Operations Co-ordinator

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 (starting at 30 hours per week, with opportunities to work full time).

• Coordinate the daily flow of non‑clinical work streams 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.
• Maintain 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 ensure 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.

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 Systm One from April 2022 as our clinical system and 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.

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, SOPs, and training frameworks are in place and consistently applied.

• Expected to attend/complete mandatory training (Health & Safety, Information Governance, Equality & Diversity, Fire Training, and surgery shutdown sessions).
• Flexible and adaptable to the needs across all teams.
• Multi‑task and prioritise effectively.

The post holder must establish effective working relations with individuals within and external to the organisation to ensure an efficient service for patients.

• Ensure all tasks are completed in a timely manner, with particular attention to accuracy and presentation.
• Prioritise workload appropriately.
• Ensure accurate patient information is recorded while using the clinical system in line with Information Governance policy.
• Follow team protocols and update manuals when pathways change.
• Reflect on own and team activities, suggesting improvements to enhance performance.
• Manage own time, workload, and resources efficiently.

• Act in a way that recognises the importance of patients, carers and colleagues’ rights, interpreting them consistently with practice procedures, policies and current legislation.
• Respect the privacy, dignity, needs, and beliefs of patients, carers and colleagues.
• Behave in a welcoming,…