Operations Lead (GP Surgery)

NHS Jobs; Coulsdon; On-site; GBP 35,000 - 52,000; Full time

Job summary

NHS Jobs in the United Kingdom is seeking an experienced operations and IT systems manager to coordinate day-to-day activities across multiple sites and ensure smooth clinical and administrative operations.

You will oversee IT access, onboarding/offboarding, and NHS Smartcards/NHSmail administration, while also managing premises, facilities, and health & safety checks. Strong reporting and governance skills are essential for driving improvements.

Qualifications

• Experience coordinating day-to-day operational tasks across multiple sites.
• Strong IT systems administration and onboarding/offboarding processes.
• Understanding of health & safety requirements in a healthcare setting.

Responsibilities

• Coordinate day-to-day operational activities across both practice sites and act as operational contact for staff.
• Take responsibility for IT system access, onboarding/offboarding and NHS Smartcards/NHSmail administration.
• Coordinate premises, facilities, health & safety checks, maintenance, and compliance activities.
• Support governance and risk management, audits and inspections; maintain documentation and records.
• Produce and interpret operational reports to inform management decisions.

Skills

Operations management

IT systems management

Health & safety

Compliance & governance

Reporting & analytics

Stakeholder coordination

Tools

NHS Smartcards

NHSmail

Job description

• 1. Operational Management and Coordination Coordinate day-to-day operational activities across both practice sites, helping ensure that systems, processes and resources support the smooth running of the practice. Act as a key operational contact for staff, helping resolve day-to-day issues and ensuring that queries and problems are directed to the appropriate person or provider. Monitor outstanding operational tasks, issues and actions, ensuring these are recorded, prioritised and followed through to completion. Ensure that appropriate records, documentation and operational information are maintained and readily accessible. Coordinate arrangements with external providers, suppliers and contractors, monitoring progress and following up outstanding work. Provide regular updates to the management team on operational matters, emerging risks, outstanding actions and areas requiring management attention.
• 2. IT and Digital Systems Management Take operational responsibility for the coordination and administration of practice IT systems, ensuring that staff have appropriate access, systems are managed effectively and issues are resolved or escalated promptly. Coordinate IT arrangements for staff and student onboarding and offboarding, including the creation, amendment and removal of system access. Manage the administration of NHS Smartcards and NHSmail accounts, liaising with relevant support services where necessary. Coordinate day-to-day access, administration and support for clinical and operational systems Act as the first point of contact for staff IT queries, troubleshooting routine issues and liaising with external IT providers to resolve more complex problems. Maintain accurate records of IT issues, system access, equipment, actions taken and outstanding support requests. Monitor recurring IT problems and work with providers and staff to identify practical improvements and reduce disruption. Provide basic guidance to staff to promote effective and consistent use of practice systems. Provide administrative and non-clinical coordination support for Clinical Safety Management, helping maintain appropriate documentation, processes and records.
• 3. Premises, Facilities and Health & Safety Coordinate the day-to-day management of the practice premises across both sites, helping ensure that buildings, facilities and equipment remain safe, suitable and fit for purpose. Monitor the condition and suitability of the practice premises, identifying maintenance requirements, operational risks and opportunities for improvement. Coordinate maintenance, repairs and servicing, liaising with contractors, suppliers, landlords and other relevant organisations as appropriate. Track reported premises and equipment issues, prioritising actions and following up to ensure that problems are resolved within appropriate timescales. Carry out and record regular premises inspections and health and safety checks. Coordinate fire safety checks, ensuring records are maintained and identified actions are followed up. Coordinate Legionella monitoring and associated checks in line with practice procedures and relevant requirements. Maintain records of premises inspections, servicing, maintenance, equipment checks and annual compliance activities. Coordinate the review and maintenance of premises-related risk assessments, ensuring that identified actions are documented and monitored. Help ensure that both sites provide a safe, accessible and appropriate environment for patients, visitors and staff.
• 4. Compliance, Risk Management and Governance Support the practice in maintaining effective oversight of operational compliance, ensuring that routine checks are completed, records are accurate and outstanding actions are appropriately managed. Maintain a compliance schedule covering relevant premises, health and safety, fire safety, Legionella, equipment and other operational requirements. Monitor upcoming compliance deadlines and ensure that checks, servicing and reviews are arranged in good time. Maintain and update risk assessments, action plans, policies and supporting documentation as required. Support non-clinical aspects of infection prevention and control, including premises, cleaning, equipment and environmental requirements. Assist with the preparation of documentation and evidence required for inspections, audits and internal reviews. Work with relevant staff, contractors and external organisations to address compliance gaps and implement agreed actions.
• 5. Operational Reporting and Performance Monitoring Support the practice leadership team by producing, reviewing and interpreting operational data to inform decision-making and identify opportunities for improvement. Produce regular reports on telephone activity and performance. Produce appointment utilisation data and other operational reports required by the practice leadership team Support the use of data to assess operational pressures, monitor progress and identify areas for improvement. We are looking for someone who is: Highly organised, proactive and able to coordinate a varied workload across multiple sites. Confident taking ownership of operational tasks and ensuring that actions are followed through to completion. Practical and solutions-focused, with the ability to identify problems, assess priorities and find effective ways forward. Able to work independently while recognising when decisions, risks or issues need to be escalated. Comfortable coordinating people, processes, contractors and external providers to achieve agreed outcomes. Methodical and conscientious, with strong attention to detail and a commitment to maintaining accurate records. Confident monitoring deadlines, compliance requirements and outstanding actions. Comfortable reviewing operational data, identifying trends and using information to support improvement. IT confident, with the ability to learn and manage a range of clinical, administrative and operational systems. An effective communicator who can work constructively with clinical and non-clinical colleagues. Able to handle confidential and sensitive information appropriately. Adaptable and comfortable working in a busy healthcare environment where priorities can change. Interested in improving how services operate and helping create a safe, efficient and well-organised practice environment. Willing to develop their knowledge of NHS and primary care systems, regulations and operational requirements.