Business Operations Support Coordinator

Job description

Job responsibilities

Reporting Structure: You will report directly to the Group Practice Operations Manager, with significant work allocated by the Group Manager (Estates, Digital & IT) and the COO.

Core Focus Areas (60-70% of role)

Facilities Management & Compliance (35-40%)

Working with the Group Manager (Estates, Digital & IT), you will:

• Oversee day-to-day maintenance across all sites, collaborating with our Maintenance Worker
• Support compliance activities essential to General Practice including Health & Safety, Fire Safety, and Infection Prevention & Control
• Serve as a point of contact for facilities-related external services and inspections
• Help ensure service contracts are fit for purpose and deliver value for money
• Maintain comprehensive documentation including handbooks, policies, and risk assessments
• Act as one of several keyholders after our third-party security provider.

Communications & Engagement (30-35%)

Working with the COO and Practice Operations Managers, you will:

• Contribute to managing Mereside's digital presence across social media, websites, and patient information screens
• Support the design and production of internal and external communications materials
• Create simple videos for patient outreach and staff training purposes, making best use of AI to ensure that content is accessible to the intended audience using a consistent tone of voice
• Help prepare materials to keep staff and patients updated on practice activities
• Provide support for events and networking sessions

Responsive Support (25-35% of role)

The remaining portion of your role involves providing flexible, responsive support to our Group Managers team. This includes:

• Managing agendas, preparing documents, and documenting decisions and actions
• Providing project coordination support, including cost monitoring
• Monitoring helpdesks and actioning appropriately
• Maintaining to-do lists and priorities
• Assisting with small projects and ad hoc requirements.

About You

You are:

• Extremely organised with strong multitasking abilities and the flexibility to reprioritise as needs change
• Highly proficient with Microsoft software (Outlook, Teams, Word, Excel, Powerpoint, OneDrive/SharePoint)
• Solutions-focused with a passion for continuous improvement and learning new skills and tools
• Adaptable and responsive in a fast-paced healthcare environment
• Experienced in office support, with facilities management experience highly desirable
• Enthusiastic about community engagement and passionate about using digital tools and video to increase accessibility of information to a wide range of audiences
• Diplomatic, thoughtful, and adaptable in your communication style, able to manage expectations across multiple stakeholders.

What Makes This Role Different

Unlike traditional administrative roles, this position deliberately combines facilities oversight and communications expertise with general operational support. You'll have clearly defined priority areas while maintaining the flexibility to respond to emerging needs across our medical group.

Development Opportunities: We're committed to your professional growth and will provide training opportunities tailored to your interests and our organisational needs. Whether you want to deepen your facilities management knowledge, enhance your digital communications skills, or develop in other areas, we'll support your learning journey with both formal and on-the-job training.

This is not meant to be an exhaustive list of duties. The need for flexibility is required and the post holder is expected to carry out any other related duties that are within the employee's skills and abilities whenever reasonably instructed.

If you are interested in this role please send a CV and covering letter to:

cpicb.mereside-recruitment@nhs.net.

Closing date: Sunday 15 June 2025. Please note we reserve the right to close this vacancy early.

Person Specification

Qualifications

Essential

• GCSE

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.

Employer details

Employer name

Mereside Medical Group

Address

Brewhouse Lane

Soham

Ely

Cambridgeshire

CB7 5JD

Employer's website

https://www.meresidemedical.nhs.uk/ (Opens in a new tab)