Primary Care Operations Manager

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Detailed job description and main responsibilities

• Support the Head of Healthcare and the wider team with all operational tasks to ensure delivery of service.
• Ensure effective management of direct reports, including sickness management, performance management, annual leave request and supervision including PDRs in line with organisational policies.
• Be responsible for evaluating, organising, and overseeing the staff induction process in conjunction with line managers.
• Provide leadership and guidance to staff, ensuring that policies are adhered to.
• Work in conjunction with the Head of Healthcare implementing systems to ensure compliance with CQC regulations and standards.
• Be responsible for reporting and acting on any KPI's that require attention.
• Manage own workload ensuring deadlines are met even at short notice and prioritising workload.
• Work closely with the performance and data team highlighting any areas for improvement.
• Leading management of the clinical system, always ensuring IT security and IG compliance and responding to local IT issues. To manage all aspects of issuing smartcards. Ensure all members of the team have appropriate access rights to all IT systems.
• Deputise in the absence of the Head of Healthcare for any operational management.
• Attend/arrange meetings with our stakeholders and have a good understanding operationally.
• Guide the team to reach QOF targets.
• Brief clinicians on performance levels, advising actions to ensure high achievement across all QOF areas.
• Manage and oversee/authorise the payroll system (Healthroster) Substantive/Bank and Agency staff.
• Use initiative and work unsupervised and implementing systems to improve effective ways of working for the service.
• Manage the Data Quality within the clinical system.
• Monitor and ensure that all staff undertake mandatory training as designated in the online training platform.
• Have responsibility to ensure the sites remains within budget by ensuring agency and bank shift are only utilised if clinically indicated.
• Provide oversight of external contracts for clinical service provision at HMP Guys Marsh
• Maintain and support the healthcare risk register in consultation with the Head of Healthcare.
• Ensure the clinical team are documenting and utilising supervision, and time is allocated to provide this task.
• Monitor professional registration of employees to ensure safe governance of practice.
• Ensure that systems are in place, and complied with, relating to all clinical incidents, promoting a lesson learned culture. To include, but not exclusive of medicines and other clinical risks/errors, SI reporting procedures, Datix reporting procedures, and patient complaints
• Provide specialist primary care knowledge and the requirements of delivery. Maintain a good understanding of all contracts and service specifications.
• Have an oversight of complaints, concerns, and incidents with the Head of Healthcare and as necessary, addressing any issues that arise from the investigation as appropriate.
• Embrace a mindset of continuous improvement in all services. Support organisational change to services.
• Develop and maintain own networks, within and across the organisation, to share learning and ideas.
• Support the Head of Healthcare with all aspects of Health & Safety.

IMPORTANT INFORMATION, PLEASE READ:

All applicants must be willing to undertake National Security Vetting in order to work in a Prison Setting. This will be completed as part of the pre-employment checks through Oxleas and the prison vetting team.

You will need to provide:

Proof of right to work documentation

Proof of ID, needs to include 1 photographic ID

Proof of address documentation

Non-UK passport holders will need to have correct documentation (right to work in the UK) and a Home office Share code.

Address History:

5 years address history will be needed.

Applicants that are not UK Passport holders who provide less than 5 years UK address history will need to provide a Police Certificate which must be in English from where they resided previously.

Applicants who are UK Passport holders who have lived abroad for a period of more than six months during the last three years will need to provide a certificate of good conduct or an overseas police check in English from the countries resided in or visited.

In order to assist you in obtaining a Police Certificate, guidance can be sought from:https://www.gov.uk/government/publications/criminal-records-checks-for-o...

If the country you have resided in is not listed here, you can obtain the necessary information by contacting the relevant Embassy or High Commission for that Country. Their contact details can be found on the Foreign & Commonwealth Office website (http://www.fco.gov.uk/en).

Person specification

Education & Qualifications

Essential criteria

• Degree / National Diploma or relevant equivalent experience.
• Management and administration training or equivalent experience

Experience

Essential criteria

• Performance and KPI experience
• Clinical knowledge of primary healthcare expectations (QOF)
• Leadership and management experience
• Knowledge of SystmOne and data analysis
• Staff management and supervision.

Desirable criteria

• Experience of working within secure prison settings

Skills

Essential criteria

• Understands Standard/Local Operating Procedures and Organisation policies
• Communication and relationship skills

We are committed to creating an inclusive workplace that welcomes and supports individuals of all abilities. Remember, if you meet the minimum criteria for this role and you have a disability, you can be guaranteed an interview under the Disability Confident Scheme - Please ensure you select this on your application form. We would encourage you to be open about your needs so we can work with you to design a comfortable and accessible interview experience. Any information you provide regarding a disability or a need for adjustments will be treated in confidence and will only be shared with colleagues who are supporting this request.

If you require any adjustments to participate fully in the interview process, please let us know by adding the relevant details when scheduling your preferred interview date and time. Please feel free to contact the appointing manager to discuss your needs.

We encourage applicants to contact the hiring manager before their interview, if they have any questions about the role or the process. This is a great way to get clarity and prepare effectively for the interview.

Use of Artificial Intelligence (AI)

If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting information section. While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you're applying for. There is also a risk that it can generate false or misleading information. AI-generated job applications can often be generic, impersonal and may not accurately reflect your qualifications, knowledge, skills, and experiences. It is crucial that you personalise your supporting statement by articulating these in your unique voice. Relying solely on AI to write your application or supporting information section is not advocated by Oxleas NHS Foundation Trust and could negatively impact your chances of success in the application process.

We monitor applications for any behaviour that could create an unfair advantage, and we check all references carefully. You are likely to be tested on your experience at interview, so be honest and make sure all the information in your application is correct. Please note that the use of Artificial Intelligence (AI) is prohibited during the interview process.

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

• JD & Person Spec (PDF, 288.4KB)
• HMP Portland - Useful info (PDF, 114.8KB)
• Important Additional Information For Candidates (please read carefully) (PDF, 160.6KB)
• Privacy Notice for Staff (PDF, 268.6KB)
• Staff Benefits (PDF, 2.5MB)