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Operations Manager

Posting date:	15 May 2025
Salary:	Not specified
Additional salary information:	Negotiable
Hours:	Full time
Closing date:	30 May 2025
Location:	Torpoint, PL11 2TB
Company:	NHS Jobs
Job type:	Permanent
Job reference:	A2213-25-0000

Summary

The following are the core responsibilities of the Operations Manager. There may be, on occasions, 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: Administration Team: Line management of the Administration team, providing ongoing review, training and annual appraisals and induction of new staff members Co-ordinate teams staff annual leave Ensure adequate staffing in the team Deal with Administrative staff sickness/absence. Provide induction training, ongoing review including probationary reviews, and appraisal Hold and minute regular staff/team meetings Deputise for Practice Manager as necessary Practice Co-ordinate leave for all Administrative and Clinical team including GP Partners updating staff leave cards/EMIS clinical system/Coloured rota - Liaising with Finance & IT Manager and IT & Data Administrator Review and update administration policies/procedures on a regular basis to ensure that they are current and fit for purpose updating documentation on Teamnet Have oversight of the EMIS rota working with the GP Partner/Finance & IT Manager/IT & Data Administrator to ensure there is sufficient clinical cover. Add clinics to the EMIS rota in the absence of the Finance & IT Manager/IT & Data Administrator Attend practice meetings, as required, and contribute to smooth running of practice Arranging annual calibration/PAT testing of medical/electrical equipment Ordering new medical equipment/organising service/repair/replacements when required Oversee the weekly fire alarm testing with Reception Manager/Finance & IT Manager organising two fire evacuation drills annually Complete the weekly Kernow Health LMC General Practice Alert Status Complete the Workforce minimum report on a monthly basis Update the quarterly Smears audit on Teamnet liaising with GP Registered partner Liaise with property manager/facilities management company regarding building/cleaning issues Manage the Administration team delivering Dermatology and have an oversight of Derm operations Ensure Practice policies are followed, and accurate records are kept with particular reference to: appointments, messages, visits, post, patient registration, repeat prescriptions, filing systems, births and deaths Arrange and minute the monthly Clinical meeting Financial Administration Deputise for the Finance & IT Manager in their absence dealing with: Checking and approving purchase invoices for payment, ensuring that goods have been received, following up queries and entering invoices on finance software Ensuring that cash and cheques received are banked promptly and transactions are entered on the finance software Monitoring and reconciling petty cash expenditure to float balance and entering transactions on finance software Following up any financial queries, including liaising with suppliers and patients Preparation and submission of claims for services, maximising income Overseeing processes for income claim and collection for non-NHS services, e.g. medicals Patient Services: Deal with complaints in absence of Reception Manager/Deputy and Practice Manager in accordance with practice complaints procedure, evaluate suggestions and escalating to GP partner responsible for complaints, where appropriate Manage administration team together with systems for recording and actioning new patient registrations, patient note summarising and patient deductions and ensuring that the other core administrative functions are performed on a timely basis, escalating any back logs or issues with workload to the Practice Manager Manage administration team to ensure received mail, either paper or electronic, is directed to correct team member, patient correspondence is scanned, assigned and actioned in a timely manner Support the annual flu and other special clinics and vaccination campaigns Maintain up to date knowledge of national, local and practice standards for chronic disease management IT: Have full understanding of EMIS patient records system and Xero finance software Have a working knowledge of running searches and reports Provide advice and support on EMIS use in the absence of Data & IT Administrator. Having a working knowledge of managing system users on EMIS Have a working knowledge of IT systems in the building and be able to trouble shoot issues as they arise, including NHS smart cards Have the ability to book additional appointments and changing EMIS clinics as necessary Other tasks: Trouble shoot any operational matters and escalate any unresolvable issues to Practice Manager To attend internal and external meetings, as required Take the minutes of the Clinical meeting Update the Minor Surgery infection rate quarterly audits on Teamnet Deal with any SMART card/Fob issues in the absence of the IT & Data Administrator Data Quality: To work within the clinical computer system to improve data quality, using the expertise of other data staff where appropriate To assist the Practice Manager in ensuring the recording and collection of data is processed in the most efficient and appropriate way Health & Safety: The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy