Operations Manager

Job Summary

To support the Practice Manager in all aspects of practice functionality, motivating and managing staff, optimising efficiency and overall performance, ensuring the practice achieves its long‑term strategic objectives in a safe and effective working environment. As this role will have access to a higher level of confidential data in the course of their employment, there is an expectation that the post holder will always maintain the highest level of confidentiality and integrity.

Sensitive information could be from either internal sources, or from external partner organisations. To manage and coordinate all aspects of practice functionality, motivating and managing staff, patient services, premises and health and safety management. Through innovative ways of working, support the Practice Manager leading the team in promoting ED&I, SHEF, quality and continuous improvement, confidentiality, collaborative working, service delivery, and learning and development, and ensuring the practice complies with CQC regulations.

The post-holder will be an integral part of the general practice team.

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:

• Leading the day-to-day operations of the practice, ensuring all staff are equipped and supported to deliver their primary responsibilities effectively
• Providing leadership and guidance to all staff ensuring that they adhere to policy and procedure at all times
• Maintain the highest levels of confidentiality due to the nature of the role and with being exposed to a greater level of confidential material and data
• Managing the administrative aspects of QOF, coordinating with GPs, nursing staff, and administrators, and ensuring the team meets QOF targets.
• Project managing tasks as needed, ensuring timely delivery, coordination across teams, and successful completion of objectives.
• Implementing systems to ensure compliance with CQC regulations and standards
• Direct line management of the following staff: GP Team, Clinical Practitioner Team, Practice Nurse Lead, Contracts & Finance Manager, Pharmacy Team Lead, Administrative Services Manager and Care Navigation Manager
• Leading on recruitment for the practice, from advertising and interviewing through to appointment, including pre-employment checks and DBS processing
• Performing 3 and 6 month reviews for all new direct reports and ensure these reviews are completed for all staff
• Evaluating, organising and overseeing the staff induction programme
• Implementing and embedding an effective staff appraisal process, and undertake appraisals for those that they line manage
• Review and regularly update job descriptions and person specifications, ensuring all staff are legally and gainfully employed
• Implementing and embedding an effective practice and staff development plan (clinical and administrative), including mandatory training programmes
• Overseeing staff training, ensuring all staff have the appropriate level of training to enable them to carry out their individual roles and responsibilities effectively
• Implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare
• Lead the management of the clinical system, ensuring IT security and IG compliance at all times and responding to and resolving all local IT issues
• Coordinating the reviewing and updating of all practice policies and procedures
• Supporting the procurement of practice equipment, supplies and services
• Adopting a strategic approach to the management of patient services matters, ensuring this is implemented practice-wide
• Implementing and embedding an effective communication strategy (internal and external)
• Ensuring the practice maintains compliance with its NHS contractual obligations
• Actively encouraging and promoting the use of patient online services
• Liaising at external meetings as required
• Leading the management of the Patient Participation Group
• Guiding staff and developing searches and…