Job summary
Administrator: Permanent position
Vacancy
An opportunity has arisen for an enthusiastic individual to join
our established team to support the Operations team at Leatside Surgery.
This is a
permanent, full time position (from 30 hours per week, up to full time will be considered, hours to be confirmed with the successful candidate) will be a varied role, with the
opportunity to learn new and develop existing skills.
Main duties of the job
Main Duties and Responsibilities
(include but are not limited to):
Coordinate the daily flow of non-clinical
workstreams across all teams, ensuring that activities are aligned and
resources are used effectively.
Maintain oversight of key operational processes,
ensuring that Standard Operating Procedures (SOPs) are current, accessible, and
followed.
Work closely with Team Leaders to identify gaps or
inefficiencies in procedures, escalating issues and supporting improvement
actions.
Maintaining training records,
ensuring mandatory and role-specific training is completed and recorded.
Support the induction of new staff, ensuring
appropriate training materials, shadowing opportunities, and role guidance are
in place.
Facilitate effective communication between all teams and ensuring operational updates and process changes are shared
clearly and promptly.
Assist in planning and implementing service
improvement projects, including monitoring progress and reporting outcomes to
the Operations Manager.
Produce reports, data summaries, and audit findings
to support decision-making and compliance with quality standards.
Support the development and consistency of patient
administration systems, ensuring processes are efficient and patient
centred.
Act as a point of reference for staff on operational
matters, promoting consistency and adherence to agreed procedures.
Contribute to a positive, collaborative working
culture that values teamwork, learning, and accountability.
About us
Leatside
is a purpose-built surgery located in the flourishing market town of Totnes,
with a current patient list size of just over 15,000. We pride ourselves on
being a supportive and enjoyable place to work, with the practice culture at
the heart of what we do. In May 2019 we were once again awarded an outstanding
rating by the CQC.
We
are fully computerised using SystmOne from April 2022 as our clinical system. We are implementing a Total Triage booking system to improve access and continuity for our patients from 05/01/2025 using Systmconnect.
We
are a training practice, with two GP Registrars, an F2, medical students,
student nurses and paramedics. The surgery is also host to the community
nursing and community mental health teams.
Candidates will be invited to interview from 08/01/2026. Interviews will be scheduled for 15/01/2026.
Job description
Job responsibilities
JOB DETAILS
Job title : Operations Co-ordinator
Responsible to: Operations Manager
JOB PURPOSE
To support the Operations Manager and Team Leaders in the smooth running
of all non-clinical patient services across the surgery. The Operations
Co-ordinator will oversee communication and coordination between departments,
ensuring that operational systems, Standard Operating Procedures (SOPs), and
training frameworks are in place and consistently applied. The postholder will
act as the central point of contact for operational process improvement,
supporting a consistent, safe, and efficient patient experience.
DIMENSIONS
- The post holder will be expected to attend/complete mandatory training - e.g., Health & Safety, Information Governance, Equality and Diversity, Fire Training to comply with current regulations and surgery shut down sessions.
- To be flexible and adaptable to the needs across all teams.
- The post holder will be expected to multi-task and prioritise.
KEY WORKING RELATIONS
The post holder must establish effective working relations with individuals within and external to the organisation to ensure an efficient service for patients.
KEY RESULT AREAS/PRINCIPAL DUTIES AND RESPONSIBILITIES
- Ensure that all tasks are completed in a timely manner, paying particular attention to accuracy and presentation.
- Prioristise workload appropriately.
- Ensure accurate patient information is recorded whilst using the clinical system in line with Information Governance policy
- Following team protocols.
- Update the manuals when protocols/pathways change.
- 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.
- Effectively manage own time, workload and resources.
Equality and Diversity
The post holder 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.
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Human Resources
To comply with Practice HR policies and procedures generally and particularly:
To undertake quarterly reviews with the post holders line manager
To undertake mandatory training in line with Practice policy
To develop and maintain a personal learning plan, providing feedback to the team from any relevant learning activity and feedback to the line manager regarding the usefulness of learning activities undertaken.
Identify any learning needs.
Personal/Professional Development
The post holder 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.
Risk Management
To ensure all relevant Practice policies are observed personally and within the administrative team, particularly:
- Health and safety and fire policy
- Loan worker, infection control and other policies intended to reduce the possibility of harm to Practice employees, patients, and visitors
- Reporting on significant events
- Complaints procedure
- Risk assessment/incident reporting procedures
- Major incident plan
Service Management
To attend mandatory training afternoons and team meetings when required.
The details contained in this Job Description are not exhaustive and may change as the post develops.
Job description
Job responsibilities
JOB DETAILS
Job title : Operations Co-ordinator
Responsible to: Operations Manager
JOB PURPOSE
To support the Operations Manager and Team Leaders in the smooth running
of all non-clinical patient services across the surgery. The Operations
Co-ordinator will oversee communication and coordination between departments,
ensuring that operational systems, Standard Operating Procedures (SOPs), and
training frameworks are in place and consistently applied. The postholder will
act as the central point of contact for operational process improvement,
supporting a consistent, safe, and efficient patient experience.
DIMENSIONS
- The post holder will be expected to attend/complete mandatory training - e.g., Health & Safety, Information Governance, Equality and Diversity, Fire Training to comply with current regulations and surgery shut down sessions.
- To be flexible and adaptable to the needs across all teams.
- The post holder will be expected to multi-task and prioritise.
KEY WORKING RELATIONS
The post holder must establish effective working relations with individuals within and external to the organisation to ensure an efficient service for patients.
KEY RESULT AREAS/PRINCIPAL DUTIES AND RESPONSIBILITIES
- Ensure that all tasks are completed in a timely manner, paying particular attention to accuracy and presentation.
- Prioristise workload appropriately.
- Ensure accurate patient information is recorded whilst using the clinical system in line with Information Governance policy
- Following team protocols.
- Update the manuals when protocols/pathways change.
- 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.
- Effectively manage own time, workload and resources.
Equality and Diversity
The post holder 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.
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Human Resources
To comply with Practice HR policies and procedures generally and particularly:
To undertake quarterly reviews with the post holders line manager
To undertake mandatory training in line with Practice policy
To develop and maintain a personal learning plan, providing feedback to the team from any relevant learning activity and feedback to the line manager regarding the usefulness of learning activities undertaken.
Identify any learning needs.
Personal/Professional Development
The post holder 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.
Risk Management
To ensure all relevant Practice policies are observed personally and within the administrative team, particularly:
- Health and safety and fire policy
- Loan worker, infection control and other policies intended to reduce the possibility of harm to Practice employees, patients, and visitors
- Reporting on significant events
- Complaints procedure
- Risk assessment/incident reporting procedures
- Major incident plan
Service Management
To attend mandatory training afternoons and team meetings when required.
The details contained in this Job Description are not exhaustive and may change as the post develops.
Person Specification
Experience
Essential
- Proven experience in a coordination or administrative role within a busy operational or healthcare setting.
- Experience in leading teams within a healthcare setting.
- Strong organisational and communication skills, with an ability to manage multiple priorities.
- Experience maintaining or developing operational procedures and documentation.
- Confident in supporting others through change, process improvement, or training initiatives.
- Attention to detail, accuracy, and a proactive approach to problem-solving.
- Professional, approachable, and committed to high standards of service delivery.
Desirable
- Experience working within a primary care or GP surgery environment.
- Knowledge of clinical systems (SystmOne) and patient administration processes.
- Understanding of information governance and data protection requirements.
Qualifications
Essential
- Good standard of general education to include GCSE in English and Maths or equivalent.
Person Specification
Experience
Essential
- Proven experience in a coordination or administrative role within a busy operational or healthcare setting.
- Experience in leading teams within a healthcare setting.
- Strong organisational and communication skills, with an ability to manage multiple priorities.
- Experience maintaining or developing operational procedures and documentation.
- Confident in supporting others through change, process improvement, or training initiatives.
- Attention to detail, accuracy, and a proactive approach to problem-solving.
- Professional, approachable, and committed to high standards of service delivery.
Desirable
- Experience working within a primary care or GP surgery environment.
- Knowledge of clinical systems (SystmOne) and patient administration processes.
- Understanding of information governance and data protection requirements.
Qualifications
Essential
- Good standard of general education to include GCSE in English and Maths or equivalent.
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.
