We are a friendly and supportive rural GP practice looking for an organised and proactive Operations Assistant to join our team on a full-time (37.5 hours per week) permanent basis. Working alongside the Operations Manager, you will support the day-to-day running of the Practice and Pharmacy, helping to coordinate operational processes, facilities, IT systems, and service improvements.
This is a varied role providing practical support across many aspects of the organisation. You will assist with building and facilities management, coordinate servicing and maintenance, provide first-line IT support, support operational audits and projects, maintain accurate records, and help ensure the organisation continues to operate safely and efficiently.
We are looking for someone with excellent organisational and IT skills who enjoys solving problems and working as part of a team. You will be able to manage competing priorities, communicate effectively with colleagues and external contractors, and use your initiative to see tasks through to completion.
We are a busy practice that prides itself on excellent patient care and a positive, supportive working environment. If you are motivated, reliable, and looking for a varied and rewarding role, we would love to hear from you.
Apply now by submitting your CV and a covering letter.
Accessibility: Recruitment information is available in alternative formats (e.g., large print) on request.
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.
Please note that should this vacancy attract sufficient interest it may be necessary to close the vacancy at an earlier date. We, therefore, suggest that you apply at an early stage to avoid disappointment.
Overview
To support the Operations Manager in the day-to-day operational running of the Practice and Pharmacy, ensuring that facilities, equipment, IT systems, and operational processes are maintained safely and effectively.
The Operations Assistant will provide practical support across a wide range of operational functions, helping to maintain a safe, efficient, and compliant working environment while supporting the delivery of high-quality patient services. The post-holder will be expected to maintain accurate records, communicate clearly and promptly with the Operations Manager, and work proactively, using their initiative to support the effective day-to-day operation of the Practice and Pharmacy.
Primary Responsibilities
Operational Support
- Assist in the management and assessment of incoming operational communications.
- Maintain accurate operational records and documentation, ensuring information is complete, up to date, and recorded in the appropriate systems.
- Communicate operational issues, risks, and progress updates promptly, accurately, and factually to the Operations Manager, escalating concerns where appropriate.
- Monitor day-to-day operational issues and bring matters requiring management attention to the Operations Manager promptly, providing accurate information to support decision-making.
- Undertake delegated tasks in a proactive and organised manner, ensuring they are completed within agreed timescales, maintaining accurate records, and keeping the Operations Manager informed of progress, delays, or issues affecting completion.
- Deliver and support audits, reporting requirements, and any resulting actions.
- Manage the distribution, recording, and monitoring of safety alerts, ensuring appropriate actions are completed.
- Organise and coordinate the operational arrangements for Clinical Governance afternoons.
- Organise and support meetings as required.
- Support patients to access and use online services.
- Keep up to date with relevant NHS guidance and operational developments.
- Respond to day-to-day operational issues and escalate where appropriate.
- Support the Operations Manager with the implementation of operational projects and service improvements.
- Assist with maintaining operational procedures and documentation.
Building and Facilities
- Support the maintenance of a safe, secure, and well-maintained working environment.
- Undertake routine premises, health and safety, and equipment checks in accordance with practice procedures, accurately recording outcomes on TeamNet and promptly reporting any defects or concerns to the Operations Manager.
- Monitor and report building maintenance issues, ensuring they are followed through to completion.
- Liaise with contractors regarding repairs, servicing, and maintenance.
- Coordinate repairs and maintenance of practice equipment.
- Coordinate servicing, maintenance, and repairs for the company vehicle.
- Coordinate equipment calibration and PAT testing.
- Manage maintenance and cleaning contracts.
IT Support
- Provide first-line IT support for Practice and Pharmacy staff, escalating issues where appropriate.
- Deliver basic IT guidance and training to support staff in using systems effectively.
- Manage user support for the clinical system (SystmOne), including password resets and routine queries.
- Allocate blood results within agreed protocols.
- Support the Operations Manager with onboarding and offboarding processes by creating, amending, and removing system access and permissions as required.
- Manage and support the practice telephone system.
- Provide assistance and support with pharmacy systems and the dispensing robot.
- Support patients with access to online services.
- Liaise with external IT providers to log, monitor, and progress support requests.
- Maintain accurate records of IT requests, system changes, and outstanding issues, ensuring the Operations Manager is kept informed of progress and any unresolved matters.
The above list of responsibilities is not exhaustive, and the post-holder may be asked to perform other duties. These may vary from time to time but will not change the general character of the post or the level of responsibility.
General Responsibilities
Confidentiality
- Treat all information learned in the course of employment regarding patients, colleagues, and business information as strictly confidential.
Health and Safety
- Assist in promoting and maintaining the health and safety of themselves and others.
- Follow infection control procedures and maintain clean and tidy work areas.
- Report potential hazards and risks immediately when identified.
- Undertake annual infection control training.
Organisational Protocols
- Adhere to all organisational protocols.
Equality, Diversity and Inclusion
- Support the equality, diversity, and inclusion of all patients, carers, and colleagues.
- Treat all patients, carers, and colleagues with dignity and respect.
Personal and Professional Development
- Participate in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
- Complete all mandatory training.
Quality
- Maintain quality within the practice.
- Alert team members to issues of quality.
- Assess own performance and take accountability for own actions, either directly or under supervision.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance.
- Work effectively with others to meet patients’ needs.
- Effectively manage own time, workload, and resources.
Communication
- Communicate effectively with patients, carers, and colleagues.
- Recognise people’s needs for alternative methods of communication and respond accordingly.
Data Protection and Security
- Adhere to data protection policies.
Person Specification
Qualifications
Essential:
- GCSE grade C/4 or above in English and Maths
Desirable:
- Educated to A level standard
- Health and Safety qualification
- IT qualification or relevant technical training
Work Experience
Essential:
- Experience working in an administrative or operational role
- Experience working with confidential information and maintaining accurate records
- Experience coordinating multiple tasks and working to deadlines in a busy environment
- Experience providing first-line IT support or troubleshooting IT issues
- Experience working with the general public and providing excellent customer service
- Experience contributing to audits, projects, or service improvements
Desirable:
- Experience coordinating contractors, maintenance, or facilities management
- Experience working in general practice, primary care, and/or the NHS
- Experience using practice-based systems (e.g., SystmOne, TeamNet, Accurx, Positive Solutions)
Knowledge and Skills
Essential:
- Excellent communication skills (written, oral, and interpersonal)
- Strong IT skills – Microsoft Excel, Word, and Outlook
- Excellent organisational skills
- Effective time management and ability to prioritise competing demands
- Excellent attention to detail and accuracy
- Proven problem-solving and analytical skills
- Ability to work independently, use initiative, and escalate issues appropriately
- Ability to coordinate and monitor operational tasks through to completion
- Ability to maintain accurate operational records and documentation
- Understanding of health and safety responsibilities within the workplace
Desirable:
- Knowledge of premises management, facilities, or building maintenance
- Understanding of general practice or pharmacy operational processes
Personal Qualities and Attributes
Essential:
- Polite, confident, and trustworthy
- High levels of integrity and professionalism
- Flexible and approachable
- Excellent interpersonal skills
- Motivated and proactive
- Hard working, reliable, and resourceful
- Ability to use initiative and judgement
- Ability to remain calm and solution-focused under pressure
- Adaptable and willing to respond to changing operational priorities
- Committed to maintaining high standards and seeing tasks through to completion
- Willingness to learn new systems and develop new skills
- Committed to delivering high standards of patient care and service
Other Requirements
Essential:
- Flexibility to work outside of core hours, if required
Desirable:
Pay: £14.25 per hour
Benefits:
- Company pension
- Employee discount
- Free parking
- On-site parking
Work Location: In person
