Operations Administrator

Portsdown Group Practice


This job is now closed

Job summary

Do you have excellent attention to detail and an interest in Human Resources?

An opportunity has arisen for a highly skilled and effective administrator to join our Operations Team. You will support the team in all aspects of HR. You will be responsible for internal and external practice communications and provide comprehensive administrative support to the management team in all aspects of personnel management. You will be able to communicate effective and professionally. The role is consistently busy, and you will need to be able to keep up with the pace, therefore you must be used to multi-tasking, whilst still being able to prioritise and manage your own workload.

Ideally you will have worked in a similar role, but equally, this opportunity will be suited to someone with strong organisation and administrative skills that is looking for a new challenge.

There is no denying it is a busy role, but it is also a very varied and rewarding one, with excellent support from the Operations team and wider Management Team.

If you are proactive, enthusiastic and have the drive to develop your skills and contribute towards excellent patient care, we want to hear from you!

Main duties of the job

To provide high quality administrative support to the Operations Manager, Operations Lead and Management Team ensuring that personnel enquiries and key tasks are managed appropriately and in an auditable, timely manner.

About us

Portsdown Group Practice covers the whole of Portsmouth from postcodes PO1 to PO7. We operate from 6 surgeries: Cosham Park House (PO6 3BG), Crookhorn Lane (PO7 5XP, Heyward Road (PO4 0DY), Kingston Crescent (PO2 8AL), Paulsgrove (PO6 4HJ), and Somerstown (PO5 4EZ).

We are our own Primary Care Network (PCN). We have Clinical Partners, Salaried GPs and a comprehensive Nursing and extended clinical team overseen by our Clinical Team Manager and consisting of Nurse / Paramedic Practitioners, Registered Nurses, HCAs, MSK Physiotherapists, Podiatrist, Dietitian, Social Prescribers and Care Co-ordinators. The Pharmacy team consists of Clinical Pharmacists, Pharmacy Technicians and Pre-Registration Trainee Pharmacy Technician.

The Practice is well established, financially secure and successful. Over the last few years we have earned maximum QOF points.

Our last CQC Inspection was in January 2020. We were rated Good overall and Outstanding for the care we provide to Working Age People.

Job description

Job responsibilities

This Recruitment

The successful candidate will be invited to start in January 2022.

Title:Operations Administrator

Responsible To:Operations Manager

Main Purpose of the Post:

To provide high quality administrative support to the Operations Manager, Operations Lead and Management Team ensuring that personnel enquiries and key tasks are managed appropriately and in an auditable, timely manner.

Duties & Responsibilities of the Post:

Main Duties:

Support the Operations Team in all HR issues, ensuring accurate and timely management of personnel records.

Advertisement of posts, assisting with scoring and recruitment processes in line with appropriate legislation

Ensure all pre-employment checks are completed in line with legislation

Lead on the new staff induction programmes

Arrange probationary reviews of new staff members

Coordinate and ensure appraisals are conducted annually with appropriate paperwork and feedback sought in advance.

Take the lead in utilising the Fourteen Fish appraisal toolkit for all registered clinical staff and management team, providing training and advice where necessary

Maintain the staff absence log, analyse data and produce reports as requested

Liaise with Practice GP trainers and the Deanery to ensure efficient and professional management of the trainee doctors working within the practice

Ensure appropriate uniform / badges are provided for new staff

Assist the Operations Manager to ensure that staff receive mandatory and ad hoc training and maintain appropriate records, including the arrangements for specific training afternoons and, where appropriate, training agreements.

Monitor mandatory training for all staff using the BlueStream eLearning system, ensuring full staff compliance

Provide information on request and within timescales to the Operations Lead for appropriate analysis and action, including the creation of patient information posters

Undertake monthly submissions to the Strategic Data Collection Service (SDCS)

Provide the Finance Team with accurate recording and timely submission of overtime, sickness absence and travel claims

Be aware of the Practices Social Media Platforms to offer resilience when required, ensuring a relevant and rolling presence

Provide pastoral advice and support to members of the practice team, in line with employment legislation


Handle ad hoc confidential administration for the Group Business Director.

  • Participate in the Surgery Management Courier Service when required

Create and distribute regular communications media, e.g. Staff / Patient newsletters

Provide ad hoc meeting minute support to surgery teams.

Provide appropriate cover to the Operations Lead to ensure the smooth running of the office

Support the Operations Lead in the engagement of the Patient Participation Group through the relevant media and engage with patients as required

Provide monthly reports to the Operations Lead / Operations Manager on areas of responsibility

Be proactive in raising any compliance concerns with regard to staff records

Ensure appropriate branding and signage is in place at all sites


As per both Government legislation and Practice policies ensure that all confidentiality, data protection and information governance policies and guidelines are followed and strictly adhered to. Reporting any infringements to the Operations Office immediately.

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:

Using personal security systems within the workplace according to practice guidelines

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

Making effective use of training to update knowledge and skills

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

Actively reporting of health and safety hazards and infection hazards immediately when recognised

Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role

Undertaking periodic infection control training (minimum annually)

Reporting potential risks identified

Demonstrate due regard for safeguarding and promoting the welfare of children.

Reporting potential risks identified.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

  • Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation.
  • Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
  • Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

  • Participation in an annual staff performance review.
  • Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.


The post-holder will strive to maintain quality within the Practice, and will:

  • Alert other team members to issues of quality and risk.
  • Assess own performance and take accountability for own actions, either directly or under supervision.
  • Lead on induction and training of new staff at site
  • Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
  • Work effectively with individuals in other agencies to meet patients needs.
  • Effectively manage own time, workload and resources.


The post-holder should recognise the importance of effective communication within the practice and management team and will strive to:

Communicate effectively with other team members.

Communicate effectively with patients and carers.

Recognise peoples needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services:

The post-holder will:

  • Apply practice policies, standards and guidance
  • Discuss with other members of the team how the policies, standards and guidelines will affect own work
  • Participate in audit where appropriate

Any other delegated duties considered appropriate to the post.

This job description is not intended to be exhaustive, but to indicate the main areas of responsibility. It may be changed after consultation with the post holder. The employee shares with the employer, the responsibility for review and modification of duties. Suggestions and discussions are welcome.

Policies and Procedures - the duties and responsibilities of the post will be undertaken in accordance with the policies, procedures and practices of the Practice, which may be amended from time to time. You are required to be flexible and the practice reserves the right to alter such fixed hours as may be considered necessary to ensure the surgery runs smoothly.

Our Practice operates between the hours of 0700 2100 hours Monday to Friday (0800 1300 Saturday), with possible requirement for some evening and weekend working as the business develops

Person Specification



  • Good level of education including minimum C / 4 in English and Maths
  • Proficient keyboard skills


  • Business administration, Customer Service and/or People Management qualification or equivalent



  • In depth working knowledge of Excel including formulas and spreadsheet creation
  • Delivery of high quality customer service


  • Working in General Practice



  • Excellent organisational skills
  • Recognition of limits of own skills and knowledge, and when to ask for support
  • Able to act on own initiative when required
  • Excellent attention to detail, with the ability to consistently maintain a high level of accuracy
  • Exceptional interpersonal and communication skills, including the ability to ensure effective communication with a wide range of contacts both internally and externally
  • Demonstration of the ability to work under sustained pressure and to tight deadlines.
  • Ability to deal with sensitive information with discretion and to always maintain confidentiality.


  • Problem solving
  • Ability to assimilate large quantities of written and verbal communication quickly and produce accurate, timely minutes.



  • A flexible, pro-active approach to work including the knowledge, confidence and ability to prioritise and re-prioritise work to achieve successful outcomes.


  • HR Procedures and employment law with evidenced practical application

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

Portsdown Group Practice


92 Kingston Crescent



Employer's website

https://www.portsdowngrouppractice.co.uk/ (Opens in a new tab)

For help with your application, contact:

Carly Hobbs



Date posted

28 October 2021

Pay scheme



£14 an hour



Working pattern


Reference number


Job locations

92 Kingston Crescent



Supporting documents

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Opening times:

Monday to Friday: 8am to 6pm

Saturday: 9am to 3pm

Closed Bank Holidays including Easter Sunday, Christmas Day, Boxing Day and New Year's Day.