Practice Operations Team Leader

Lepton & Kirkheaton Surgeries; Huddersfield; On-site; GBP 60,000 - 80,000; Part time

Job summary

A well-established GP practice in Huddersfield seeks a motivated and organised Practice Operations Team Leader. This part-time role (30 to 32 hours per week) involves supporting the Practice Manager, leading the administrative team, and ensuring efficient operations with a focus on high-quality patient care. Responsibilities include managing staff, coordinating rotas, and adhering to compliance standards. The ideal candidate will possess strong communication skills and experience in a healthcare setting, with flexibility to adapt to service needs.

Qualifications

• Experience of working with the general public.
• Experience in a healthcare setting.
• NHS / Primary Care General Practice experience.

Responsibilities

• Support the Practice Manager with daily operations.
• Lead and develop the administrative team.
• Coordinate staff rotas and ensure cover for absences.

Skills

Excellent communication skills

Strategic thinker

Effective time management

Proven problem solving

Ability to motivate and train staff

Empathetic in distressing situations

Ability to drive and deliver change

Education

Good standard of education

Educated to degree level in healthcare or business

Leadership and/or Management Qualification

Job description

We are looking for a motivated and organised Practice Operations Team Leader to play a key role in the smooth day-to-day running of our GP practice. This is a varied and rewarding position for someone who enjoys leading people, improving systems, and supporting high-quality patient care. Working closely with the Practice Manager, you will help guide our administrative teams, embed safe and effective processes, and ensure the practice operates efficiently, compliantly, and with patients at the heart of everything we do.

This is a part-time vacancy for 30 to 32 hours per week (salary quoted is the full time equivalent). The working pattern below is a guide and may be negotiable; however, applicants should be able to work with a degree of flexibility within the practices core hours of 08:00 and18:30.

Monday: 09:00 16:30

Tuesday: 08:30 17:30

Thursday: 09:00 16:30

Friday: 08:30 17:30

Flexibility to support service needs and cover occasional changes in working hours is essential.

Main duties of the job

The Practice Operations Team Leader plays a central role in keeping the practice running smoothly and safely. You will support the Practice Manager with daily operations, lead and develop the administrative team, and help ensure systems, processes, and the working environment are well organised and effective. The role involves coordinating people, premises, and information, resolving day-to-day operational issues, and acting as a key link between staff, management, and external partners to support excellent patient care.

About us

Lepton & Kirkheaton surgeries is a well-established andhighly regarded GP practice, operating across two locations in Huddersfield.With a dedicated team of three GP partners, we pride ourselves on deliveringexceptional healthcare services to our community in a welcoming andcompassionate environment. We are a close-knit and supportive practice, whereevery team member plays an essential role in ensuring that patients receive thehighest standard of care.

Our practice is committed to providing a patient-centeredapproach to healthcare, where every individual is treated with respect andcompassion. We work hard to create an atmosphere where patients feel valued andcared for, while also supporting our staff in their personal and professionalgrowth.

Mission Statement:

Our mission is simple:To Provide Quality Care, In aSafe and Courteous Manner.

Job responsibilities

Thefollowing are the core responsibilities of the practice operations teamleader. There may be on occasion, a requirement to carry out other tasks;this will be dependent upon factors such as workload and staffinglevels.

Thepractice operations team leader is responsible for:

a.Supporting the practice manager in the day-to-day operationsof the practice, ensuringstaff achieve their primary responsibilities.

b.Providing leadership and guidance to theAdministration/Secretarial team.

c.Ensuring staff adhere to policy and procedure at all times.

d.Supporting the practice manager in compliance with healthand safety legislation

e.Overseeing completion of mandatory training for directline reports

f.Responding and resolving all local IT issues whereappropriate

g.Guiding staff and developing searches and audits on theclinical system

h.Monitor group mailboxes, ensuring information isdisseminated appropriately

i.Ensure the effective use of ERS, EPS, and other IT programmes.

j.Monitoring and disseminating information on clinical safetyalerts and other pertinent information

k.Maintaining the significant event database, supportingthe practice manager if investigating and documenting significant events, andbriefing the team at meetings as required.

l.Identifying trends and devising solutions to reduce riskand repeated occurrences of significant events

m.Support the practice manager to implement and embedpractice audit programmes.

n.Supportthe practice manager with the management of the premises, including health andsafety aspects such as risk assessments and mandatory training

o. Support the complaintsmanager with handling of simple complaints which can be resolved at firstpoint of contact within 24hours.

p. Complete annual appraisalsand quarterly 1to1s with line reports.

q. Manage all aspects of the buildingmaintenance,dealing with defects, maintenance and all other associated tasks

r. Coordinate portableappliance testing (PAT) equipmenttesting/maintenance and practice supply orders.

s.Overseethe family & friends feedback, proactively contacting patients toacknowledge feedback and sharing learnings with the team.

t.Manageadministrative staff rotas and coordinate the provision of temporary staffensuring sufficient cover is provided for periods of leave and other staffabsences.

u.Supportthe practice manager with management of the clinical system and clinicalrotas.

v.Develop, implement and embed efficient administrative processesand procedures to adhere to extant legislation

SecondaryResponsibilities

Inaddition to the primary responsibilities, the deputy practice manager may berequested to:

a.Deputise for the practice manager in their absence.

b.Act as the primary point of contact for NHS(E), CCG,community services, suppliers, and other external stakeholders in the absenceof the practice manager

c.Assist with the recruitment of staff as requested by thepractice manager.

d.Support the practice manager in the reviewing andupdating of practice policies and procedures.

e.Support the practice manager with change initiatives.

f.Maintain an equipment log.

g.Manage asset registers as directed by the practice manager.

h.Coordinate staff absences, maintaining an effectiveabsence register.

i.Act as the communication link between the management teamand staff

j.Represent the practice locally as required.

k.Maintain a working knowledge of local and NHS initiatives

Person Specification

Experience

• Experience of working with the general public
• Experience of multidisciplinary teams
• Experience of workforce planning
• Excellent communication skills (written, oral and presenting)
• Strategic thinker
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• Effective time management (Planning & Organising)
• Proven problem solving & analytical skills
• Ability to develop, implement and embed policy and procedure
• Ability to motivate and train staff
• Polite and confident
• Flexible and cooperative
• Excellent interpersonal skills
• Motivated and proactive
• Ability to use initiative and judgement
• Forward thinker with a solutions focused approach
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure
• Confident, assertive and resilient
• Ability to drive and deliver change effectively
• Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions
• Flexibility to work outside of core office hours
• Maintains confidentiality at all times
• Experience of working in a health care setting
• Experience of performance management, including appraisal writing, staff development and disciplinary procedures
• NHS / Primary Care General Practice experience
• Relevant health and safety experience
• Experience of producing agendas and minutes for meetings
• Full UK driving licence

Qualifications

• Good standard of education with excellent literacy and numeracy skills
• Educated to degree level in healthcare or business
• Leadership and / or Management Qualification

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.

Part-time,Flexible working,Compressed hours