Operations Manager

Job description

Job responsibilities

This role is vital in supporting the senior management team and ensuring the smooth running of administrative processes within the practice. You will oversee key administrative functions, assist with HR and compliance tasks, and act as a point of contact for staff and patient queries.

Administrative Support

• Assist the Business Manager and Deputy Practice Manager with their workload, including diary management, correspondence, preparing reports and spreadsheets, collection of data and monitoring key deadlines.
• Maintain accurate records, ensuring that patient and practice data is up to date and compliant with NHS and CQC regulations.
• Handle sensitive information confidentially and in line with GDPR.
• Prepare meeting agendas, take minutes, and follow up on action points.

HR & Staff Support

• Assist with recruitment processes, including job postings, shortlisting, and arranging interviews.
• Help maintain staff records, including training logs, sickness/absence records, and appraisals.
• Support induction and onboarding processes for new staff.
• Monitor compliance with mandatory training requirements.

Patient & Operational Support

• Ensure efficient management of patient correspondence, including referrals, results, and complaints.
• Handle complex queries from staff, patients, and external stakeholders.
• Support the implementation of NHS and CQC compliance requirements.
• Oversee stock control and ordering of office and clinical supplies.

IT & Systems Management

• Assist with the maintenance and development of clinical systems (e.g., EMIS and Docman).
• Support the practice with advances in IT, e.g. AI solutions, digital triage etc.
• Be the first point of contact to troubleshoot IT and telephony issues in the practice, liaising with service providers as needed.
• Support new and existing staff with IT set up including new user accounts, resetting passwords, smartcard management and linking of accounts.
• Maintenance of practice website and lead for social media communication.

Finance & Reporting

• Assist with financial administration, including invoicing, payroll support, and expense tracking.
• Support the preparation of reports for practice meetings and regulatory inspections.

In addition to the responsibilities outlined above, the Operations Manager may be required to undertake other duties as deemed appropriate by the Business Manager or Partners. These duties will be in line with the nature of the role and may evolve over time to meet the needs of the practice.

Person Specification

Qualifications

Essential

• A good standard of education including GCSEs (or equivalent) in English and Maths (Grade C/4 or above).
• A relevant qualification in Business Administration or a related field.

Desirable

• Further qualifications in Healthcare Administration

Experience

Essential

• Previous experience in an administrative role within a GP practice, NHS, or healthcare setting.
• Experience supporting senior management with administrative tasks.
• Knowledge of NHS policies, CQC requirements, and GDPR compliance.
• Experience handling sensitive and confidential information.

Desirable

• HR administration, including recruitment, training records, and compliance tracking.
• Financial administration experience (e.g., invoicing, payroll support).

Skills and Knowledge

Essential

• Excellent organisational and time management skills.
• Ability to prioritise workload and meet deadlines in a busy environment.
• Strong IT skills, including Microsoft Office (Word, Excel, Outlook).
• Knowledge of GP Practice clinical systems (e.g., EMIS & Docman).
• Ability to handle and resolve patient and staff queries professionally.
• Minute-taking and report preparation experience.

Desirable

• Understanding of NHS complaints handling processes.

Personal Attributes

Essential

• High level of professionalism and confidentiality.
• Strong interpersonal and communication skills.
• Proactive and adaptable approach to work.
• Ability to work independently and as part of a team.
• Commitment to continuous learning and professional development.
• Calm and efficient under pressure.

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

Abbey Medical Centre

Address

42 Station Road

Kenilworth

CV8 1JD

Employer's website

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