Practice Operations Team Leader - Huddersfield, United Kingdom - Lepton & Kirkheaton Surgeries

Description

Due to retirement, we are now looking to recruit an enthusiastic and motivated practice operations team leader, to support the practice manager with operational activities, and drive efficiency across the practice.

The team leader will manage a small administration team with three direct line reports, consisting of clinical administrators and secretaries.

Assisting the practice manager with operational tasks including premises maintenance, preparing internal meeting agendas and minutes, and management of the clinical systems.

There is some flexibility with the working hours of 26-30hours per week, covering Mondays, Tuesdays & Fridays as a minimum.

Working patterns can be discussed further at the interview stage.


Overview of your organisation
We are a friendly and thriving practice supporting around 7000 patients across two locations. We offer a collaborative and supportive working environment, with a positive employee culture.

We have an approachable and supportive leadership team of three GP partners, a practice manager and an existing team leader.

Our clinical team includes regular locum GPs, two nurses, a phlebotomist, a health care assistant and other ARRS employees. We have an experienced administrative team, including ten receptionists, two secretaries and a clinical administrator.


Main duties of the job
To support the practice manager in all aspects of practice functionality:

• Motivating and managing staff
• Optimising efficiency, and overall performance.
• Ensuring the practice achieves its longterm strategic objectives in a safe and effective working environment, focussed on the daytoday operability of the practice.
• Championing ED&I, SHEF, Quality & CI
• Confidentiality
• Collaborative Working
• Service Delivery
• Learning and Development and promoting a positive working environment.

The following are the core responsibilities of the practice operations team leader.

There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

The practice operations team leader is responsible for:
a. Supporting the practice manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities.

b. Providing leadership and guidance to the Administration/Secretarial team.

c. Ensuring staff adhere to policy and procedure at all times.

d. Supporting the practice manager in compliance with health and safety legislation

e. Overseeing completion of mandatory training for direct line reports

f. Responding and resolving all local IT issues where appropriate

g. Guiding staff and developing searches and audits on the clinical system

h. Monitor group mailboxes, ensuring information is disseminated appropriately

i. Ensure the effective use of ERS, EPS, and other IT programmes.

j. Monitoring and disseminating information on clinical safety alerts and other pertinent information

k.

Maintaining the significant event database, supporting the practice manager if investigating and documenting significant events, and briefing the team at meetings as required.

l. Identifying trends and devising solutions to reduce risk and repeated occurrences of significant events

m. Support the practice manager to implement and embed practice audit programmes.

n. Support the practice manager with the management of the premises, including health and safety aspects such as risk assessments and mandatory training

o.

Support the complaints manager with handling of simple complaints which can be resolved at first point of contact within 24hours.

p. Complete annual appraisals and quarterly 1to1s with line reports.

q. Manage all aspects of the building maintenance, dealing with defects, maintenance and all other associated tasks

r. Coordinate portable appliance testing (PAT) equipment testing/maintenance and practice supply orders.

s. Oversee the family & friends feedback, proactively contacting patients to acknowledge feedback and sharing learnings with the team.

t.

Manage administrative staff rotas and coordinate the provision of temporary staff ensuring sufficient cover is provided for periods of leave and other staff absences.

u. Support the practice manager with management of the clinical system and clinical rotas.

v. Develop, implement and embed efficient administrative processes and procedures to adhere to extant legislation

w. Prepare internal meeting agendas and minutes.


Secondary Responsibilities
In addition to the primary responsibilities, the deputy practice manager may be requested to:
a. Deputise for the practice manager in their absence

b. Act as the primary point of contact for external stakeholders in the absence of the practice manager

c. Assist with the recruitment of staff as requested by the practice manager

d. Support the practice manager in the reviewing and updating of practice policies and procedures

e. Support the practice manager with change initiatives.

f. Main