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Practice Operations Manager

Posting date:	19 March 2025
Salary:	Not specified
Additional salary information:	Negotiable
Hours:	Full time
Closing date:	06 April 2025
Location:	Dorchester, DT1 2FD
Company:	NHS Jobs
Job type:	Permanent
Job reference:	A2890-25-0003

Summary

Job responsibilities Management and Planning Monitor and evaluate performance of the Practice team against objectives; identify and manage changes required to achieve future goals Develop and maintain effective communication both within the Practice and with relevant key stakeholders/outside agencies. Assess and evaluate accommodation requirements and manage development and expansion plans as required Financial Management Work with both the Practice Business Manager, Portesham manager and GP Partners to ensure the practice works within the agreed budget and financial targets. Human Resources Recruit, retain, develop and support the Practice team and take lead responsibility for the recruitment, retention and management of administrative staff. Evaluate, organise and oversee staff induction and training and ensure that all reception and administration staff are adequately trained and developed to fulfil their role effectively. Hold responsibility with the Patient Services Team Leader for the development of high performing reception and admin teams, to include empowering staff to carry out their roles effectively, providing staff with regular feedback on performance, carrying out annual staff appraisals identifying and meeting training needs and succession planning for the future. Also responsible for addressing areas of underperformance or and capability issues in a fair and timely way with advice and support of the HR team as required. Take responsibility for own personal and professional development in the area of leadership and management to ensure the ongoing development high levels of morale and motivation amongst the Practice team demonstrated by staff feedback and survey results. Support and mentor staff both as individuals and as team members. Maintain and update all reception and administration staff employment records and documentation. Implement effective systems for the resolution of disputes and grievances with support from HR. Organisational Convene meetings, prepare agendas and ensure distribution of minutes as necessary. Develop Practice protocols and procedures, review and update as required. Ensure that Practice premises are properly maintained and cleaned and that adequate fire prevention and security systems are in place. Develop and review Health & Safety policies and procedures and keep abreast of current legislation. Ensure that the Practice has adequate business continuity procedures in place. Arrange appropriate maintenance for Practice equipment. Work with both the Practice Business Manager and GP Partners to ensure the practice is fully compliant with the CQC regulations and when required is fully prepared for inspection. Work with both the Practice Business Manager and GP Partners to maintain, complete and submit the Practice electronic Information Governance Toolkit/K104b/National Data Workforce. Patient Services Ensure the ongoing development and management of patient services in line with the practice strategy. Ensure service development and delivery is in accordance with local and national guidelines. Ensure that the Practice complies with NHS contractual obligations in relation to patient care. Maintain registration policies and monitor patient turnover and capitation. Routinely monitor and assess Practice performance against patient access and demand management targets. Work with both the Practice Business Manager and GP Partners - Develop and implement an effective complaints management system. Liaise with patient groups when required Transformation Ensure the identification and realisation of quality and efficiency gains associated with transformation projects Information Management and Technology QOF & IT Lead ensure practice targets are met, monitor and evaluate performance on a monthly basis working closely with the Practice Business Manager & QOF Coordinator and to identify and manage changes required to achieve these targets Evaluate and plan Practice IT implementation and modernisation. Keep abreast of the latest development in primary care IT including DoH initiatives and regularly update the Practice management team. Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training. Set targets and monitoring standards for data entry and data collection. Ensure that the Practice has effective IT data security, back-up, maintenance and disaster recovery plans in place. Liaise with the ICB regarding systems procurement, IT funding and national IT development programmes. Maintain the Practice website. Premises and Equipment: Ensure and maintain high standards of cleaning and hygiene throughout the Practice premises. Hold responsibility for the operational management of the building including security, access etc. Establish a system of control for the use of rooms; Co-ordinate remodelling and room moves as required. Maximise available space to achieve the optimum use of the building Meet the needs of the occupants and visitors to the building Gardening / car park / premises control and security, including key holding and out of hours key holder duties. Ensure maintenance of common equipment e.g. kitchen utilities, sanitary facilities etc. Ensure that the building complies with all aspects of legislation and best practice Ensure equipment complies with appropriate legislation (e.g. Health and safety, portable appliance testing of own equipment etc.). Assume responsibility for items of equipment, e.g. fixed wiring testing, fire risk assessment etc. Ensure that the Practice complies with aspects of Health & Safety legislation. Ensure insurance cover for building, contents, computers ensuring periodic review of cover