Operational Coordinator

6 months ago

Newton Abbot, United Kingdom Ashburton Surgery Full time

**About us**

Ashburton Surgery is a small business in Newton Abbot. We are professional, agile, professional and our goal is to Ashburton Surgery is a high achieving, friendly, rural surgery on the edge of Dartmoor, providing primary care services to a growing list size of 7000 patients. Part of South Dartmoor and Totnes Primary Care Network we are strong advocates for collaboration. We are a 5 partner Practice, supported by a multidisciplinary team including salaried GPs, retained GPs, Practice Nurses, an Assistant Practitioner, Trainee Nurse Associate, Health Care Assistants, a highly experienced other /Administration team, Pharmacists, Pharmacy Technicians, a Physiotherapist, Paramedics, Health and Wellbeing Coaches, Social Prescribers and Care Coordinators. We are a training practice, hosting GP registrars, F2 doctors and medical students..

Our work environment includes:

- Modern office setting
- Food provided

**Job summary**

An exciting opportunity has arisen for an Operational Coordinator to join our team at Ashburton GP Surgery. This is a new role to support our management team.

**Main duties of the job**

As the Operational Coordinator you will play a crucial role to ensure the efficient delivery of the day to day operations ensuring seamless coordination within our busy GP practice.

**Overview of your organisation**

Ashburton Surgery is a high achieving, friendly, rural surgery on the edge of Dartmoor, providing primary care services to a growing list size of 7000 patients. Part of South Dartmoor and Totnes Primary Care Network we are strong advocates for collaboration.

We are a 5 partner Practice, supported by a multidisciplinary team including salaried GPs, retained GPs, Practice Nurses, an Assistant Practitioner, Trainee Nurse Associate, Health Care Assistants, a highly experienced other /Administration team, Pharmacists, Pharmacy Technicians, a Physiotherapist, Paramedics, Health and Wellbeing Coaches, Social Prescribers and Care Coordinators.

We are a training practice, hosting GP registrars, F2 doctors and medical students.

**Key Job Responsibilities**

**Equipment and Premises**

To ensure the premises and equipment are compliant with all health and safety laws and requirements
- Maintain premises and equipment issues log
- Manage the servicing and maintenance of all medical equipment
- In partnership with the Practice Manager agree and maintain a capital equipment replacement plan
- Health and Safety policy, Risk Assessments, COSHH Assessments and other associated processes and policies
- Regular inspections of the premises to check for any health and safety issues and review against risk assessments
- Organise and support external contractors to complete maintenance work and any repairs or replacements, premises and equipment compliance checks (within relative timeframe)
- Manage maintenance contracts for services required including undertaking audits as required i.e. cleaning, gardening, window cleaning
- Conduct weekly fire system testing
- Assist with planned/unplanned evacuation drills and complete the report
- Assist with fire and emergency evacuation planning
- Conduct regular checks of the accident book and complete a monthly report
- Conduct regular checks of the first-aid boxes to ensure sufficient, in-date supplies; replenishment ordering as required

**Finance**

To ensure the business is compliant with Financial Regulations through robust finance support administration:

- Review all incoming invoicing and check/resolve for discrepancies and plan payment based on the payment deadline and to optimise our cash flow
- To ensure the Practice Manager has all the invoicing needed to make payments
- To raise invoicing for patients, businesses and claims as required
- Reconcile statements including credit card statements, cardnet machine, private services
- Review all income and expenditure statements, identifying any inaccuracies and rectifying such issues, informing the Practice Manager as necessary
- Maintain an effective system for the handling of petty cash
- To assist the external Bookkeepers and Accountants with queries and documentation as required

**Employment**

To ensure the business is compliant with employment law and associated information governance laws:

- Maintain the personnel records in line with employment law and information governance guidelines
- Maintain a personnel information log to record the key information needed for all staff
- Assist with recruitment process including pre employment checks
- Assist with new staff inductions, ensuring new staff induction information is kept up to date
- Assist with holiday, sickness and other absence recording
- Calculate holiday entitlement allowances and reviewing usage throughout the year, keeping staff informed
- Assist and support the Senior Management Team with any employment policies and procedures that are triggered, such as Sickness Absence Management, Disciplinary, Grievance, Performance Management
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