Job summary
We are seeking a Practice Operations Coordinator to support
the smooth running of our GP practice.
This is a varied and rewarding role, supporting clinical
systems, staff compliance, governance processes, and the practices digital
presence.
The post holder will work closely with the management team
to ensure systems, databases, training records, and complaints processes are
well maintained and compliant.
Main duties of the job
Support
and maintain EMIS clinical systems, including templates, searches, and recalls
Monitor
and maintain mandatory training compliance for all staff
Coordinate
complaints administration and support timely responses
Maintain
governance, HR, and compliance trackers and databases
Support
audits, inspections, and reporting requirements (CQC / ICB)
Update
the practice website and social media as required
Provide
general systems and administrative support to the management team
About us
The Mount View Practice is a patient focused, friendly team looking after approximately 12,500 patients in Fleetwood.
We consist of 5 GP Partners and 2 Salaried GP's, a Practice Paramedic, Advanced Nurse Practitioners, Practice Nurses and Healthcare Assistants and a dedicated team of Administrative professionals.
We are part of Fleetwood Primary Care Network and supported by a fantastic team of Clinical Pharmacists, Pharmacy Technicians, Care Coordinators and Social Prescribers.
Job description
Job responsibilities
Job Description
Practice Operations Coordinator
Responsible to
Practice Manager / Senior Management Team
Job purpose
To support the effective running of the practice by
coordinating clinical systems, training compliance, governance processes,
complaints administration, and digital communications, ensuring systems and
records are accurate, timely, and compliant.
Key responsibilities
Clinical systems & data
Support
the maintenance and development of EMIS Web clinical templates and searches
Ensure
systems are kept up to date in line with practice and contractual requirements
Training & compliance
Maintain
mandatory training records for all staff
Monitor
expiry dates and support timely completion of training
Provide
compliance reports to management as required
Governance & complaints
Coordinate
the administration of patient complaints
Support
the tracking of responses and actions within agreed timeframes
Maintain
governance documentation and databases
Digital & communications
Update
and maintain practice website content
Support
social media updates in line with practice guidance
Ensure
public-facing information is accurate and current
Audit & inspection support
Support
preparation for CQC, ICB, and internal audits
Assist
with evidence gathering and document control
General duties
Work
collaboratively with the wider practice team
Maintain
confidentiality at all times
Undertake
any other reasonable duties appropriate to the role
Job description
Job responsibilities
Job Description
Practice Operations Coordinator
Responsible to
Practice Manager / Senior Management Team
Job purpose
To support the effective running of the practice by
coordinating clinical systems, training compliance, governance processes,
complaints administration, and digital communications, ensuring systems and
records are accurate, timely, and compliant.
Key responsibilities
Clinical systems & data
Support
the maintenance and development of EMIS Web clinical templates and searches
Ensure
systems are kept up to date in line with practice and contractual requirements
Training & compliance
Maintain
mandatory training records for all staff
Monitor
expiry dates and support timely completion of training
Provide
compliance reports to management as required
Governance & complaints
Coordinate
the administration of patient complaints
Support
the tracking of responses and actions within agreed timeframes
Maintain
governance documentation and databases
Digital & communications
Update
and maintain practice website content
Support
social media updates in line with practice guidance
Ensure
public-facing information is accurate and current
Audit & inspection support
Support
preparation for CQC, ICB, and internal audits
Assist
with evidence gathering and document control
General duties
Work
collaboratively with the wider practice team
Maintain
confidentiality at all times
Undertake
any other reasonable duties appropriate to the role
Person Specification
Experience
Essential
- Strong organisational and administrative skills
- Excellent attention to detail
- Confident using IT systems and databases
- Ability to prioritise workload and meet deadlines
- Ability to work independently and as part of a team
- Understanding of confidentiality and information governance
- Proactive and reliable
- Calm and professional approach
- Flexible and adaptable
- Strong communication skills
Desirable
- Experience working in a GP practice or healthcare setting
- Experience using EMIS Web or other clinical systems
- Experience monitoring training compliance or governance processes
- Experience supporting complaints administration
- Experience updating websites or social media
Person Specification
Experience
Essential
- Strong organisational and administrative skills
- Excellent attention to detail
- Confident using IT systems and databases
- Ability to prioritise workload and meet deadlines
- Ability to work independently and as part of a team
- Understanding of confidentiality and information governance
- Proactive and reliable
- Calm and professional approach
- Flexible and adaptable
- Strong communication skills
Desirable
- Experience working in a GP practice or healthcare setting
- Experience using EMIS Web or other clinical systems
- Experience monitoring training compliance or governance processes
- Experience supporting complaints administration
- Experience updating websites or social media
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.
