Operations Support Lead (Workflow)

Job summary

To assist with the delivery of proactive-orientated operations administration and provide general administrative support to the VMC Operations team. The Operations Support Lead (Workflow) works alongside the Operations Support Lead (QOF) to ensure that issues are spotted ahead of time and resolved in a solution-based way to ensure effective operations of the practice. The role also includes overseeing the practices workflow and document management processes, with the support of the Deputy Practice Manager (Operations).

Responsibilities

The following are the core responsibilities of the Operations Support Lead (Workflow):

• Ensure administrative and organisational tasks are completed accurately and within required timescales
• Support the Practice Manager and Deputy Practice Manager (Operations) in the safe and efficient running of the practice
• Work collaboratively to maintain an engaged and motivated practice team
• Support operational projects, service development, and continuous improvement, ensuring compliance with legal and contractual requirements
• Assist in implementing improvements to administrative and operational processes
• Manage clinical rotas, ensuring accuracy, adequate cover, and timely escalation of issues
• Book and monitor locums to maintain appropriate clinical cover
• Process starters and leavers, including inductions and required documentation
• Update governance data weekly, investigating and reporting significant changes
• Complete audits and run monthly DNA reports
• Arrange clinical supervision sessions
• Monitor and report on workflow performance and service delivery metrics
• Support staff training and provide operational assistance where required
• Work with teams to ensure workflow processes are followed consistently
• Act as a point of contact for workflow queries and escalate issues where appropriate
• Provide hands-on support during periods of high demand and ensure service continuity when required
• Coding
• Summarising

Requirements

• Experience of working within a GP surgery
• Minimum of one year of hands-on clinical coding experience in primary care, community, or secondary care setting
• Ability to support and guide staff in workflow processes
• Ability to influence and guide staff without direct line management authority
• Strong understanding of GP workflow processes, including document management and clinical coding
• Excellent organisational and time management skills, with the ability to prioritise effectively
• Confident IT skills, including EMIS, DOCMAN, and Microsoft Office
• Excellent communication skills (written and verbal), with the ability to engage with both clinical and non-clinical staff

About us

We are now settled into our ultra-modern purpose-built premises post-merger – built in 2021. We are a training practice for Foundation doctors and GP trainees, with 30,000 patients, 33 consulting rooms, 2 operating suites and a private suite. We also have a training academy, daily training huddles, clinical meetings, an active PCN. A branch surgery and separate open access mental health hub in the Foundry, both located in the towns main shopping centre.

Our aim is to improve accessibility to healthcare, working with a variety of Health Care professionals within VMC and our Primary Care Network. If you would like to work in a modern GP Practice, enjoy working with technology and keen to improve the future of Healthcare, this is the role for you.

Benefits of working at Victoria Medical Centre:

• Enrolment to the NHS pension scheme
• Competitive salary
• Management support
• Free access for all staff and their family to our Health and Wellbeing support programme
• Personal and professional development opportunities
• Open, caring and positive culture
• Friendly, supportive team