Department Coordination Lead

Job description

Job responsibilities

The Department Coordination Lead is a senior operational support role within Larksfield & Alresey Medical Partnership. The post holder will work closely with the Practice Manager and Department Leads to ensure the smooth day-to-day running of the practice across both sites.

This is a highly versatile role providing cross-departmental support, oversight, coordination, and escalation where required. The role supports operational delivery, governance, staffing coordination, compliance, and service continuity, while overall accountability remains with the Practice Manager and Partners.

Day-to-day operations of the practice are led by the Practice Manager and supported by designated Department Leads:

• Reception Lead

• Medicines Management Lead

• Data Quality Lead

• Rota Lead

• Department Coordination Leads

The Department Coordination Leads provide operational support across all departments, particularly where cross-cover, escalation, or additional capacity is required.

• Support the Practice Manager in the day-to-day operational management of the practice across both sites

• Provide coordination and operational support to all departments where required

• Support continuity of services during staff absence, peak pressures, or incidents

• Escalate issues to the Practice Manager when beyond remit or when additional support is required

• Support department leads with staffing coordination and operational HR processes

• Act as an escalation contact for staff absences when department leads or the Practice Manager are unavailable

• Support the management of staff absence reporting in line with practice processes

• Assist with DBS checks, HR documentation, and personnel files as delegated

• Support induction and onboarding processes across departments

• Ensure Bright HR is kept up to date in collaboration with the Practice Manager and department leads

• Act as a Complaints Lead alongside the existing Department Coordination Lead

• Support the management of patient complaints in line with practice policy

• Liaise with Reception Lead regarding verbal complaints and escalate where required

• Support the Practice Manager with complaint investigations and responses when requested

• Attend safeguarding meetings alongside the Practice Manager, Clinical Safeguarding Lead, Administrative Assistants, and other relevant staff

• Manage the safeguarding task box, ensuring items are added to agendas and escalated appropriately

• Highlight significant safeguarding risks or concerns to safeguarding leads and the Practice Manager

• Support follow-up actions arising from safeguarding meetings

• Ensure significant safeguarding learning points are shared and discussed at practice meetings

• Support significant event management within departments, escalating to the Practice Manager where required

• Ensure significant events are documented on TeamNet and shared appropriately

• Assist with audits, data gathering, and action plans as requested

• Support compliance with NHS, ICB, and CQC requirements

• Support TeamNet management across departments, including:

  • Premises and facilities documentation oversight

  • Ensuring shared documents are current and accessible

• Support HR checks and compliance documentation on TeamNet

• Ensure information governance standards are maintained

• Support facilities management, including:

  • Obtaining quotes

  • Coordinating contractors and works

  • Opening the surgery at weekends where required

• Oversee completion of assigned premises checks

• Escalate and seek approval from the Practice Manager or Partners where required

• Minute practice meetings and support agenda management as required

• Support departmental meetings where necessary

• Attend leadership, safeguarding, and operational meetings as required

• Support effective communication across teams and sites

• Support recruitment processes across departments, including:

  • Shortlisting and interviews alongside department leads

  • Supporting interview panels where required

• Assist with onboarding and inductions in collaboration with department leads

• Support reference requests when delegated

• Support health & safety processes and risk assessments alongside the Practice Manager

• Assist with implementation and monitoring of actions arising from risk assessments

• Maintain confidentiality at all times

• Work flexibly to meet the operational needs of the practice

• Support change, service development, and continuous improvement

• Work collaboratively with all staff, clinicians, and external stakeholders

• Undertake additional duties consistent with the role as required

Person Specification

Qualifications

Essential

• GCSEs (or equivalent) in English and Maths
• Evidence of ongoing professional development relevant to healthcare, administration, leadership, or management
• Willingness to undertake further training relevant to the role, including NHS, safeguarding, and governance requirements

Desirable

• Safeguarding Adults and Children training at level 2/3
• Experience or training related to complaints management, governance, or quality improvement
• Training or certification in HR processes, health & safety, or information governance

Experience

Essential

• Strong organisational and coordination skills
• Ability to work across multiple departments and sites
• Excellent communication and interpersonal skills
• Experience working in a busy healthcare, primary care, or similar environment
• Ability to prioritise workload and manage competing demands
• Confident, calm, and proactive approach to problem-solving
• Experience using Systmone

Desirable

• Experience in GP practice or NHS primary care
• Experience in a supervisory, coordination, or assistant management role
• Knowledge of NHS governance, CQC, and ICB requirements
• Experience supporting HR, complaints, or safeguarding processes
• Experience using Teamnet Clarity, AccurX and BrightHR

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

Larksfield and Arlesey Medical Partnership

Address

Larksfield Surgery

Arlesey Road

Stotfold

Hitchin

Hertfordshire

SG54HB

Employer's website

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