Practice Operations Manager

Job Details

Job Summary

Practice Operations Manager, Combs Ford Surgery, Stowmarket

We are Suffolk Primary Care a Partnership of 8 practices that delivers care to 90,000 patients across Suffolk.

We are seeking a Full-time Practice Operations Manager to lead our fabulous team at Comb Ford Surgery in Stowmarket.

Combs Ford Surgery is PMS Dispensing Practice with a List size of over 9,000 patients.

SPC surgeries have a successful record of working collaboratively to deliver quality care to our patients. The successful candidate needs to have an organised, structured approach with the ability to lead and manage people effectively. Excellent communication is essential alongside a calming manner and the ability to work well under pressure.

You would be working for an organisation focused on developing and nurturing staff and delivering excellent quality of care to our patients.

Shortlisting date: week beginning 13 November 2023

Interview date: week beginning 20 November 2023

The interview panel with consist of a minimum of two people.

Main duties of the job

Responsible for coordinating the clinical appointment systems including management of sickness and leave arrangements

To work with the Partners to enable a consistent and continual level of clinical and non-clinical cover during absences.

To ensure the smooth running of the surgery through adequate staffing levels through robust staff rotas.

Have oversight and be responsible for day-to-day practice operations including:

  •  partner queries,
  •  clinical system smartcards,
  •  patient liaison and conflict resolution,
  •  Ordering supplies clinical/stationary
  • New patient registrations
  • Convene meetings, prepare agendas and ensure distribution of minutes as relevant to the role.

About us

SPC is an innovative partnership of Suffolk GP surgeries.

Doctors and practice staff share resources and work together to ensure patients continue to receive high quality healthcare.

Suffolk Primary Care is committed to a policy of equal opportunities in employment. Applicants will ideally be fully vaccinated against Covid.

Benefits of working for SPC include:

NHS Pension Scheme

The NHS Pension Scheme is a defined benefits scheme

Life insurance

Family benefits including an adult dependents pension and childrens pension

Ill health benefits

20% employer contribution

Electric Car Salary Sacrifice Scheme

No deposit

No credit check

Fully comprehensive insurance

Servicing and tyres

Breakdown cover

Up to £2,000 contribution from SPC subject to conditions

Proper Pay & Cost of Living Benefits

Living Wage Foundation Accredited

GP Remote Working

Eye Care Vouchers Health Service Discounts

Annual Leave – Minimum 33 days including bank holidays FTE with enhancements for long service

Enhanced Maternity & Paternity terms

High street discounts through our own online portal

Technology and Homewares Salary Sacrifice schemes with Currys and John Lewis

Cycle to Work Salary Sacrifice Scheme

Gym Salary Sacrifice Scheme

Job description

Job Responsibilities

The Practice Operations Manager role is to oversee and take responsibility for the administrative operations of the practice. They are in charge of day-to-day management functions such as coordinating staff rotas, responding to clinical alerts and audits, compliance with regulatory requirements, including CQC, managing delegated budgets as well as supervising and supporting staff.

They work closely with associated SPC teams who provide financial and data management support as well as specialist subject leads to enable the practice to meet agreed partnership aims and objectives within a profitable, efficient, safe and effective working environment and maintaining a happy and committed team.

Main areas of responsibility include

Day-to-day operation of the practice, administrative duties, staff management (including rotas, leave authorisation) and financial administration input and authorising of practices expenses and payroll oversight. Actively provide support for the clinical team and partner.

Operational duties

Responsible for coordinating the clinical appointment systems including management of sickness and leave arrangements

To work with the Partners to enable a consistent and continual level of clinical and non-clinical cover during absences.

To ensure the smooth running of the surgery through adequate staffing levels through robust staff rotas.

Have oversight and be responsible for day-to-day practice operations including:

o partner queries,

o clinical system smartcards,

o patient liaison and conflict resolution,

o Ordering supplies clinical/stationary

o New patient registrations

Convene meetings, prepare agendas and ensure distribution of minutes as relevant to the role

Organise appropriate cover for meetings and away-days

Ensure all staff and doctors are kept informed of NHS and SPC initiatives and policy changes

Communicate effectively with all team members maintaining accurate email distribution lists

Recognise peoples needs for alternative methods of communication and respond accordingly

Support activities for improving quality such as clinical and non-clinical audit

Alert partners, team members and specialist leads to any issues of quality and risk

Attend Patient Participation Groups PPGs or MDT meetings

Practice level finance responsible for onsite petty cash, invoicing processing and management of delegated practice budget.

Management duties

Active participant in staff/partner/SPC and meetings relevant to the role

Liaising with Head of Operations to develop protocols and procedures as relevant to the role being undertaken, review and update as required

Ensure all complaints and incidents within the practice are reported on Datix promptly, ensuring appropriate investigation and response in accordance with SPC Complaints policy and procedures.

Following SPC Risk Management and Clinical Audit polices, guidelines and procedure

Identify the risks involved in work activities and undertaking such activities in a way that manages those risks

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance

Working with specialist and operational leads provide project support and implementation of primary care initiatives e.g. locality and enhance service contracts

Work effectively with individuals in other agencies and forums to meet patients needs e.g.

Effectively manage own time, workload and resources

Human Resources

Maintain up to date personnel files including staff training records

Work closely with the specialist HR team to conduct recruitment activities

Carry out on site staff induction and training

Maintain effective staff appraisal and review in line with SPC policy

Support and mentor staff, both as individuals and as team members

Approve and submit monthly payroll and timesheet submissions

Person Specification

Experience

Essential

  • Good reading and written skills
  • Professional telephone manner
  • Ability to deal with patients sensitively
  • Ability to work as part of a team but also on own initiative when required
  • Calm outlook in a busy workplace
  • Positive disposition

Desirable

  • Knowledge of or experience of medical terminology

Qualifications

Essential

  • IT literate
  • Sound keyboard and computer skills including use of Microsoft Office, NHS net email.
  • Ability to operate office equipment, telephones, photocopiers, fax machines, scanners
  • Excellent attention to detail and ability to check and re-check work to ensure high levels of accuracy
  • Ability to work on repetitive and regular tasks
  • Ability to work under pressure and to tight deadlines
  • Problem solving skills
  • Ability to escalate problems/issues as required

Desirable

  • Knowledge of SystmOne

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

Suffolk Primary Care

Address

Combs Ford Surgery

Combs Lane

Stowmarket

Suffolk

IP14 2SY

Employer’s website

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

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