Operations Coordinator

Job summary

Kernow Health CIC is seeking an organised and proactive Operations Coordinator to join our Integrated Urgent Care Service team. We pride ourselves on delivering the highest standard of patient care through efficient and effective operational support. If you are detail-oriented, patient-focused, and looking for a role that offers significant professional development opportunities, we would love to hear from you.

As an Operations Coordinator with Kernow Health CIC, you will:

-Coordination and Liaison: Act as a key coordinator and liaison within the KHCIC IUCS management team, taking on responsibilities across a range of operational and administrative tasks.

-Operational Support: Provide crucial support to operational activities by assisting in the development and implementation of operational plans, procedures, and policies. Collaborate closely with operational teams to ensure alignment with organisational objectives and standards.

-Training and Development: Contribute to the training and development of staff members by managing statutory and mandatory training compliance, supporting onboarding processes, and generating training reports.

Main duties of the job

Main Duties Continued:

-HR Functions: Assist with administrative HR functions, including Return to Work (RTW) processes, appraisal bookings, and gathering clinician audit data. Provide coordination support for the managers of clinicians, care navigators, and driver/receptionists.

-Meeting Administration: Provide administrative support for various meetings, including minuting and coordinating meetings

-Administrative Coordination: Act as a central point of contact for specific administrative tasks, ensuring order and efficiency in all processes.

-Area Coordination: Work closely with the Senior Operations Coordinator to manage functions within the Integrated Urgent Care Service (IUCS), ensuring efficient coordination across service areas.

-Logistics and Supplies Management: Manage tasks related to logistics and supplies, ensuring treatment centres have up-to-date information and are well-stocked with necessary materials.

-Process Improvement: Identify opportunities for process improvement and efficiency gains within administrative and operational workflows, implementing changes effectively.

-Data Management and Reporting: Collect, analyse, and interpret operational data to inform decision-making and drive performance improvements. Generate regular reports on operational metrics and trends.

About us

Kernow Health CIC, a Community Interest Company, supports General Practice and delivers Primary Care Services at scale in Cornwall. Established in May 2011 by a group of Cornwall Practices, we are a GP-owned provider organisation delivering several NHS contracts across Cornwall. These include:

- Cornwall 111 Integrated Urgent Care Service

- School Immunisation Programme

- Childrens Eating Disorder Service

- Cornwall Training Hub

Why Join Kernow Health CIC?

Kernow Health CIC is a local organisation, owned by General Practitioners, delivering a number of NHS contracts across Cornwall where profits are reinvested back into the company to support healthcare across Cornwall. Working with us, you will benefit from:

Opportunities for flexible working and annualised hours. Weekday, weekend, evening and night shifts available, with out of hours shift pay enhancements. A clear career framework with pathways for promotion and career development. Employee benefit programme through Vivup 6 weeks pro rata holiday entitlement (including bank holidays), with the ability to buy and sell annual leave. Being part of a local, agile and innovative team. Access to a great support network within a multi-professional team. Access to pension scheme, sickness, maternity and paternity pay. Access to training and continuous professional development through the Cornwall Training Hub. Job description

Job responsibilities

Key Duties and Responsibilities:

Coordination

Act as a primary coordinator and liaison within the KHCIC IUCS management team, taking on responsibilities across a broad spectrum of areas, including operational management and administrative duties. Support the Senior Operations Coordinator in ensuring effective communication and coordination across departments.

Operational Support

Provide vital support to operational activities by assisting in the development and implementation of operational plans, procedures, and policies. Collaborate closely with operational teams to ensure alignment with organisational objectives and standards.

Key Enabler

Work under the Head of Operations, serving as a proactive and supportive colleague who facilitates efficient operations and contributes positively to team dynamics.

Training and Development

Assist in the oversight of mandatory and statutory training levels for Kernow Health staff, ensuring compliance and facilitating improvements where necessary. Support the Senior Operations Coordinator in liaising with frontline colleagues to enhance training compliance and escalate issues to line managers as required. Collaborate with the BI team to provide accurate monthly training reports and support the transition to a holistic training dashboard. Aid in the onboarding process for new team members with regard to mandatory and statutory training.

HR Functions

Support administrative HR functions by liaising with frontline teams for Return to Work (RTW) processes, appraisal bookings, and gathering clinician audit data. Provide coordination and liaison support for managers of clinicians, care navigators, and driver/receptionists, ensuring effective communication and efficient operations.

Meeting Administration

Provide administrative support for various meetings, including minuting and coordination for the Medicines Management Committee, IUCS Board, IUCS Operational Management Meetings, Quality Assurance Group, End to Ends, and other relevant committees.

Administrative Coordination

Alongside the Senior Operations Coordinator, act as a central point of contact for specific administrative tasks, including meeting minuting and key committee organisation. Utilise strong organisational skills to maintain order and efficiency in administrative processes. Support head office administration cover alongside other organisational wide colleagues; stationery orders, parcel delivery, answering the door, greeting guests.

Area, CAS and Clinical Coordination

Collaborate with the Senior Operations Coordinator to ensure efficient coordination across service areas including: Assist the established rota team where required with rota management and resourcing through relationship building with the frontline teams, this will include contact with staff via email, text, and calls to ensure minimum staffing levels are achieved. Provide support to line managers through coordinating lower level HR tasks such as simple return to works and appraisal booking (and other tasks as agreed).

Uniform Management

Support the management of ordering and distribution of uniforms for staff members, ensuring compliance with organisational standards and requirements, and step in when the Senior Operations Coordinator is absent. Driving Licence Checks, Fleet Coordination an Insurance Assist in coordinating and managing the process of conducting driving licence checks and maintaining insurance records for relevant staff members, especially in the absence of the Senior Operations Coordinator. Alongside the Area Managers have oversight of producing/ reviewing monthly fuel and mileage reports (soon to be automated into power BI) Co-ordinate fleet registration forms in collaboration with CFT, including recording and updating driving licence information.

Central Inbox Management:

Alongside the operational management team, manage central inboxes such as EPRR, Area Manager and Operations Issues inbox.

Base Audits and Compliance

Draw data from conducted base audits to ensure compliance with regulations and organisational standards, including checks on Controlled Drugs (CDs), drugs, equipment, and basic Infection Prevention and Control (IPC) measures.

Data Management and Reporting

Pull weekly and monthly data for Core Services, Clinical Assessment Service (CAS), and Clinical Operations Group assurance reports, contributing to performance monitoring and improvement efforts.

Training and Course Organisation

Organise face-to-face statutory and mandatory courses such as Basic Life Support (BLS), Paediatric Immediate Life Support (PILS), and Immediate Life Support (ILS), ensuring staff compliance with training requirements.

Logistics and Supplies Management

Manage administrative tasks related to logistics and supplies, including restocking paperwork files, printing and laminating posters, and ensuring bases have up-to-date information on infection control guidelines. Management of the microbiology forms. Manage the drug sheets, allocations forms, VOIDs, and missing medication.

Process Improvement

Identify opportunities for process improvement and efficiency gains within administrative and operational workflows. Support the implementation of changes effectively, working closely with the Senior Operations Coordinator.

General

Actively contribute to the Organisations values and behaviours ensuring that relevant processes are open and transparent and encourage the confidence of staff, patients, partner organisations, the public and other agencies. Promote a positive organisational image. Promote own personal and others health, safety, and security, taking the appropriate action to report risk in accordance with policy. Ensure that equipment and resources are managed effectively to reduce waste and promote cost efficiency. Ensure the safe keeping and maintenance of equipment in accordance with policy, reporting defect or loss. Maintain personal development to meet the changing demands of the job, participate in an annual appraisal and appropriate training activities. Ensure compliance with all Kernow Health CIC statutory and mandatory training requirements, policies and protocols. Take appropriate responsibility to ensure that your objectives are aligned with the core team and organisational objectives. To demonstrate agility through adapting to the needs of the organisation by working flexibly in response to changing organisational requirements and priorities. You will be expected to carry out any other duties that may reasonably be required in line with your main duties, as directed by your line manager. Person Specification

Additional Requirements

Essential

Full driving licence, with business insurance and access to a vehicle

Qualifications

Essential

BTEC, HND/HNC, or NVQ certifications Relevant experience in administrative or operational support roles

Personal Qualities

Essential

Excellent communication skills Ability to remain calm and focussed when busy Able to work with people at all levels Natural collaborator and team contributor Honesty and openness Listening to instruction and tact and sensitivity when passing on information Taking ownership - a can do attitude Flexibility/Adaptive especially when there are conflicting pressures

Experience

Essential

Proven experience of managing operational tasks Knowledge of the NHS Knowledge of operations

Skills & Abilities

Essential

Highly organised and detail oriented. Excellent analytical and problem-solving skills. Ability to add value, reduce costs and make business improvements Ability to deal with a wide range of tasks Able to meet competing deadlines Able to use initiative and prioritise tasks Able to work through tasks logically and systematically with attention to detail Maintain confidentiality

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