Operations Manager

3 days ago

City of Greater Bendigo, Australia Park House Surgery Full time
Job Summary

We are seeking a highly organized and detail-oriented Operations Manager to join our team at Park House Surgery. As a key member of our administrative staff, you will be responsible for overseeing the day-to-day operations of the practice, ensuring that all administrative tasks are completed efficiently and effectively.

Key Responsibilities
  1. Administrative Oversight: Provide leadership and guidance to administrative staff, ensuring that they are equipped to perform their duties to the highest standard.
  2. Staff Management: Line manage administrative staff, supporting their development and providing guidance and direction as needed.
  3. Clerical Tasks: Complete all clerical tasks, including staff appraisals and training, in a timely and efficient manner.
  4. Team Training: Identify and deliver training to administrative staff as needed, ensuring that they are up to date with the latest policies and procedures.
  5. Rota Management: Compile and manage reception and administration staff rotas, ensuring that adequate cover is provided at all times.
  6. Policies and Procedures: Review and update administrative and reception policies and procedures as required, ensuring that they are compliant with current legislation.
  7. Practice Reports: Support the management team in the compilation of practice reports and the practice development plan.
  8. Office Processes: Develop, implement, and embed efficient office processes and procedures to ensure that the practice runs smoothly and effectively.
  9. Day-to-Day Operations: Oversee day-to-day operations, including 'firefighting' and ensuring that all administrative tasks are completed in a timely manner.
  10. Temporary Staffing: Coordinate the provision of temporary administrative and reception staff, ensuring that adequate cover is provided during periods of leave and other staff absences.
  11. Clinical Meetings: Coordinate the weekly clinical meeting alongside the PA to the Practice.
  12. Appointment System: Update the appointment system to reflect leave and other approved absences.
  13. Patient Complaints: Provide initial guidance and advice to patients who wish to verbally complain.
  14. Deliveries: Manage all deliveries to the practice, ensuring adherence to the cold chain policy as necessary.
  15. Fire Marshal: Act as building fire marshal, ensuring that evacuation lists are current and that the visitors log is used appropriately.
  16. Complaints Lead: Act as complaints lead for non-clinical complaints.
  17. Staff Induction: Evaluate, organize, and oversee the staff induction programme.
  18. Recruitment: Act as the lead for recruitment, including pre-employment checks and DBS, with the assistance of the Operations Assistant.
  19. Practice Briefings: Attend the weekly practice manager briefings with the Practice Manager.
  20. Practice and PCN: Act as the point of call between the Practice and PCN.
  21. Finance Support: Help support the senior partner with general finance queries.
Secondary Responsibilities
  1. Audit: Participate in audit as directed by the audit lead.
  2. Practice Website: Support the senior management team in the maintenance of the practice website and social media accounts.
  3. Friends and Family Test: Monitor and promote the use of the Friends and Family Test.
  4. Continuous Improvement: Champion continuous improvement, encouraging staff to participate and make suggestions for CI initiatives.
  5. QOF Targets: Assist with QOF targets.
  6. Patient Participation Group: Lead the Patient Participation Group meetings.
  7. Patient Online Services: Actively encourage and promote the use of patient online services.
  8. Clinical Templates: Review and update clinical templates, ensuring they relate to current practice.
Requirements

We are looking for a highly organized and detail-oriented individual with excellent communication and leadership skills. The ideal candidate will have experience in a similar role and be able to work effectively in a fast-paced environment.

Benefits
  • Additional leave
  • Casual dress
  • Company events
  • Company pension
  • Employee discount
  • Free flu jabs
  • Free parking
  • Health & wellbeing programme
  • On-site parking
  • Sick pay
  • Store discount
Schedule

Monday to Friday

Ability to Commute/Relocate

Bagshot: reliably commute or plan to relocate before starting work

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