Operations Manager

at  St Martins Gate Surgery

Keep abreast of latest developments in primary care IT. Assist implementing new technologies and systems that improve practice efficiency. Oversee the effective use of the Practices IT systems including patient management software such as EMIS, Docman, ICE, Accurx, eConsult and Surgery Connect. Troubleshoot IT issues and liaise with technical support as required.
Ensure the information on the Practice Website is up to date. Monitor the telephony system and monthly reports. Oversee maintenance schedules, monitor premises maintenance and cleaning services, maintain good order of premises and arrange any necessary repairs or replacement in conjunction with the Business Manager. Alongside Infection Control Lead, oversee Infection Control audits Ensure Fire Safety and Infection Control issues are managed, including compliance with legislation and guidance.
Coordinate the routine checking of fire alarms, emergency lighting, heating, water safety and other aspects to ensure the safe running of the surgery and CQC compliance. Arrange Fire Safety inspections and evacuation drills and undertake Fire Marshal duties as necessary. Lead in promoting and maintaining the health and safety and security of staff as defined in the Practice Health and Safety policy, the practice health and safety manual and the practice infection control policy. To carry out audits and risk assessments and be responsible for ensuring that any mitigation actions are followed up.
Direct Line management of the administrative and secretarial staff and Reception Manager. Providing them with support and motivation, developing their skills and confidence to reach their potential whilst continuously improving the service they provide to patients. Effectively and positively communicate between and across teams within the practice, to ensure a high standard of information flow, including the sharing of relevant external information Lead the recruitment and selection process. Ensure all staff are subject to DBS checks prior to start date.
Maintain, develop and run the practice new staff induction procedures including IT training and compliance. Prepare staff contracts recommending and making changes as necessary. Establishing, reviewing and updating job descriptions and person specifications, ensuring all staff are gainfully and legally employed. Conduct training needs analysis for all employed staff to ensure that all have the appropriate level training to enable them to carry out their individual roles and responsibilities, including Information Governance.
Coordinate training and identifying suitable courses. Undertaking an effective staff appraisal process. Ensuring all staff in the team are appraised annually and all agreed development plans are followed up. Implementing effective systems for the resolution of disciplinary and grievance issues.
Oversee authorisation of administrative & reception annual leave and sickness records in line with agreed policy. Ensure there is adequate cover at all times. Conduct return to work meetings and ensure staff records are updated accordingly. Assist the Business Manager and Partners with planning and implementation of any necessary staff changes.
Manage and update as required the Policies and Procedures register Support, maintain and update the Business Continuity Plan. Manage the Risk Assessment Register Oversee the submission of the Data Security and Protection Toolkit (DSPT), ensuring the practice is compliant with its Data Security and GDPR responsibilities. Update the Workforce Data Reporting monthly Be fully conversant with practice procedures and ensure that the team are kept fully updated. Deal with lower-level patient complaints, aiming to resolve them before escalating to the Business Manager Attend and contribute to practice/staff/Patient Participation Group (PPG) meetings.
Setting agendas, chairing and taking minutes when necessary. Follow up any matters arising. Support the equality and diversity and rights of patients, carers and colleagues in a manner that is consistent with practice procedures and policies and current legislation. Cover deputised responsibilities on behalf of the Business Manager.
Assist other staff members as required in the event of staff absence

Please refer the Job description for details