Operations Manager
| Posting date: | 03 June 2025 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | Negotiable |
| Hours: | Full time |
| Closing date: | 17 June 2025 |
| Location: | Barnet, EN4 8RF |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | A2361-25-0000 |
Summary
Purpose of the Role: The GP Practice Operations Manager will be responsible for the day-to-day operational, administrative, and staffing functions of the practice, with a particular focus on leading the reception team and administrative staff. This individual will work closely with and provide critical support to the Practice Manager, stepping up in their absence to maintain business continuity. The role is based on site at the practice. The role requires flexibility to work a mix of early starts (from 8:00am) and late finishes (up to 6:30pm), depending on the needs of the service. Key Responsibilities: 1. Operational & Administrative Management Oversee the daily running of all non-clinical functions, ensuring the practice operates efficiently and professionally. Manage appointment scheduling, patient registration, medical records, and administrative workflows. Ensure timely processing of patient correspondence (e.g. referrals, test results, prescriptions). Use Surgery Connect telephony system to manage inbound call data; regularly audit call activity to identify peak times and share insights with the reception team to improve call handling and staff allocation. 2. Reception & Administrative Staff Management Lead, supervise, and support the reception and admin teams including medical secretaries and clerical staff. Organise staff rotas and ensure appropriate coverage during peak hours, informed by Surgery Connect telephony audits. Conduct recruitment, inductions, training, and performance reviews. Foster a collaborative and professional culture within the administrative team. 3. Financial Administration Support financial processes such as invoicing and claims for QOF, LCS, DES, and PCN-funded services. Promote cost efficiency in stock and supplier management. 4. Facilities & Resource Management Manage facilities and equipment, ensuring compliance with health & safety and infection control standards. 5. Regulatory Compliance & Policy Management Ensure compliance with GDPR, CQC standards, NHS England, and ICB requirements. Maintain and regularly update internal practice policies. 6. Patient Experience & Communication Oversee patient-facing services and support resolution of complaints. Lead initiatives to promote online services and enhance the patient experience. Provide clear communication and support to the reception team based on service usage patterns, including call volumes identified via Surgery Connect. 7. Quality Improvement & Performance Monitoring Analyse performance indicators and patient feedback to identify service improvement opportunities. Lead and implement service development initiatives and quality improvement projects. 8. Technology & Systems Ensure effective use of practice IT systems (e.g. EMIS, Docman). Provide training and support to staff on use of digital tools and the Surgery Connect system. Monitor system usage and help drive improvements through technology. 9. Communication & Team Coordination Liaise between clinical and administrative staff to ensure coordinated care. Lead meetings, including preparation of agendas and minutes. Build strong relationships with external stakeholders including PCNs, ICBs, and suppliers.