. Adopting a strategic approach to the management of all patient services matters q. Developing, implementing and embedding an effective communication strategy (internal and external) r. Actively encouraging and promoting the use of patient online services s. Liaising at external meetings as required t. Leading the management of the Patient Participation Group u. Ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively v. Preparing agendas for, and chairing practice meetings Secondary Responsibilities In addition to the primary responsibilities, the practice operations manager may be requested to: a. Deputise for the partners at internal and external meetings b. Act as the primary point of contact for NHS(E), CCG, community services, suppliers and other external stakeholders Experience Essential - Degree holder in Management or equivalent Essential - Experience of working with the general public Experience of managing large multidisciplinary teams Experience of managing large multidisciplinary teams Experience of performance management, including appraisal writing, staff development and disciplinary procedures Skills Ability to exploit and negotiate opportunities to enhance service delivery Excellent communication skills (written, oral and presenting) Strong IT skills (generic), Excellent leadership skills Strategic thinker and negotiator Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment EMIS Web user skills - desirable Effective time management (Planning & Organising) Ability to network and build relationships Personal Qualities Polite and confident Flexible and cooperative Excellent interpersonal skills Motivated and proactive Ability to use initiative and judgement Forward thinker with a solutions focused approach High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure Confident, assertive and resilient Other requirements Disclosure Barring Service (DBS) check Maintains confidentiality at all times Full UK driving licence