Greenhills Health Centre G75 8TT
Job Description: Executive Operations Assistant
Reports To: Group Operations Manager
Location: Multi-site role across 11 GP Practices in Scotland (occasional travel required)
Salary: Dependent on experience
Purpose of the Role
To provide high-level executive and operational support to the Group Operations Manager in leading 11 GP practices across Scotland. The post-holder will ensure effective coordination, reporting, and communication across all sites enabling efficient delivery of clinical, operational, and financial objectives.
They will act as a central point of contact between partners, site managers, and the senior leadership team, ensuring consistency, accountability, and timely information flow.
Key Responsibilities
Executive & Administrative Support
1. Manage the Group Operations Managers diary, meetings, travel, and correspondence.
2. Prepare agendas, meeting packs, minutes, and track actions for senior leadership and partner meetings.
3. Manage confidential documents and maintain secure filing and record-keeping systems (digital and physical).
4. Draft high-quality correspondence, reports, and presentations.
Operational Coordination
5. Coordinate communication between the 11 practice sites, Nurse Consultants, and Finance Manager.
6. Support implementation of policies, procedures, and initiatives across the group.
7. Track and follow up on operational actions, ensuring deadlines are met.
8. Assist with project management tasks (e.g. estates, IT, or digital projects).
KPI & Performance Reporting
9. Collate and validate monthly KPI data from Site Managers using the group dashboard.
10. Prepare summary reports on clinical, financial, and workforce performance for management meetings.
11. Work closely with the Finance & Contracts Manager and Nurse Consultants to support enhanced service monitoring and reporting.
Communication & Relationship Management
12. Act as the first point of contact for internal and external stakeholders on behalf of the Group Operations Manager.
13. Build positive relationships with partners, site managers, and NHS/HSCP contacts.
14. Draft staff updates, newsletters, and group-wide communications.
Governance & Compliance Support
15. Assist with documentation for clinical governance, risk, and quality meetings.
16. Support policy reviews, audits, and compliance tracking (e.g. GDPR, H&S, training).
17. Maintain oversight logs for appraisals, mandatory training, and key deadlines.
Person Specification
Criteria
Essential
Desirable
Education / Qualifications
HNC/Diploma in Business Administration or equivalent experience
Degree-level qualification or NHS management certificate
Experience
Experience providing PA or operational support to a senior manager or partner-level role; Coordinating meetings and reports across multiple sites; Preparing and collating management reports, KPIs, or budgets.
Experience in NHS or primary care environment; Understanding of GP practice operations and QOF/enhanced services; Experience supporting service improvement projects.
Skills & Abilities
Excellent organisation and prioritisation skills; Strong written and verbal communication; Confident with MS Office (Excel, Word, PowerPoint, Teams); High attention to detail and accuracy.
Ability to use NHS systems (e.g. EMIS, Vision); Experience with SharePoint or Power BI dashboards.
Personal Attributes
Professional, discreet, and emotionally intelligent; Able to work independently and proactively; Calm under pressure; Able to manage competing priorities.
Positive, approachable, and solution-focused.
Values & Behaviours
18. Acts with integrity, confidentiality, and professionalism.
Promotes teamwork, respect, and inclusivity.
Takes initiative and ownership to solve problems.
Aligns with NHS Scotland values of care, compassion, dignity, and quality.
Terms
19. 20-30 hours per week (flexible working considered)
Travel between sites as required
Pension and benefits in line with organisational policy
- Urban Practice