We are looking for an organised, people-focused Operations Coordinator to help keep our practice running smoothly. Working closely with the Practice Manager, you will support all teams with everything from IT access and stock to day-to-day queries and facilities.
No two days are the same, so flexibility, problem-solving, planning and good communication skills are key. This is a rewarding role at the heart of the practice supporting colleagues, making sure things run efficiently, and helping us provide the best possible service for our patients.
This is a full-time role (37.5 hours per week) for candidates who already have the legal right to work in the UK, as we are unable to provide visa sponsorship. We welcome applicants who are ready to join our friendly, supportive team.
Main duties of the job
Key Responsibilities (not limited to)
Staff & Systems Support
* Create, update, and remove staff logins. Maintain accurate and secure access rights.
* Keep staff records up to date, including training and compliance requirements.
* Oversee staff inductions and support new team members.
* Provide first-line IT support for minor issues and liaise with suppliers for escalated problems.
* Support colleagues in using MS Word, Excel, EMIS, AccuRx, and AccuRx Triage.
* Manage rotas and assist with deployment and coordination.
* Carry out audits and prepare reports as required.
* Work closely with the Practice Manager and teams to ensure smooth workflows.
* Help resolve patient queries and complaints in a supportive manner.
* Ensure the practice premises are safe, secure, and well-maintained.
* Carry out regular building and equipment checks (daily, weekly, monthly, yearly) and arrange repairs when needed.
* Oversee clinical and communal waste collection.
* Handle minor maintenance tasks or coordinate external contractors.
* Support the delivery of medical and non-medical supplies in collaboration with HCAs.
* Manage renewal of parking permits.
Stock & Supplies
* Monitor stock levels of medical and non-medical items.
* Order supplies in a timely manner to ensure the practice is well-equipped.
* Identify and implement improvements to processes and procedures.
* Support staff in embedding new systems or ways of working.
About us
City Square Medical Group is a four-partner GP practice in the heart of Tower Hamlets, caring for a diverse community of around 12,000 patients.
Since our successful merger in April 2021, we have been working across two sites as one team, united in our goal of providing high-quality, accessible, and patient-centred care.
We use AccuRx Triage to help patients book appointments and communicate with us quickly and efficiently.
Job responsibilities
The Operations Coordinator will play a key role in supporting the smooth and efficient running of the practice. The post holder will work closely with the management team to coordinate day-to-day operations, support staff, and ensure that services are delivered in line with practice policies, NHS standards, and the needs of our patients.
Please refer to Key Responsibilities listed in this advert for further details.
Person Specification
Qualifications
* Good grasp of office organisation.
* Well organised and efficient.
* Trustworthy.
* Ability to prioritise workload and meet deadlines.
* Problem-solving and decision-making skills.
* Strong attention to detail and accuracy.
* Able to carry out audits and prepare reports to support day-to-day improvement.
* Reliable, proactive, and adaptable.
* Professional, approachable, and confident in dealing with staff and external contacts.
* Commitment to continuous improvement.
* Great sense of humour.
* Knowledge of NHS structures, policies, and primary care operations.
* Previous experience in a healthcare, GP practice, or NHS setting.
* Experience with clinical systems (e.g., EMIS, AccuRx).
* Experience in staff supervision, training, or line management.
* Skilled in monitoring KPIs, analysing performance data, and producing reports for strategic planning and quality improvement.
* Experience in coordinating projects or service development initiatives.
* Proven involvement in initiatives that improved services, streamlined processes, or enhanced patient experience.
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.
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