Operations Lead (GP Surgery)

• Coordinate day-to-day operational activities across both practice sites, helping ensure that systems, processes and resources support the smooth running of the practice.
• Act as a key operational contact for staff, helping resolve day-to-day issues and ensuring that queries and problems are directed to the appropriate person or provider.
• Monitor outstanding operational tasks, issues and actions, ensuring these are recorded, prioritised and followed through to completion.
• Ensure that appropriate records, documentation and operational information are maintained and readily accessible.
• Coordinate arrangements with external providers, suppliers and contractors, monitoring progress and following up outstanding work.
• Provide regular updates to the management team on operational matters, emerging risks, outstanding actions and areas requiring management attention.

• Coordinate IT arrangements for staff and student onboarding and offboarding, including the creation, amendment and removal of system access.
• Manage the administration of NHS Smartcards and NHSmail accounts, liaising with relevant support services where necessary.
• Coordinate day-to-day access, administration and support for clinical and operational systems
• Act as the first point of contact for staff IT queries, troubleshooting routine issues and liaising with external IT providers to resolve more complex problems.
• Maintain accurate records of IT issues, system access, equipment, actions taken and outstanding support requests.
• Monitor recurring IT problems and work with providers and staff to identify practical improvements and reduce disruption.
• Provide basic guidance to staff to promote effective and consistent use of practice systems.
• Provide administrative and non-clinical coordination support for Clinical Safety Management, helping maintain appropriate documentation, processes and records.

• Monitor the condition and suitability of the practice premises, identifying maintenance requirements, operational risks and opportunities for improvement.
• Coordinate maintenance, repairs and servicing, liaising with contractors, suppliers, landlords and other relevant organisations as appropriate.
• Track reported premises and equipment issues, prioritising actions and following up to ensure that problems are resolved within appropriate timescales.
• Carry out and record regular premises inspections and health and safety checks.
• Coordinate fire safety checks, ensuring records are maintained and identified actions are followed up.
• Coordinate Legionella monitoring and associated checks in line with practice procedures and relevant requirements.
• Maintain records of premises inspections, servicing, maintenance, equipment checks and annual compliance activities.
• Coordinate the review and maintenance of premises-related risk assessments, ensuring that identified actions are documented and monitored.
• Help ensure that both sites provide a safe, accessible and appropriate environment for patients, visitors and staff.

• Maintain a compliance schedule covering relevant premises, health and safety, fire safety, Legionella, equipment and other operational requirements.
• Monitor upcoming compliance deadlines and ensure that checks, servicing and reviews are arranged in good time.
• Maintain and update risk assessments, action plans, policies and supporting documentation as required.
• Support non-clinical aspects of infection prevention and control, including premises, cleaning, equipment and environmental requirements.
• Assist with the preparation of documentation and evidence required for inspections, audits and internal reviews.
• Work with relevant staff, contractors and external organisations to address compliance gaps and implement agreed actions.

• Produce regular reports on telephone activity and performance.
• Produce appointment utilisation data and other operational reports required by the practice leadership team
• Support the use of data to assess operational pressures, monitor progress and identify areas for improvement.

• Highly organised, proactive and able to coordinate a varied workload across multiple sites.
• Confident taking ownership of operational tasks and ensuring that actions are followed through to completion.
• Practical and solutions-focused, with the ability to identify problems, assess priorities and find effective ways forward.
• Able to work independently while recognising when decisions, risks or issues need to be escalated.
• Comfortable coordinating people, processes, contractors and external providers to achieve agreed outcomes.
• Methodical and conscientious, with strong attention to detail and a commitment to maintaining accurate records.
• Confident monitoring deadlines, compliance requirements and outstanding actions.
• Comfortable reviewing operational data, identifying trends and using information to support improvement.
• IT confident, with the ability to learn and manage a range of clinical, administrative and operational systems.
• An effective communicator who can work constructively with clinical and non-clinical colleagues.
• Able to handle confidential and sensitive information appropriately.
• Adaptable and comfortable working in a busy healthcare environment where priorities can change.
• Interested in improving how services operate and helping create a safe, efficient and well-organised practice environment.
• Willing to develop their knowledge of NHS and primary care systems, regulations and operational requirements.

Desirable

• Coordinating day-to-day operations across more than one site.
• Managing or supporting IT systems and user access.
• Premises or facilities coordination, contractor management and equipment maintenance.
• Health and safety, fire safety, Legionella monitoring and risk assessments.
• Compliance schedules, audits, inspections and action tracking.
• Infection prevention and control requirements.
• Producing operational reports and using data to monitor performance.
• Reviewing procedures and supporting service improvement.