Job Description

Job Summary:

An exciting opportunity has arisen for a motivated and highly organised Operations Lead to join our friendly and forward-thinking GP practice.

This is a key leadership role at the heart of our day-to-day operations--providing essential support to the Practice Manager, Business Manager, and wider teams to ensure the smooth and efficient running of the practice.

The successful candidate will take the lead on a range of operational responsibilities, including IT coordination, clinical rota planning, workload management, audit and data quality monitoring, and the oversight of admin, reception, secretarial, and prescription teams. You'll play a crucial role in embedding new systems, driving continuous improvement, and supporting the delivery of safe, responsive, and high-quality care.

We're looking for someone who is solutions-focused, proactive, and confident navigating a busy healthcare setting--bringing energy, efficiency, and a keen eye for operational detail.

The Ideal Candidate Will Have:

Previous experience in a general practice or primary care setting (+3yrs essential) A strong working knowledge of GP clinical systems, particularly SystmOne A proactive, solutions-focused mindset and excellent organisational skills The confidence to support multi-disciplinary staff teams Strong communication skills and a hands-on, collaborative approach An understanding of NHS processes, compliance, and data governance A flexible and adaptable attitude, with the ability to prioritise under pressure
This role offers a unique opportunity to make a real difference in a dynamic healthcare environment, contributing directly to the delivery of high-quality, patient-centred care.

Key Responsibilities:

Operational Support & Oversight

Provide daily operational oversight across all practice functions, acting as the first point of contact for workflow, staff, or technical issues. Attend daily lunchtime meetings to monitor service pressures and ensure timely response to arising issues. Allocate visits and SystmConnect in line with staffing and workload for the day Coordinate with the Practice Manager & Business Manager to implement operational decisions and adapt to service demands.

Team Supervision & Workload Management

Oversee the day-to-day functioning of the administrative, secretarial, prescriptions, and reception teams. Monitor and balance workload distribution across non-clinical teams to ensure timely task completion and high-quality service. Support delivery of service standards by ensuring all staff adhere to agreed processes and workflows. Support and coordinate staff refresher training where needed, including the rollout of new procedures.

IT & Systems Support

Act as a first-line support contact for system errors or IT-related issues; escalate as necessary to external IT providers. Conduct routine system safety checks and monitor key digital systems (e.g. SystmOne, AccuRX, X-On) for functionality. Ensure digital tools are used effectively by the team and promote staff confidence in their operation. Ensure all equipment (e.g., laptops, phones, printers) is working and available for staff use.

Audit, Data Quality & Compliance

Lead on regular audits of data quality and administrative accuracy (e.g. coding, QOF, recalls, registers). Identify and resolve issues affecting data integrity and ensure alignment with clinical and contractual standards. Monitor conformity to practice policies and protocols, ensuring teams operate in line with regulatory and quality requirements.

Process & System Implementation

Support the operational implementation of new systems, digital tools, and software upgrades across the practice. Coordinate amendments to existing workflows or policies and ensure staff are informed, trained, and compliant. Assist in documenting and embedding operational best practices across departments.

Rota Management & Staffing

Complete and maintain clinical rotas, coordinating leave, locum cover, and on-call duties. Respond dynamically to unexpected staff absences, reallocating cover as needed to maintain service continuity. Support onboarding of new starters by ensuring systems access, workspace, and training are in place. Assist with the coordination of site safety, room allocation, and clinical space optimisation.

QOF Monitoring, Enhanced Services & Reporting

Support the practice in the ongoing monitoring of QOF (Quality and Outcomes Framework) performance to ensure targets are being met across all relevant clinical domains. Work closely with clinical, nursing, and administrative teams to track outstanding recalls, reviews, and interventions linked to QOF indicators. Ensure accurate clinical coding and data entry to support both QOF achievement and contractual compliance. Generate and analyse regular QOF reports, identifying areas for improvement and working with relevant teams to implement corrective actions. Assist in the coordination and delivery of Local Enhanced Services (LES) and ensure that national contractual requirements are met. Monitor progress and maintain accurate data for all enhanced service activity to support timely claims and reporting. Support preparation for inspections or performance reviews related to QOF, enhanced services, or other quality frameworks.

Communication & Meetings

Attend meetings with key practice teams to capture operational concerns, support needs, or service pressures. Ensure clear communication and timely updates to all staff regarding system issues, rota changes, or urgent operational matters. Provide support for staff meetings and actions in liaison with the Practice Manager

Process Improvement & Workflow Efficiency

Actively contribute to the development and refinement of processes and procedures that support operational efficiency and effective workflow across all practice areas. Identify opportunities for service improvement and work collaboratively with team leads and management to implement practical, sustainable changes. Ensure that updated procedures are clearly documented and effectively communicated to relevant staff. Encourage a culture of continuous improvement, supporting teams to streamline tasks and reduce duplication of effort.

Salary:

Starting at 14.50, dependent on experience

Hours:

37.5hours per week

Hours:

8:00am - 4:30pm

Job Type: Permanent

Pay: From 14.50 per hour

Expected hours: 37.5 per week

Benefits:

Company events Company pension Health & wellbeing programme On-site parking
Experience:

GP Practice or NHS: 3 years (required)
Work Location: In person