TLCP Site Operations Supervisor

We are looking for an enthusiastic Site Operations Supervisor who has excellent organisational, multidisciplinary and communication skills with experience working in the general practice setting.

The Site Operations Supervisor will oversee and manage the administrative and operational functions of the site. This role involves ensuring that staff achieve their primary responsibilities, providing guidance and support for staff development, and ensuring compliance with regulatory requirements.

Main duties of the job

The site operation supervisor is responsible for:

1. Overseeing the administration and assisting with the operations of the site, ensuring staff achieve their primary responsibilities.
2. Line managing all administrative staff, supporting staff development, providing guidance and direction, ensuring staff are up to date with mandatory training.
3. Completing staff appraisals as required in conjunction with the management team.
4. Identifying and delivering team training where required including mandatory training in conjunction with HR team.
5. Compiling administration staff rotas.
6. Developing, implementing and embedding efficient office processes and procedures to adhere to current and future legislation.
7. Ensuring that the Site is compliant in respect of a CQC inspection.
8. Acting as a focal point for the Site, managing requests from external organisations such as the local police, solicitors, DVLA and other agencies.
9. Coordinating the provision of temporary administrative and reception staff ensuring sufficient cover is provided for periods of leave and other staff absences.
10. Supporting the management team in premises management to ensure that the facilities are kept clean and functioning.
11. Updating the appointment system/rota to reflect leave and other approved absences.
12. Providing guidance and advice/response to those who wish to complain verbally, in writing or any other method. Work with the central complaints team.
13. Overseeing Pathology results are received and actioned, including completing unmatched reports received.

About us

THE LEWISHAM CARE PARTNERSHIP (TLCP)

We are a 55k patient practice working from 5 sites in Central Lewisham. TLCP is a Partnership and PCN in its own right with no other practices involved.

We are an innovative organisation that thrives on the challenges that are being presented to General Practice. We are working with partner organisations at all levels within Health and Social Care from other PCNs in the locality to national initiatives. You will be entitled to Annual Leave, Bank Holiday and Study Leave and supported by the clinical team/admin team within the practices.

We are seeking dynamic professional colleagues keen to join our clinical team. TLCP has 14 GP partners, 15 Salaried GPs, 21 in our nursing team and 8 in our pharmacy team.

TLCP is a teaching practice for Medical and Nursing staff; it has a full complement of non-clinical managers and staff.

Job responsibilities

Generic Responsibilities

All staff at The Lewisham Care Partnership (TLCP) have a duty to conform to the following:

Equality, Diversity & Inclusion

A good attitude and positive action towards ED&I creates an environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.

Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.

Staff members have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff members have a responsibility to ensure that patients and colleagues are treated with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

The Lewisham Care Partnership (TLCP) is committed to supporting and promoting opportunities for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.

Confidentiality

TLCP is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.

Quality & Continuous Improvement (CI)

To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within TLCP to look for opportunities to improve quality and share good practice.

TLCP continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

Induction Training

On arrival at the Site all personnel are to complete a Site/TLCP induction programme; this is managed by the line manager.

Learning and Development

The effective use of training and development is fundamental in ensuring that all staff members are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the Site training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.

All staff members are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff members must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

Service Delivery

All TLCP employees must adhere to the information contained within Organisation policies and regional directives, ensuring protocols are adhered to at all times. Staff members will be given detailed information during the induction process regarding policy and procedure.

Security

The security of the Site/TLCP is the responsibility of all personnel. Staff members must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are members of staff to share the codes for the door locks with anyone and are to ensure that restricted areas remain effectively secured.

Professional Conduct

As part of TLCP, staff members are required to dress appropriately for their role. Administrative staff will be provided with uniforms whilst clinical staff must dress in accordance with their role.

Leave

All personnel are entitled to take leave. Line managers are to ensure all of their staff are afforded the opportunity to take a minimum of 20 days leave each year, and should be encouraged to take all of their leave entitlement.

STATEMENT:

This document may be amended following consultation with the post holder, to facilitate the development of the role, the TLCP and the individual. It may be reviewed in light of experience, changes and developments. All personnel should be prepared to accept additional, or surrender existing duties.

Person Specification

Qualifications

• GCSE English (C or above) and at least three others.
• A-level/equivalent or higher, with relevant experience.
• NVQ Level 2 in Health and Social Care.

Experience

• Experience of working with the general public.
• Experience of administrative duties.
• Experience of working in a healthcare setting.
• Experience of leading/managing a team.
• Experience of providing appraisal writing and staff development.

Knowledge and Skills

• Excellent communication skills (written and oral).
• Clear, polite telephone manner.
• Competent in the use of Office and Outlook.
• Effective time management (planning and organising).
• Ability to work as a team member and autonomously.
• Good interpersonal skills.
• Problem-solving and analytical skills.
• Ability to follow policy and procedure.

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.