Operations Manager

Job summary

An exciting opportunity has arisen for an Operations Manager to join our senior management team, provide operational leadership and lead on HR processes, premises issues and buildings compliance.
We are looking for someone motivated and enthusiastic with excellent organisational and communication skills to help support the Practice Manager and Partners with the smooth day to day running of the practice. This is an opportunity to play an important leadership role in a collaborative, friendly and supportive environment.

Main duties of the role

The post-holder will lead on the day-to-day responsibility for the operational aspects of running the Practice with close support from the Practice Manager and GP Partners.
This will include premises and health & safety management; providing leadership & guidance to staff; direct line management of administration teams with responsibility for the HR function of the staff they line manage; development, implementation & review of practice policies & procedures and helping to implement systems to ensure compliance with CQC regulations and standards. Management of the clinical system, ensuring IT security and IG compliance at all times and responding to and resolving local IT issues.

Responsibilities

As Operations Manager, you will be leading on the day to day running of the practice and ensuring the efficient running of systems and procedures. From leading on premises compliance to supporting workforce development and having oversight of HR processes, you’ll help ensure the practice continues to thrive and flourish.

• Supporting the Practice Manager and Partners in the management and development of the practice
• Providing leadership and guidance to staff, promoting a positive and inclusive culture
• Lead on premises e.g. health & safety, risk assessments, fire safety, COSHH, effective maintenance of building, services and facilities, premises and equipment checks
• Act as building fire marshal/warden, ensuring evacuation lists are up to date and that the visitors log is used appropriately
• Managing the recruitment, support, training and performance of admin team members, ensuring staff achieve their responsibilities and objectives
• Line manage all admin staff, supporting staff development, providing guidance and direction, ensuring staff are up to date with mandatory training
• Completing staff reviews, appraisals and team meetings as required
• Oversee the induction programme for new staff
• Oversight of HR processes, workforce planning, and staff development
• Oversee processes for new patient registrations
• Coordinating and preparing relevant meetings, agendas, and minutes
• Support with management of the clinical system, ensuring IT security and IG compliance at all times and responding to and resolving local IT issues
• Assisting with the development, implementation and review of practice policies and procedures
• Attending relevant practice meetings, taking and producing minutes and sharing of practice information as appropriate
• Contributing to strategic planning, business development, and service improvement
• Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on safeguarding adults & children, providing safeguarding administration support
• Support the practice manager with updating and maintaining information in the business continuity plan (BCP) and with annual completion of the data security and protection toolkit
• All other duties as described in the job description

Requirements

About you

• Significant experience in operations/people management, ideally in primary care, NHS or a similar complex, customer-facing environment
• Strong organisational and communication skills
• Strong leadership and interpersonal skills, with the ability to motivate and support a team
• Excellent verbal and written communication skills
• Experience of chairing meetings, producing agendas and minutes
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• Understanding of compliance frameworks or CQC requirements
• Excellent problem-solving skills and attention to detail
• Confident using IT systems and data to improve processes
• Ability to work independently and prioritise effectively
• Positive, solution-focused approach with a ‘can do’ attitude
• Knowledge and understanding of HR processes (e.g. contracts, policies, sickness/absence, conduct, equality and diversity)
• Ability to motivate teams, enhance morale and maintain a positive working environment
• Understanding of Health and Safety requirements

Desirable

• Experience in NHS primary care or general practice
• Understanding of building compliance requirements
• Experience of SystmOne

About us

We are a caring, friendly, well-established practice of two partners and 5 salaried GPs, located in a beautiful semi-rural mid-Sussex village. We have a list size of just under 11,000 patients and use the SystmOne clinical system. We seek to maintain traditional personal list family medicine, whilst at the same time embracing technology and moving forward.
We work collaboratively with our neighbouring practices and our Primary Care Network team.