Operations Manager GP Collaborative

Job description

Job responsibilities

Collaborative Operations

Coordinate the administration and delivery of Collaborative meetings, working groups, and events, including agenda setting, papers, minutes, and follow-up.

Delivery of the strategic intentions voted on by the Summit and as directed by the Board.

Leading on projects as directed by the Associate Director and COO.

Maintain an up-to-date programme plan, tracking progress across system initiatives brought to the Collaborative, assessing General Practice Impact Assessments for completeness and collating material for Execs and Boards.

Provide direct support to the Collaborative Chair, Board members and Clinical Leads in preparing materials and managing workload.

Membership and System Liaison

Act as a central point of contact for GP Collaborative communications, through the central mailbox.

Ensure regular updates, briefings, and information flows to practice and PCN member organisations, plus system stakeholders.

Administrative & Governance Support

Maintain key governance documentation (e.g. terms of reference, action and decision logs, risk logs, voting records).

Ensure Collaborative records are well organised, securely stored, and accessible to members.

Coordinate contributions to wider system reporting (e.g. ICB updates, neighbourhood or place-level returns).

Project & Workstream Coordination

Support delivery of Collaborative workstreams, helping manage timelines, deliverables, and reporting.

Track progress on funding bids, commissioned pieces of work, and joint programmes with system partners.

Liaise with project leads to ensure actions are followed up and deadlines are met.

Event and Meeting Logistics

Organise internal and external meetings, events, and workshops booking venues, arranging invites, and supporting facilitation.

Provide logistical support for collaborative engagement sessions, including collation of slides and materials.

Stakeholder Engagement

Support the Collaboratives relationship with key partners including ICB staff, the LMC, GHCNHSFT, GHNHSFT, and local authorities.

Help prepare briefing notes, responses, and shared communications for external stakeholders.

Basic Financial Administration

Support budget tracking and funding oversight, working with the GDOC Finance team to produce relevant reporting for Execs and Board.

Support preparation of small-scale business cases, grant proposals, or summary reports where needed.

Working conditions

Frequent, prolonged VDU use.

High levels of accuracy and attention to detail essential at all times.

Occasional work in a time pressured environment.

Some exposure to distressing situations and written material.

Other responsibilities

Awareness of and compliance with all relevant G DOC policies/guidelines for your role, e.g. prescribing, confidentiality, data protection, health and safety;

Contributing to evaluation/audit and clinical standard setting within the organisation as applicable to your role;

Attending training, Practice meetings and other meetings and events organised by the Practice, PCN, or other agencies such as the ICB, where appropriate;

Contributing to audits and written returns to ensure that the Practice meets quality standards and receives the designated funding, as appropriate to your role;

Treating colleagues with courtesy and respect;

Complying with G DOCs values, and the values of your practice/team.

As part of the Practice team, contributing to the delivery of QOF and enhanced services.

Contributing to the management and development of the Primary Care Network, including the performance of work undertaken by the Practice as part of the PCN.

Helping to ensure that the Practice remains safe and effective, including by the use of clinical audit and learning from significant events and complaints.

Helping to ensure that the Practice provides a supportive working environment for clinicians, trainees and other employees. Supporting colleagues learning and professional development, as well as your own.

Helping to ensure that the Practice complies with CQC requirements for primary care, including all fundamental standards of care.

You will be required to be immunised in compliance with Green Book and NHS recommendations for your role (unless medically exempt).

Ensuring that you always work within your own competencies and training.

Observing health and safety guidelines at all times.

Confidentiality

Comply with the Confidentiality Agreement.

Health & Safety

Under the Health and Safety at Work Act 1974, you have a personal responsibility to have regard to your own and others safety.

You should familiarise yourself with fire exits at all sites where you work, and the action that you should take in the event of a fire.

Personal alarms are available from G DOC for all GPs, wherever you are working. Your site induction should cover local procedures for summoning external help. Please ensure you familiarise yourself with these local procedures.

You must comply with site Health and Safety procedures, including those that concern clinical waste, use of hazardous substances, and the use and disposal of sharps.

Health and safety hazards should be reported to the Practice Manager.

You should dress appropriately and professionally. To reduce the risk of sharps injuries, shoes should be closed (not open sandals).

You must ensure that your car is insured for commuting and for any business use, if applicable (e.g. home visits if part of your role).

GP staff in Gloucestershire have been the victims of serious & sustained stalking and violence. You should not give anyone outside the Practice information about when and where colleagues will be working. Refer any queries about rotas etc to the Practice Manager or G DOC. Be aware that stalkers may have knowledge of the local healthcare system and sound very plausible.

Infection Control

Undertaking training, and following policies and processes, as appropriate to your role.

Any other reasonable duties that may be required from time-to-time.

Safeguarding

Safeguarding is everyones responsibility. Even staff who do not routinely have contact with patients may become aware of a safeguarding concern. You will

Ensure you are familiar with G DOCs safeguarding procedures

Report all concerns promptly, following the safeguarding procedures

Ensure that you maintain an appropriate level of safeguarding training for your role

Contribute to meetings and other safeguarding processes, as appropriate to your role.

Equality and Diversity

You will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation;

Respecting the privacy, dignity, needs and beliefs of patients, carers, and colleagues.

Quality and Patient Safety

You will strive to maintain quality within the Practice, and will:

Alert other team members to any concerns about clinical governance or quality and risk; participate in Significant Event Analysis reviews

Assess own performance and take accountability for own actions, either directly or under supervision;

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance;

Work effectively other agencies to meet patients needs;

Effectively manage own time, workload and resources.

Avoid working if you are impaired from doing so safely or effectively, for example due to illness.

If relevant to your role, ensure that any necessary handover and follow up arrangements for patients have been made.

Inform your line manager if you have concerns about a colleague that might affect patient safety

Inform your line manager of any complaints or significant events that have arisen from your work for G DOC.

Participate in investigations of any complaints or significant events, if asked to do so.

Inform your line manager immediately if you have been charged with any criminal offence.

If you are in a regulated profession (e.g. nurse, doctor, pharmacist, accountant).

Comply with your regulators guidance.

Inform your line manager immediately, if you are under investigation by your regulator.

Inform your line manager immediately, if you have any restrictions or conditions imposed on your practice by your regulator.

Personal/Professional Development:

You will ensure that your mandatory training remains up to date.

You will participate in any training programme implemented by the Practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Communication

You should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members, including through use of email, TeamNet and other agreed communication channels;

Checking your email and TeamNet every working day;

Communicate effectively with patients and carers;

Recognise peoples needs for alternative methods of communication and respond accordingly i.e. signing and use of telephone and face-to-face translators.

Person Specification

Personal qualities and attributes

Essential

• Experience in operational management in healthcare or similar environment.
• Strong understanding of NHS structures and organisations, particularly primary care.
• Ability to support people in a way that inspires trust and confidence, motivating others to reach their potential.
• Ability to identify risk and assess / manage risk.
• Excellent organisational and project management skills.
• Ability to work independently and flexibly across a range of tasks.
• Ability to maintain effective working relationships and promote collaborative practice with all colleagues, demonstrate personal accountability, emotional resilience and work well under pressure
• Ability to organise, plan and prioritise on own initiative, including when under pressure and meeting deadlines.
• High level of written and verbal communication skills.
• Knowledge of, and ability to work to policies and procedures, including: confidentiality, safeguarding, lone working, data security, health and safety.
• Ability to work flexibly and enthusiastically within a team or on own initiative.

Experience

Essential

• Experience in an NHS operational management role, ideally with general practice.
• Experience of managing complex meetings, agendas, and communications.

Desirable

• Experience supporting committees or boards with formal governance processes.

Skills & Knowledge

Essential

• Understanding of, and commitment to, equality, diversity, and inclusion
• Awareness of how general practice interfaces with system partners (e.g. Community Trusts, Local Authorities)
• Knowledge of governance and decision-making processes within NHS or public sector settings
• Strong organisational skills, including planning, prioritising, time management and record keeping

Qualifications

Essential

• Education to degree level or equivalent experience in healthcare management, business administration, or a related field.
• Demonstrable operational or business management experience, ideally within the NHS, primary care, or another healthcare setting.
• Evidence of continuing professional development, particularly in leadership, project management, or healthcare policy.
• Demonstrable commitment to professional and personal development
• Ability to use Microsoft Office applications Teams, OneDrive, Word, Excel, PowerPoint, Outlook.

Desirable

• Postgraduate qualification in health service management, business administration (e.g. MBA), or a related area.
• PRINCE2, Agile, or other project management certification.
• HR or Finance qualifications (e.g. CIPD Level 5+, AAT, or equivalent).

Other

Essential

• Access to own transport with ability to travel to meetings as required.
• Willingness to work flexible hours when required to meet work demands

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.

Employer details

Employer name

G DOC Ltd

Address

Quayside House

Quay Street

Gloucester

GL1 2TZ

Employer's website

https://ghac.co.uk/ (Opens in a new tab)