Practice Operations Coordinator

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 practice's 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.

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

Maintaining 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

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

Practice Operations Coordinator

Responsible to

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 time frames

Maintaining 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

Work collaboratively with the wider practice team

Maintain confidentiality at all times

Undertake any other reasonable duties appropriate to the role

• 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
• 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

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.