Operations Coordinator

You will be responsible for the overall day-to-day operations of the practice and will play a key role in supporting the team.

The role of Operations Coordinator involves providing support to the reception and administrative team. You will be working closely with the Practice Manager.

Your responsibilities will include handling a wide range of queries and ensuring they are addressed and resolved satisfactorily. Strong communication skills and the ability to manage a varied and demanding workload are essential for this role.

You will also ensure that all practice staff adhere to agreed procedures, protocols, and timelines, escalating matters to the Practice Manager when needed.

This position offers an excellent opportunity to work and support various teams, contributing to the efficient operations of the practice.

Main duties of the job

1. Ensure that Practice premises are properly maintained and that adequate fire prevention and security systems are in place.
2. Work closely to support all the administrative and reception staff.
3. Oversee staff induction process.
4. Carry out audits and reports as required.
5. Manage clinical rotas and holidays.
6. Coordinate patient queries and complaints.
7. Be the first point of contact for IT issues within the practice.
8. Work with system suppliers and the Practice Manager to solve any problems.
9. Work with the Practice Manager to ensure the practice has effective IT data security.
10. Manage training records and schedules for all staff to ensure everyone is up to date.
11. Assist the Practice Manager in any changes to the workforce.

About us

City Square Medical Group is a 4 partner, inner city GP surgery in Tower Hamlets, providing effective healthcare to 12,000 residents. We operate from two sites having merged in April 2020.

Person Specification

Qualifications

• Effective time management (planning and organising)
• Excellent communication skills (written, oral and presenting)
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• Ability to network and build relationships
• Problem solving
• Support and train staff
• Flexible and cooperative
• Excellent interpersonal skills
• Motivated and proactive
• Ability to use initiative and judgement
• Forward thinker with a solution focused approach
• Sensitive and empathetic
• Ability to work under pressure
• Ability to drive and deliver change effectively
• Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
• Flexibility
• Maintain confidentiality at all times
• Sense of humour
• Educated to A-level/equivalent or higher with relevant experience
• Experience of working with people
• Experience of working in a healthcare setting
• Experience of coordinating multidisciplinary teams
• Experience of successfully developing and implementing projects
• NHS/Primary Care general practice experience
• Relevant health and safety experience
• Good leadership skills
• Forward planning

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.