Operations Co-ordinator

NHS; Totnes; On-site; GBP 25,000 - 35,000; Full time

Job summary

A community health organization in Totnes is seeking an Operations Coordinator to support the smooth running of non-clinical patient services. You will coordinate teams, maintain operational processes, and facilitate training and communication. The ideal candidate has experience in healthcare settings, strong organisational skills, and is committed to high standards of service delivery. This is a permanent position, offering flexible hours and a supportive work environment.

Qualifications

• Proven experience in a coordination or administrative role within a busy operational or healthcare setting.
• Strong organisational skills with the ability to manage multiple priorities.
• Experience maintaining or developing operational procedures and documentation.

Responsibilities

• Coordinate the daily flow of non‑clinical workstreams across all teams.
• Support the induction of new staff, ensuring appropriate training materials are in place.
• Manage own time, workload, and resources efficiently.

Skills

Organisational skills

Communication skills

Attention to detail

Problem-solving

Education

GCSE in English and Maths or equivalent

Tools

SystmOne

Job description

Job Summary

Administrator: Permanent position

Vacancy

An opportunity has arisen for an enthusiastic individual to join our established team to support the Operations team at Leatside Surgery. This is a permanent, full‑time position (starting at 30 hours per week, with opportunities to work full time).

Main Duties and Responsibilities

• Coordinate the daily flow of non‑clinical workstreams across all teams, ensuring that activities are aligned and resources are used effectively.
• Maintain oversight of key operational processes, ensuring that Standard Operating Procedures (SOPs) are current, accessible, and followed.
• Work closely with Team Leaders to identify gaps or inefficiencies in procedures, escalating issues and supporting improvement actions.
• Maintain training records, ensuring mandatory and role‑specific training is completed and recorded.
• Support the induction of new staff, ensuring appropriate training materials, shadowing opportunities, and role guidance are in place.
• Facilitate effective communication between all teams and ensure operational updates and process changes are shared clearly and promptly.
• Assist in planning and implementing service improvement projects, including monitoring progress and reporting outcomes to the Operations Manager.
• Produce reports, data summaries, and audit findings to support decision‑making and compliance with quality standards.
• Support the development and consistency of patient administration systems, ensuring processes are efficient and patient centred.
• Act as a point of reference for staff on operational matters, promoting consistency and adherence to agreed procedures.
• Contribute to a positive, collaborative working culture that values teamwork, learning, and accountability.

About Us

Leatside is a purpose‑built surgery located in the flourishing market town of Totnes, with a current patient list size of just over 15,000. We pride ourselves on being a supportive and enjoyable place to work, with the practice culture at the heart of what we do. In May 2019 we were once again awarded an outstanding rating by the CQC. We are fully computerised using SystmOne from April 2022 as our clinical system and are implementing a Total Triage booking system to improve access and continuity for our patients from 05/01/2025 using Systmconnect.

We are a training practice, with two GP Registrars, an F2, medical students, student nurses and paramedics. The surgery is also host to the community nursing and community mental health teams.

Job Details

Job title: Operations Co‑ordinator

Responsible to: Operations Manager

Job purpose: To support the Operations Manager and Team Leaders in the smooth running of all non‑clinical patient services across the surgery. The Operations Co‑ordinator will oversee communication and coordination between departments, ensuring that operational systems, SOPs, and training frameworks are in place and consistently applied.

Dimensions

• Expected to attend/complete mandatory training (Health & Safety, Information Governance, Equality & Diversity, Fire Training, and surgery shutdown sessions).
• Flexible and adaptable to the needs across all teams.
• Multi‑task and prioritise effectively.

Key Working Relations

The post holder must establish effective working relations with individuals within and external to the organisation to ensure an efficient service for patients.

Key Result Areas / Principal Duties and Responsibilities

• Ensure all tasks are completed in a timely manner, with particular attention to accuracy and presentation.
• Prioritise workload appropriately.
• Ensure accurate patient information is recorded while using the clinical system in line with Information Governance policy.
• Follow team protocols and update manuals when pathways change.
• Reflect on own and team activities, suggesting improvements to enhance performance.
• Manage own time, workload, and resources efficiently.

Equality and Diversity

• Act in a way that recognises the importance of patients, carers and colleagues’ rights, interpreting them consistently with practice procedures, policies and current legislation.
• Respect the privacy, dignity, needs, and beliefs of patients, carers and colleagues.
• Behave in a welcoming, non‑judgmental manner, respecting circumstances, feelings, priorities and rights.

Human Resources

• Conduct quarterly reviews with the line manager.
• Complete mandatory training in line with Practice policy.
• Develop and maintain a personal learning plan, providing feedback to the team and line manager on the usefulness of learning activities.

Personal / Professional Development

• Participate in annual individual performance review and maintain a record of personal and/or professional development.
• Take responsibility for own development, learning and performance and demonstrate skills to peers undertaking similar work.

Risk Management

• Health and safety and fire policy.
• Loan worker, infection control, and other policies to reduce harm to employees, patients, and visitors.
• Report significant events, complaints, risk assessments, and incident reporting procedures.
• Major incident plan.

Service Management

• Attend mandatory training afternoons and team meetings when required.

Person Specification

Experience – Essential

• Proven experience in a coordination or administrative role within a busy operational or healthcare setting.
• Experience leading teams within a healthcare setting.
• Strong organisational and communication skills with the ability to manage multiple priorities.
• Experience maintaining or developing operational procedures and documentation.
• Confident in supporting others through change, process improvement, or training initiatives.
• Attention to detail, accuracy, and a proactive approach to problem‑solving.
• Professional, approachable, and committed to high standards of service delivery.

Experience – Desirable

• Experience working within a primary care or GP surgery environment.
• Knowledge of clinical systems (SystmOne) and patient administration processes.
• Understanding of information governance and data protection requirements.

Qualifications – Essential

• Good standard of general education, including GCSE in English and Maths or equivalent.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure and Barring Service check to confirm no previous criminal convictions.

Employer Details

Leatside Surgery
Babbage Road, Totnes, Devon, TQ9 5JA
Website: https://www.leatside.co.uk/