Job Summary
We’re looking for an organised, proactive, and hands‑on Operations Manager to help keep our busy GP surgery running smoothly. You’ll play a key role in managing the day‑to‑day operations of the practice, supporting staff, and ensuring patients receive the best possible service.
Main Duties
* Supervise the reception and administrative team, ensuring the front‑of‑house service runs efficiently and patients receive a high standard of care.
* Plan, prepare, and manage staff rotas for reception, administration, and clinical support teams, ensuring safe and effective cover at all times.
* Monitor workload, workflow, and performance within the reception team, providing guidance, support, and training where needed.
* Manage annual leave, absence, and sickness reporting to maintain service continuity.
* Support recruitment, induction, and ongoing supervision of reception and administrative staff.
* Maintain accurate HR and training records, ensuring compliance with employment law and NHS guidance.
* Assist the Practice Manager with staff performance reviews, investigations, and informal HR matters.
* Oversee the smooth running of daily clinics, coordinating with clinicians to resolve scheduling or room allocation issues.
* Ensure health and safety checks, building maintenance, and supplier arrangements are carried out as required.
* Contribute to the development and implementation of policies and procedures to improve efficiency and patient experience.
* Act as a visible point of contact for staff queries, promoting teamwork, professionalism, and a positive working culture.
About Us
St Paul’s Clinic is a city centre practice in the heart of Newport providing general medical services to a range of patients from different cultures and backgrounds. It is a vibrant working environment where you are continually learning every day. Close to the M4 with links to Cardiff and Bristol and a designated car park.
Job Details
Pay: £17 an hour
Contract: Permanent
Working pattern: Part‑time, Flexible (considered)
Job Purpose
The Operations Manager plays a key role in the smooth day‑to‑day running of the practice. Working closely with the Practice Manager and clinical team, the post‑holder will oversee front‑of‑house operations, staff rotas, HR processes, and facilities management to ensure safe, efficient, and high‑quality service delivery.
Key Responsibilities
* Staff Management and HR
o Manage staff rotas, annual leave, and sickness cover to maintain operational continuity.
o Lead by example in handling patient queries, complaints, and challenging interactions.
o Support recruitment, induction, and probationary reviews for new staff.
o Maintain up‑to‑date HR documentation including contracts, training, appraisals, and absence records.
o Support the Practice Manager with employee relations, performance management, and informal HR matters.
o Coordinate mandatory and role‑specific training, maintaining accurate compliance logs.
* Operational Management
o Oversee the day‑to‑day running of the practice, ensuring reception, telephony, and clinic operations run smoothly.
o Liaise with clinical staff to coordinate appointment rotas, room allocations, and daily schedules.
o Support the delivery of high‑quality patient services, ensuring all staff uphold the values of dignity, respect, and confidentiality.
o Monitor and review administrative workflows to improve efficiency and patient access.
o Assist in the development and implementation of practice policies and standard operating procedures.
o Contribute to audits, reporting, and the ongoing improvement of practice systems.
* Facilities and Health & Safety
o Oversee building maintenance, cleaning, and security arrangements.
o Ensure that statutory health and safety checks, fire safety records, and risk assessments are completed and reviewed.
o Act as a liaison point for contractors, suppliers, and service engineers.
o Escalate premises or compliance issues to the Practice Manager as required.
* Leadership and Communication
o Serve as a visible and supportive presence across the practice.
o Communicate effectively with staff, clinicians, and management to ensure smooth coordination of services.
o Participate in staff meetings, contributing ideas to improve workflow and patient experience.
o Model professionalism, integrity, and accountability in all aspects of the role.
Qualifications
* Essential
o Educated to A‑Level standard or equivalent experience.
o Evidence of continued professional development relevant to management or administration.
* Desirable
o HR training and experience.
o Experience in primary care.
o HR training and experience (duplicate removed).
Experience
* Essential
o Managing staff.
o Dealing with challenging situations.
o Rota/room management.
* Desirable
o Experience in primary care.
Legal and Equality
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and a Disclosure and Barring Service check will be required. Applications requiring Skilled Worker sponsorship will be considered.
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