Operational Coordinator
| Posting date: | 19 June 2025 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | Negotiable |
| Hours: | Full time |
| Closing date: | 14 July 2025 |
| Location: | Newton Abbot, TQ13 7AP |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | A1906-25-0001 |
Summary
Key Job Responsibilities General Administration To lead with support as required from the Practice Manager in the day to day administrative management of practice functions including: Reception and administration activities - including referrals To promote and ensure effective communication both within and externally to the surgery To support the smooth running of the Practice by resolving urgent/on the day issues as needed, this may include premises, health and safety, IT and staffing issues, liaising with the Practice Manager and GP Partners as needed To maintain knowledge of all relevant regulations and laws to help support the business to be compliant To maintain knowledge regarding local/ relevant external policies and procedures to help ensure they are implemented and observed Undertake any other additional duties appropriate to the post as requested by the Practice Manager or GP Partners. Staffing To assist with staff recruitment as required including pre employment checks Maintain the personnel records in line with employment law and information governance guidelines Maintain a personnel information log to record the key information needed for all staff Assist with new staff inductions, ensuring new staff induction information is kept up to date Assist with holiday, sickness and other absence recording Calculate holiday entitlement allowances and reviewing usage throughout the year, keeping staff informed Assist and support the Practice Manager with any employment policies and procedures that are triggered, such as Sickness Absence Management, Disciplinary, Grievance, Performance Management Assist and support the Practice Manager with appraisals, making sure copies are stored in the personnel files To assist in the delivery of training and develop training schedules for new starters or as required Ensure the staff complete their mandatory training as required. To maintain training records for all staff on our online learning portals Create and maintain leavers files that are compliant with retention periods for the data Equipment and Premises To ensure the premises and equipment are compliant with all health and safety laws and requirements To maintain premises and equipment issues log To manage the servicing and maintenance of all medical equipment In partnership with the Practice Manager agree and maintain a capital equipment replacement plan Health and Safety policy, Risk Assessments, COSHH Assessments and other associated processes and policies Regular inspections of the premises to check for any health and safety issues and review against risk assessments To organise and support external contractors to complete maintenance work and any repairs or replacements, premises and equipment compliance checks (within relative timeframe) To manage maintenance contracts for services required including undertaking audits as required i.e. cleaning, gardening, window cleaning To conduct regular fire system testing as agreed Assist with planned/unplanned evacuation drills and complete the report Assist with fire and emergency evacuation planning Conduct regular checks of the accident book and complete a monthly report Conduct regular checks of the first-aid boxes to ensure sufficient, in-date supplies; replenishment ordering as required Finance To ensure the business is compliant with Financial Regulations through robust finance support administration: To ensure the Practice Manager has all the invoicing needed to make payments To raise invoicing for patients, businesses and claims as required Maintain an effective system for the handling of petty cash To assist the external Bookkeepers and Accountants with queries and documentation as required Information Governance To assist the Practice Manager and GP Partners to ensure the business is compliant: Attend Information Governance meetings, taking minutes and distributing as required Assist with Data Protection documentation completion and collation, including Data Sharing Agreements, DPIAs etc Assist with the liaison with our Independent Data Protection Officer(s) Conduct regular room checks to ensure compliant with data protection laws Conduct regular audits of our clinical system to ensure appropriate use in line with legal parameters Assist with the completion and maintenance of all data logs; Data Breaches, Freedom of Information, Caldicott Guardian Assist with Data Breach investigations Assist with the completion of our annual data toolkit completion o Support the Practice Manager with completion and monitoring of our Complaints and Concerns Log, Compliments Log and Significant Events/Near Misses Log Assist with staff information and training relating to Information Governance CQC To ensure the business is compliant with CQC Regulations To assist the Infection Control Lead to ensure we are compliant, liaising with cleaning company and waste disposal companies as needed Ensure all documentation for CQC is up to date and submitted in a timely fashion Assist with preparation for a CQC Visit, or response to a CQC enquiry To assist the Practice Manager and GP Partners with any CQC requirements, as needed Additional Information for all staff All staff are required to work in accordance with the code of conduct and practice for the organisation. Working professionally maintaining responsibility for administration and the Practice reputation. Equality and diversity to ensure everyone both within and users of the organisation have equal opportunities, regardless of their abilities, background or lifestyle. To always respect the privacy, dignity, needs and beliefs of patients, carers and colleagues Maintain a positive, patient focused culture Help maintain a positive, supportive culture across the whole practice team To take responsibility for own development, learning and performance and demonstrating skills, activities and sharing good practice to/with others who are undertaking similar work. To maintain confidentiality in all aspects at all times. To assist, promote and maintain their own and others health, safety and security as defined in the practice Health & Safety Core Policy, all other policies, procedures and documents linked to health & safety, and the practice Infection Control Policy and published procedures. Maintain and promote effective communication within the teams and with users of the service. Recognizing peoples needs for alternative methods of communication and respond accordingly Maintain and promote quality within the practice. Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effective implementation of high quality services.