Job summary
We are looking for a dynamic and highly organised Operations Manager to oversee the day-to-day non-clinical operations of our busy GP practice. This is a key leadership role responsible for ensuring the smooth running of our reception, admin, and prescription teams across multiple sites. The postholder will take the lead in managing rotas, plays a part in handling complaints and significant events, and ensuring compliance with health and safety regulations, statutory testing, and building maintenance. Working closely with the wider management team, you will play a vital part in supporting high-quality patient care through efficient practice operations.
Main duties of the job
Main Duties:
Lead rota planning and provide operational oversight across reception, admin, and prescription teams.
Act as the first point of contact for complaints and significant events in non-clinical areas.
Ensure compliance with statutory testing including fire alarm and Legionella checks.
Manage building and facilities issues including repairs, maintenance, and risk assessments.
Organise and minute monthly palliative care meetings and ensure follow-up actions are tracked.
Maintain records of staff mandatory training and ensure completion.
Oversee ordering of stationery and clinical supplies, ensuring cost-effective stock management.
Liaise closely with the Reception Manager, Deputy Practice Manager, and IT Manager to ensure smooth day-to-day functioning.
Support the Practice Manager and deputise when needed.
About us
We are a supportive teaching practice with a friendly multi-disciplinary team who are dedicated to delivering high standards of patient care. Our team includes 6 GP partners, 7 salaried GPs, Advanced Clinical Practitioners (ACPs) who lead on home visits, a physiotherapist, a Physician Associate, 2 pharmacists, a pharmacy technician, 3 nurses, and 3 healthcare assistants (HCAs). We pride ourselves on being innovative, patient-centred, and committed to continuous improvement. As a training practice, we support the development of future healthcare professionals while delivering care to our diverse patient population.
Job description
Job responsibilities
Key Responsibilities:
Team Leadership & Rota Management
Act as the first point of contact for complaints and significant events relating to the reception, admin, and prescription teams.
Create and maintain rotas ensuring full operational cover across all sites.
Support line managers in addressing performance, sickness, and rota adjustments.
Building & Facilities Management
Oversee Health & Safety compliance across all practice sites.
Coordinate and record regular fire alarm and Legionella testing.
Manage repair and maintenance issues, liaising with contractors where necessary.
Maintain up-to-date building risk assessments and ensure compliance with regulatory requirements.
Clinical & Governance Support
Organise and minute monthly palliative care meetings.
Monitor mandatory training for all non-clinical staff and ensure records are maintained.
Serve as the main contact for MCCDs and coroner reports, working closely with the Reception Manager.
Procurement & Supplies
Oversee stationery ordering and supplies management across all sites.
Coordinate weekly clinical stock checks and order supplies to maintain levels while controlling costs.
Collaboration & Communication
Work closely with other members of the management team to ensure seamless operations.
Support the Practice Manager and deputise as required.
Attend meetings internally and externally to contribute to service development.
Job description
Job responsibilities
Key Responsibilities:
Team Leadership & Rota Management
Act as the first point of contact for complaints and significant events relating to the reception, admin, and prescription teams.
Create and maintain rotas ensuring full operational cover across all sites.
Support line managers in addressing performance, sickness, and rota adjustments.
Building & Facilities Management
Oversee Health & Safety compliance across all practice sites.
Coordinate and record regular fire alarm and Legionella testing.
Manage repair and maintenance issues, liaising with contractors where necessary.
Maintain up-to-date building risk assessments and ensure compliance with regulatory requirements.
Clinical & Governance Support
Organise and minute monthly palliative care meetings.
Monitor mandatory training for all non-clinical staff and ensure records are maintained.
Serve as the main contact for MCCDs and coroner reports, working closely with the Reception Manager.
Procurement & Supplies
Oversee stationery ordering and supplies management across all sites.
Coordinate weekly clinical stock checks and order supplies to maintain levels while controlling costs.
Collaboration & Communication
Work closely with other members of the management team to ensure seamless operations.
Support the Practice Manager and deputise as required.
Attend meetings internally and externally to contribute to service development.
Person Specification
Qualifications
Essential
- Educated to A-Level standard or equivalent (e.g., NVQ Level 4 in Business Administration or Management).
- Experience in Team and rota management.
- Strong administrative and co-ordination skills
- Strong communication and interpersonal skills.
- Experience in an operational or team management role.
Desirable
- Previous experience in a primary care or NHS setting.
- Experience working with multidisciplinary teams in a high-demand environment.
- Knowledge of statutory testing (e.g. fire, Legionella) and health & safety compliance.
- Experience in an operational or team leadership role, ideally in a healthcare setting.
- Familiarity with health and safety and building compliance
- Experience with data handling, minute taking, and governance processes.
- Knowledge of ordering systems and stock management
Person Specification
Qualifications
Essential
- Educated to A-Level standard or equivalent (e.g., NVQ Level 4 in Business Administration or Management).
- Experience in Team and rota management.
- Strong administrative and co-ordination skills
- Strong communication and interpersonal skills.
- Experience in an operational or team management role.
Desirable
- Previous experience in a primary care or NHS setting.
- Experience working with multidisciplinary teams in a high-demand environment.
- Knowledge of statutory testing (e.g. fire, Legionella) and health & safety compliance.
- Experience in an operational or team leadership role, ideally in a healthcare setting.
- Familiarity with health and safety and building compliance
- Experience with data handling, minute taking, and governance processes.
- Knowledge of ordering systems and stock management
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.
