Operational Coordinator

Job responsibilities

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.

Qualifications

Essential

• GCSEs A-C/9 to 4 or equivalent in English and Maths

Desirable

• Level 3, or higher in Business Administration
• Health and Safety Awareness/Management Certification
• Employment Law Certification
• Information Governance Certifications
• Other further education (preferably relevant to the post), or significant relevant experience may also be considered.

Experience

Desirable

• Operational Administration
• Health and Safety Administration
• Premises/Facilities Administration
• HR Administration
• Information Governance
• Minute Taking
• Data gathering and collation
• Writing reports
• Policy and procedure development
• Quality Improvement support work
• Experience within Primary Care, the NHS or a healthcare setting

Additional Factors

Essential

• Reliable
• Willing to learn new skills and processes
• Willing to take on training, both internal and external
• Flexibility towards the Practice needs and be change ready
• Committed to helping the Practice thrive
• Significant experience of using and aptitude for Microsoft Office - Outlook, Excel, Word and Powerpoint
• Excellent organisational skills, time management and prioritisation
• Confident communication skills and broad skillset for all variations
• Good level of numeracy
• Good level of literacy
• Good attention to detail
• Thorough and methodical
• Self-motivated and driven
• Good at problem solving
• Ability to work to deadlines
• Ability to work autonomously as well as collaboratively in a team
• Ability to self-evaluate and embrace professional development
• Ability to identify continuous improvement for work methods, procedures and protocols

Desirable

• Health and Safety Law
• Employment Law
• GDPR and Data Protection Law
• CQC Regulations

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).