Job description

Job responsibilities

Role Accountabilities

Administrative & Operational Support

Provide routine clerical and administrative support to ensure the effective running of theservice.

Accurately complete basic administrative tasks such as filing, photocopying, scanning, anddata entry.

Assist with the preparation of documents, reports, spreadsheets, and presentations underguidance from senior staff.

Information Management

Maintain accurate and well-organised records, documents, and filing systems.

Ensure information is updated promptly and stored in accordance with organisational andNHS policies.

Handle all data responsibly, ensuring confidentiality, accuracy, and compliance with dataprotection and governance standards.

Communication and Coordination

Provide courteous, professional, and timely responses to internal and external enquiries,including patients, callers, and colleagues.

Support clear communication within the team by relaying messages, sharing informationappropriately, and maintaining effective channels of contact.

Act as a helpful first point of contact for telephone calls, emails, and general enquiries.

Confidentiality, Compliance & Governance

Manage sensitive information appropriately, following confidentiality requirements, dataprotection regulations (e.g., GDPR), and NHS governance policies.

Follow organisational procedures to maintain compliance and support safe, high-qualityservice delivery.

Team Contribution & Professional Development

Work collaboratively with colleagues, contributing to a positive, supportive team environment.

Show willingness to learn, adapt to new administrative systems and tools, and develop skillsas required.

Support the wider team to achieve service objectives efficiently, demonstrating reliability anda proactive approach to tasks.

Person Specification

Skills and Knowledge

Essential

• Ability to carry out routine administrative tasks accurately (filing, scanning, data entry).
• Good written and verbal communication skills.
• Ability to follow procedures, policies, and guidance.
• Basic numeracy and IT literacy (e.g., Microsoft Office, email).
• Ability to work with accuracy and attention to detail.
• Ability to learn and adapt to new systems and tools.
• Awareness of confidentiality and data protection principles.
• Understanding of the importance of good record keeping.
• Ability to organise own workload with supervision.

Desirable

• Knowledge of NHS systems or administrative procedures.

Experience

Essential

• Experience using basic IT systems (e.g., email, word processing).
• Experience working in any customer-facing, service, or team environment (paid or voluntary).

Desirable

• Previous administrative experience.
• Experience handling sensitive or confidential information.

Behaviours and Attributes

Essential

• Polite, professional, and courteous manner.
• Reliable, punctual, and willing to learn.
• Ability to work calmly and effectively when dealing with enquiries.
• Respectful of diversity and inclusive in approach.
• Willingness to undertake training and development.
• Flexible approach to supporting service needs.
• Positive attitude and commitment to contributing to a supportive team
• environment.

Qualifications

Essential

• Good general standard of education (e.g., GCSEs or equivalent).
• English and Maths at GCSE Grade C/4 or above (or equivalent).

Desirable

• Relevant administrative or IT training/certificates.

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.

Employer details

Employer name

The Key Medical Practice

Address

The KEY Medical Practice

Exeter Close

Kidlington

Oxfordshire

OX5 1AP

United Kingdom

Employer's website

https://keymedicalpractice.co.uk/ (Opens in a new tab)

Job description

Job responsibilities

We are looking for an Operations Manager who is able to provide senior operational leadership and hold full accountability for practice performance. This includes leading a multidisciplinary non-clinical team, supporting clinical governance, overseeing financial and workforce functions in partnership with PML's centralised teams, and working in close partnership with PML's Transformation Directorate to deliver continuous improvement. Where a Deputy Operations Manager is in post, the Operations Manager will provide leadership, delegation, and development of that role as part of the practice's senior team.

The right candidate will have experience managing their own operational portfolio, leading teams through change, and working within the regulatory and contractual frameworks that govern general practice.

Person Specification

Experience

Essential

• Senior management experience in general practice, primary care, or the wider NHS
• Experience managing multidisciplinary teams including performance, development, and HR processes
• Budget management and financial oversight in a healthcare or public sector setting
• Experience working across organisational boundaries with multiple stakeholders

Desirable

• Experience working within a GP federation or at scale primary care organisation
• Experience leading or contributing to transformation, change, or improvement programmes

Skills and Abilities

Essential

• Ability to lead, motivate, and develop teams in a complex and pressured environment
• Strong analytical and problem solving skills with the ability to interpret performance data
• Excellent written and verbal communication skills including reporting to senior leadership
• Ability to manage competing priorities, work at pace, and deliver to deadlines
• Confident in leading difficult conversations and managing conflict constructively
• Ability to plan and deliver projects or workstreams with clear outcomes
• Proficiency in Microsoft Office and digital tools used in practice management

Knowledge

Essential

• Strong working knowledge of GP operations including workforce, appointments, and compliance
• Familiarity with CQC standards and the inspection and registration framework
• Understanding of NHS primary care contractual frameworks including GMS, PMS, or APMS
• Understanding of information governance, data protection, and Caldicott principles

Desirable

• Knowledge of QOF, enhanced services, and primary care performance metrics
• Familiarity with general practice clinical and operational systems such as EMIS, SystmOne, or Accurx

Personal Attributes

Essential

• Resilient, adaptable, and comfortable operating in ambiguous or rapidly changing environments
• Committed to high standards of patient care and staff wellbeing
• Collaborative approach with the ability to build trust across clinical and non-clinical teams
• Proactive and self-directed, capable of identifying problems and acting without being prompted
• Alignment with PML's values of quality, sustainability, and community focused care

Qualifications

Essential

• Educated to degree level or equivalent experience
• Evidence of continued professional development in a relevant field

Desirable

• Management or leadership qualification at postgraduate level or equivalent
• Project management qualification such as PRINCE2 or equivalent

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.

Employer details

Employer name

The Key Medical Practice

Address

The KEY Medical Practice

Exeter Close

Kidlington

Oxfordshire

OX5 1AP

United Kingdom

Employer's website

https://keymedicalpractice.co.uk/ (Opens in a new tab)