Operations and Administration Lead - Waterloo House Surgery in Millom

We're looking for a full time Operations and Administration Lead to join our friendly team at Waterloo House Surgery in Millom. You’ll need to have excellent communication and organisation skills as you will be working closely with clinicians, reception teams and the practice manager. You’ll be working as part of our fabulous administration team. We pride ourselves on being friendly, helpful and having a can-do approach and we are looking for someone like-minded to join us. We’re caring, inclusive, and a great bunch to work with. This position is 37.5 hours per week, Monday – Friday.

The post holder will be responsible for the efficient running of Medication and Admin process as well as supporting the smooth running of Waterloo House Surgery. The role will receive deputising for the Practice Manager when required. The role will lead on medicines management processes within the practice to ensure safe and efficient prescribing is implemented. This role is pivotal in overseeing daily operations, managing administrative processes, coordinating staff, and ensuring compliance with healthcare regulations.

All staff are expected to work to Cumbria Health Values:

• Clinically focused – Everything everyone of us does is for the patient
• Responsive – We listen, and we respond quickly in a patient-focussed way
• One Team – We work together to provide a high-quality service which is organised and consistent, and in partnership with both the local Acute and Community Trusts
• High Standards – We provide skilled professionals working to the highest standards who are passionate about improving patient care
• Growth & Sustainability – With our strong roots we will continue to thrive and grow
• Communities – Connecting and engaging to meet local needs

Job responsibilities:

• Deputise for the Practice Manager in her absence
• Supervise and train practice staff dealing in all medicine management systems, making best use of their skills for example prescription processing
• Work collaboratively with other practices to spread good practice and share experiences
• Develop processes to promote modern efficient services, e.g. online ordering and repeat dispensing
• Attend and disseminate within the practice learning and actions from the monthly medicine management meetings, relevant courses, and training events
• Oversee the medicine management audit processes at practice and ICB level
• Oversee the achievement of the Meds Management indicators alongside the MOP, the Practice Pharmacists and the Medicines Manager, regularly reporting progress to the Leadership Team and Clinical Meeting and agreeing remedial action where required
• To oversee the administration of the practice on a day-to-day, including line management of Administration, Secretarial, GP Assistants, Meds and Social Prescribing teams
• To assist the Practice Manager in any new projects relating to medicine management and administration, including developing SOPs and policies
• Proficient user of EMIS and Microsoft Office Suite. Confident in picking up and learning new IT software packages
• Responsible for the achievement of the best possible outcomes from the end-of-year submissions and thereby gain optimum remuneration available to the practice for QOF, QIS, LES, DES, IIF and other performance indicators
• To oversee the booking and completion of Long-Term Condition process by Birth month and updating and producing reports to the Leadership Team of progress against indicators on a monthly basis and, where necessary, formulating and presenting the recovery plan
• To oversee all workflow related processes such as Tasks, Referrals, Document Management and Medication Management, ensuring that all are processed in a timely manner and developing solutions to any identified issues
• To run audits and searches as part of a planned calendar and identify any additional queries to support the practice needs
• Organisation of vaccination clinics to include monitoring and ordering of stock, planning of appointment schedules, staffing rotas, oversee recall procedure of eligible patients and ensure payment claims are made
• To ensure that income revenue is correctly logged and banked and reported monthly to the Cumbria Health Finance team.
• Monitor income against work produced
• Month end returns to HR and Payroll to include sickness, irregular hours and expense claims
• Management of the Cumbria Health sickness policy to include return to work, discussion of adjustments and where necessary following the Sickness Absence Meeting Procedure for line managed staff
• Oversee holiday requests for all staff to ensure that there is enough cover across the practice by following the holiday protocol
• Create a weekly rota for the Enhanced Access Clinics to ensure adequate staffing as per agreed plan
• Organise, attend and minute quarterly PPG meetings and liaise and produce a quarterly bulletin to advise patients on the work of the PPG
• Manage and investigate the local response for any AIs raised
• Safeguarding to be the point of contact for any safeguarding issues both internally and from outside agencies, to ensure these are directed appropriately and in a timely manner to the Safeguarding Lead.
• To attend any training and meetings required.
• To check the NHS.net account daily for communications, send out reminders to outside agencies regarding MDT meetings and record and circulate meetings
• Palliative Care to ensure that regular meetings are held and minuted with the clinical lead, district nurses and palliative care team and patients records are updated in line with local policy.
• Ensure that advanced care planning is completed and DNACPRs are up to date

Person Specification:

Experience:

• Working knowledge of software programmes e.g Microsoft Office
• Knowledge of current issues within health/social care settings
• Experience of managing change
• Knowledge and understanding of Data Protection Act
• Reporting progress to a senior team and agreeing remedial action where required
• Manage and investigate the local response for any Adverse Incidents
• Organise, attend and minute regular meetings
• Production of briefings to patients and staff, eg bulletins and meetings/forums to ensure continuous communication and engagement
• To run audits and searches
• Leading a project
• Reconciling income, understanding banking processes and optimising financial budgets
• Experience of working with GP EMIS
• Experience of working in Primary Care
• Knowledge required to interrogate systems to provide sound performance management data (eg QOF, CQRS, IIF, and key performance indicators related APMS contracts)

Qualifications:

• Management qualification to A level or equivalent
• NVQ Business Administration Level 4 or above
• 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.