Operations Manager Vacancy

We are looking for someone to join our practice team as an operations manager. Please see below for the job description and click the following link if you wish to apply.
Full Job Description


HOURS: Up to 30 hours per week
Core hours between 08:00 and 18:00 Mon-Fri

Job Summary:
Under the direction of the Practice Manager, the Operations Manager will be responsible for services that enable and support practice performance, as well as supporting meeting regulatory requirements including CQC. The scope of this role includes: health and safety, risk, business continuity, procurement, sustainability, space planning, energy, property and asset management. It will also oversee cleaning, building maintenance, environmental services, security and reception. The role will optimise business performance enabling staff to be more productive and ensuring the practice runs as seamlessly as possible.


Patient Services

  • Be the first point of contact for day-to-day trouble shooting relating to core practice functionality.
  • Manage the operational aspects supporting the front desk and main office functions including maintenance of equipment.

Information Technology

Under the supervision of the Practice Manager:

· Assist with the coordination of the availability of all aspects of Information Management, Technology and Communication in the practice to ensure that functions are available to staff and patients when required.

· Manage paperwork systems including post, internal and external.

· Assist with daily administration of all IT including being the first point of contact for problem solving with users.

· Investigate and resolve problems in the day-to-day use of IT systems including software, computers, printers, photocopier, telephone, security, fire detection and other IT related equipment, using ‘hands on‘ technical expertise and expertise from outside agencies and contractors.

· Identify areas for development and enhancement of the clinical and other systems to ensure both ease of use and optimum data quality.

· Deal with IT problems and escalate to the CSU IT support as appropriate.

· Support staff with NHS Smartcards – applications, trouble-shooting, unlocking etc.

· Lead the annual submission of the Data Security and Protection Toolkit, coordinating actions required to ensure the practice is compliant.


· Act as first point of contact and respond to call outs for trouble shooting of premises, including fire and security alarms and ensure practice meets and complies with all regulations.

· Undertake premises Health & Safety and Fire Risk Assessments and to bring to the attention of the Practice Manager any matters arising from them and to implement any changes required.

· Organise and oversee regular fire alarm tests and drills. Report any issues with equipment relating to fire safety to the Practice Manager.

· Arrange emergency/urgent call out for maintenance and any utilities requirements.

· Manage cleaning and gardening contractors.

· Responsible for the general upkeep of the premises, costing reparations and presenting these to the Practice Manager/Partners as requested.

· To annually review maintenance contracts held with outside organisations two months before renewal dates, to include quotes from other providers and preparing comparison information for the Practice Manager in time to make changes if appropriate.

· Organise annual inspections and calibration checks, ensuring documentation is up to date and reporting faults to the Practice Manager, along with quotations for remedial actions.

Health & Safety:

Implement and lead on the full range of promotion and management of their own and others’ health, safety and security as defined in the practice Health & Safety Policy, and published procedures. This will include:

· Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.

· Maintain and up to date knowledge of health and safety and infection control statutory and best practice guidelines and ensure implementation across the business.

· Using personal security systems within the workplace according to practice guidelines.

· Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business.

· Making effective use of training to update knowledge and skills, and initiate and manage the training of others.

· Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed.

· Actively identify, report, and correct any health and safety and infection hazards immediately when recognised.

· Making sure own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other managers.

· Undertaking periodic infection control training (minimum annually).

· Routine management of team areas, and maintenance of workspace standards

Information Governance

· Ensure internal communication processes and procedures are clear and run smoothly, and that all staff are kept fully informed of any changes.

· Support the Practice Manager to ensure the practice’s policies and procedures are kept up to date and reviewed on an annual basis, all staff are apprised of these, and that the practice is compliant with these for CQC registration.


· Overseeing and managing procurement and maintenance of stocks and supplies for the practice.

Other Tasks

· Provide support to the Practice Manager as required.

· Knowledge and understanding of CQC compliance and its relevance to operations within the practice.

If you wish to apply for this position, please click the link at the top of the page to submit an application. Thank you