Operations Support Manager
Role details
Job location
Tech stack
Job description
- HR administration support including recruitment, on/off boarding, probation reviews, training and appraisal preparation and payroll preparation.
- Administration support to other non-clinical teams in times of absence or high workload including patient registrations, data entry, reception and call taking including telephone queue busting
- Update and maintain electronic HR files and repository for policies, procedures and digital library
- Maintain the Management Team diary ensuring appropriate availability or cover for internal and external meetings and events
- Hold weekly hassle huddle meetings with all non-clinical teams and act as a point of escalation for operational queries
- Administration and planning support for the Patient Participation Group
- Any additional administration assistance required by the Operations Manager
Hours: MondayThursday: 10:3018:30 Friday: 07:4515:45 A 50/50 job share will be considered for suitable candidates.-This role is not suitable for remote working., We are now looking for an enthusiastic, detail-orientated and organised Operations Support Manager to help coordinate our daily operations, support our staff team, and enhance the overall patient experience.
- This advert may close early if there is a high number of applications*
Taurus Healhcare Ltd is advertising this position on behalf of Ryeland Surgery. This means that Ryeland Surgery is the employing organisation and will make the final decision on appointing candidates.
Taurus Healthcare Ltd, on behalf of Ryeland Surgery, will collate all relevant information for the purpose of the recruitment and pre-employment check process., The following are the core responsibilities of the Operations Support Manager. On occasions there may be a requirement to carry out other tasks which are listed below under secondary responsibilities. This will be dependent on factors such as workload and staffing levels:
a. HR administration support including: recruitment and pre-employment checks, on/off boarding, probation reviews, updating and producing job descriptions, generating standard contract variation/ changes to terms and conditions letters, training and appraisal preparation and return to work meetings. Process flexible working requests and develop template letters relating to statutory maternity, paternity, adoption leave etc. Send out template letters for disciplinary and grievance etc meetings. Organise, coordinate and communicate internal training events/meetings. Liaise with external consultants and/or agencies regarding HR support as necessary.
b. Create, update and maintain electronic HR files and repository for policies, procedures and digital library.
c. Support payroll and payroll preparation by processing monthly absence, leave and overtime/TOIL reports.
d. Maintain compliance-related records including training logs, qualifications and certificates and policy acknowledgements. Monitor deadlines/follow-up actions relating to compliance tasks and audits. Help prepare documentation and reports for internal/external audits.
e. Administration support to other non-clinical teams in times of absence or high workload including patient registrations, data entry, reception and call taking including telephone queue busting.
f. Maintain the Management Team diary ensuring appropriate availability or cover for internal and external meetings and events. Schedule, follow up and generate reminders for probation and annual reviews.
g. Hold weekly hassle huddle meetings with all non-clinical teams and act as a point of escalation for operational queries
h. Administration and planning support for the Patient Participation Group
i. Any additional administration assistance required by the Operations Manager
j. To be a trained Fire Warden
k. To be a trained Mental Health First Aider
l. Maintain a clean, tidy, effective working area at all times
m. Undertake all mandatory training and induction programmes
n. Attend a formal appraisal on an annual basis and participate in interim reviews to ensure objectives are achieved and relevant training is undertaken
Requirements
The Operations Support Manager plays a key part in ensuring the smooth, efficient and patient-centred running of the practice as well as providing HR administrative support to our practice team. Working closely with the Operations Manager and wider leadership team, you will provide support with day-to-day operational delivery, HR administration processes, workflow coordination and service improvements. You will act as a point of support for both staff and patients, promoting a positive and professional practice environment. The role requires a high level of confidentiality, attention to detail and cross-team collaboration to keep organisational processes in line with policies and regulations.
This position would suit someone with strong organisational and interpersonal skills, excellent attention to detail, and a genuine commitment to delivering high standards of service healthcare experience is not essential, as full training will be provided.
We welcome applications from candidates with experience in any sector, including business, hospitality, service industries or the wider private sector. What matters most is your ability to deliver an excellent experience for patients and colleagues alike., * Highly organised and detail-orientated
- Passionate about providing excellent patient service
- A confident communicator with strong interpersonal skills
- Able to manage multiple priorities calmly and effectively
- Analytical and solutions-focused, with a drive to improve systems and processes
- IT literate and confident learning new software systems
- Professional, adaptable, and aligned with the practices values, * Experience of working in administrative coordination or operational support role., * Educated to A level or equivalent.
- GCSE Mathematics & English - C or above., * Excellent communication skills
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Managing competing priorities and deadlines
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to follow policy and procedure
- Ability to maintain confidentiality, * Polite and confident
- Reliable, flexible and able to adapt to change
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Professional, calm and resilient under pressure
