Operations Lead - Alliance Teaching Practices

Job summary

We are seeking a motivated and dedicated Operations Lead to join our management team, supporting the efficient day-to-day running of the practice and helping to deliver high-quality services to our patients and local community.

The successful candidate will work closely with the Operations Managers and ATP Business Manager to support operational performance, service delivery, and the ongoing development of the practice. They will provide strong leadership and guidance, ensuring teams are effectively managed and supported to deliver an excellent patient experience.

You will be responsible for the direct supervision and line management of Patient Support Officers and other staff as required, fostering a positive working environment and promoting high standards of performance, professionalism, and patient care.

This role is ideal for an organised, proactive, and self-motivated individual who possesses excellent people management skills and a commitment to continuous improvement, with a desire to make a meaningful contribution to the ongoing success and future development of the practice.

Main duties of the job

The postholder will be expected to undertake the following as part of their role:

Take responsibility for the management of staff on their ATP site whilst working in partnership with other ATP Operations Managers and Business Manager.
To maintain Clinical Services and Appointments systems.
Work collaboratively with the Data Analyst and key Practice staff to ensure robust reporting tools for the key performance indicator data, reporting on the progress, issues and risks to the ATP Business Manager.
To maintain all rotas for clinical and non-clinical staff including holidays / sickness planning.
To ensure effective administration support.
To manage all aspects of patient information for their site.
To provide appropriate assistance to the ATP Business Manager in all day-to-day activities and duties.
To ensure that all information is up to date including registrations and keeping high standard of adherence to GDPR

About us

At Coventry and Rugby GP Alliance, we pride ourselves on fostering a culture of innovation, growth, and continuous learning. As a member of our team, you'll have the opportunity to work alongside talented professionals who are committed to delivering excellence and driving positive change within our industry.

We take pride in offering a robust package to support our employees, including:

Annual Leave - Enjoy 27 days of annual leave for full-time employees, in addition to bank holidays.
Sick Pay - Our enhanced sick pay policy ensures you are supported during times of illness.
Pension Scheme - Access to the NHS pension scheme to secure your financial future.
Enhanced Maternity Leave - We provide generous maternity leave to support new parents.
Paternity Leave: We also offer paternity leave to allow new fathers to bond with their newborns.
Blue Light Discounts - Take advantage of exclusive discounts available for our staff. After probation you can make an expense claim for the price of your blue light discount card and receive full reimbursement
Employee Assistance Network - Access support through our employee advice network for personal and professional challenges 365 days a year 247
NHS Fleet Solutions - A salary sacrifice car leasing scheme with savings on monthly payments for brand new cars.

We are committed to creating a supportive and rewarding work environment for all our employees.

Job description

Job responsibilities

Key Responsibilities

To take responsibility for the management of staff on their ATP site whilst working in partnership with other ATP Operations Managers and Business Manager.
To maintain Clinical Services and Appointments systems.
Work collaboratively with the Data Analyst and key Practice staff to ensure robust reporting tools for the key performance indicator data, reporting on the progress, issues and risks to the ATP Business Manager.
To maintain all rotas for clinical and non-clinical staff including holidays / sickness planning.
To ensure effective administration support.
To manage all aspects of patient information for their site.
To provide appropriate assistance to the ATP Business Manager in all day-to-day activities and duties.
To ensure that all information is up to date including registrations and keeping high standard of adherence to GDPR

Staffing and People Management

Evaluate, organise and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their role.
Support Operations and Business Managers in, induction and training of new staff.
Planning and recruitment of Locum cover.
Prepare weekly/monthly shift planning for Practice Staff, including clinical and non-clinical and arranging cover including locum cover when necessary.
Identify training and development needs for Practice staff.
Monitor skill-mix and deployment of staff.
To monitor staff annual leave, sickness and absence and mitigate any impact to practice staffing rotas.
Ensure all Practice staff are aware of the need for confidentiality, both of patient and Practice information.
Contribute to an effective programme of training, staff development, one to ones and appraisal, including the maintenance of accurate records.
Create a team culture and professional working environment within the teams and sites, developing the team to reach their goals with a program of coaching, supporting and motivating staff to promote effective team working and individual capability in a performance driven function.

Monitoring Practice Performance and Targets

To be updated with specifications on an annual and ad hoc basis of all requirements regarding Enhanced Services, QOF and contracts.
Monitor and audit the progress of the QOF and Enhanced Services to maximise income.
Monitor and evaluate performance of the Practice team against objectives; identify and manage change by completing regular 1 to 1s and appraisals following the CRGPA Appraisals Policy.
Monitor quality of workload delivered by the team and make sure all workload is completed daily and collectively by the whole team.
To support with the implementing of processes to achieve targets with GPs, Nurses and ATP Business Manager
Support and work with ATP Business Manager, General Practitioners, Nurses and administrative staff to achieve targets.
Undertake required and agreed tasks set out in the ATP Compliance Schedule, taking full responsibility for them.

Organisational

Convene practice site meetings, prepare agendas, write minutes and ensure distribution of minutes with action logs as necessary.
Ensure that cleaning and hygiene standards are properly maintained, and adequate fire prevention and security systems are in place.
Ensure the procurement of Practice equipment, supplies and services within target budgets.
Be a trained Health and Safety representative for ATP.
Maintain an effective complaints management system.
Willing to take active part with patient groups,PPG.
Manage appropriate systems for handling and recording of cash and cheques and petty cash.

Information Management and Technology

Ensure that analytical knowledge is applied and make sure that development and understanding of key essentials are met. These are:

EMIS
Docman
Reporting
Coding
Creating templates
Motivate, support and monitor staff in the use of IT, organise, oversee and evaluate IT training.
Make sure that targets and monitoring standards for data entry and data collection are achieved.

Personal and Professional Development

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Take personal responsibility for mandatory training to be kept in date and up to date.

Quality

The post-holder will strive to maintain quality within the Practice, and will:

Alert other team members to issues of quality and risk.
Assess own performance and take accountability for own actions, either directly or under supervision.
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
Effectively manage own time, workload and resources.
Oversee Datix- attending meetings, investigate and complete ATP incidents and complaints

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to:

Continually improve communication channels between senior leadership team and Practice staff.
Communicate effectively with patients and carers.
Tailor own preferred communication methods to respond appropriately and efficient to other peoples needs.

Contribution to the Implementation of Services

Apply Practice policies, standards and guidance.
Discuss with other members of the team how the policies, standards and guidelines will affect own work.
Participate in regular audits.

Person Specification

Qualifications

Essential

Educated to degree level or equivalent level of experience of working at a senior level
Evidence of continuous professional development
Leadership or management qualification (or willingness to work towards one)

Desirable

Knowledge of general practice service delivery to include Project Management

Experience

Essential

Experience working within a GP practice, Primary Care Network (PCN), or NHS healthcare setting
Experience in managing multiple services and programs
Experience of communicating with professionals and other agencies
To have a thorough understanding of different projects and service level agreements and how to write and review comprehensive personalised support plans to include risk assessment
Experience of professional supervision/ mentoring of staff
Experience of managing and operating under strict budget lines
Experience of staff management including recruitment, induction, performance management, sickness absence management and appraisals
Knowledge of information governance, GDPR and confidentiality requirements

Desirable

Working knowledge of the EMIS system
Experience of audit/ evaluating progress, risks and issues
Understanding of General Medical Services and Enhanced Services
Experience of workforce planning and rota management
Understanding of CQC regulations and quality standards
Experience of managing complaints in line with practice policies
Experience supporting financial management, budgeting and resource allocation
Experience implementing and monitoring policies, procedures and standard operating procedures
Experience of managing operational risks and business continuity planning

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Coventry And Rugby GP Alliance

Address

1 The Boiler House, Electric Wharf

Sandy Lane

Coventry

CV1 4JU

United Kingdom

Employer's website

https://www.coventryrugbygpalliance.nhs.uk/

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