We are seeking a proactive and organised Deputy Operations Manager to join our busy GP surgery. This is a pivotal role at the heart of our practice, ensuring the smooth day-to-day running of the reception team and delivering an excellent standard of service to our patients. As Deputy Practice Operations Manager, you will be responsible for supervising and supporting a team of receptionists and admin team, managing workflows, and helping to ensure that all patient interactions, whether face-to-face, by phone, or online, are handled professionally and efficiently. You’ll work closely with the practice management team and clinical staff to help maintain a positive, patient-focused environment. This is a great opportunity for someone with proven leadership experience in a healthcare setting who is looking to make a meaningful impact within a supportive and dedicated primary care team., Team and Personnel Management
- Assistant to Practice Operations Manager
- Working with the Management Team, plan and co-ordinate the recruitment, induction and training of new staff.
- To assist in the preparation of a work rota for the doctors and arrange locum cover when necessary.
- To be responsible for the organisation of the reception staff rota, manage Annual leave requests, ensuring adequate cover during periods of staff sickness or leave during all opening hours.
- To ensure that all practice staff are aware of the need for confidentiality, both of patient and practice information.
- Evaluating, organising and overseeing the staff induction programme.
- Working with the Reception Manager/Team Leaders to Line managing the administrative team, being responsible for timely and accurate appraisals and first line support for disciplinary and grievances.
- Recruitment, induction and training of new administrative staff and locum cover
- Practice statistics and feedback collection/analysing data
- Oversee and organise the workload in reception
- Arrange, attend and minute administrative staff meetings
Information Technology
- Registrations (alongside Reception Management/Team Leaders)
- Workflow Management
- Training and development of administrative staff
- Lead IT alongside the Management Team.
- Medical Report and Non-NHS Work Management
- Have full understanding of appointment system
- Have a working knowledge of all software and hardware
- Train staff in use of practice systems
- Reviewing and updating clinical templates ensuring they relate to current practice
- Ensure communication systems are running smoothly, clinicians, reception and administration staff are kept fully informed of changes in procedures
- Assist with production and upkeep of practice standard operating procedures
- Act as a central source of information
Operations & Compliance
- Supporting the practice operations manager in the day-to-day operations of the practice, ensuring staff achieve their primary responsibilities
- Working as part of the Senior Leadership team, provide leadership and guidance to all staff ensuring that they adhere to policy and procedure at all times
- Overseeing systems to ensure compliance with CQC regulations and standards
- Brief Practice and Business Manager on performance levels, advising actions to ensure high achievement across all areas
- Implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare
- Develop and implement streamlined administrative procedures to enhance efficiency and productivity.
- Utilise phone systems for efficient communication and coordination.
- Manage office supplies, equipment maintenance, and facilities to support daily clinic operations.
- Ensure accurate record-keeping and data management, including patient records and administrative documents.
- Alongside the Team Leaders, oversee all reception duties, including patient check-ins, appointment bookings, repeat prescription requests, external / internal emails and handling general enquiries.
- Ensure that reception processes are carried out efficiently and consistently, with a strong
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