About this role
Job summary
Whiteparish Surgery is seeking an organised, proactive and people-focused Practice Operations Lead to join our friendly and supportive team.
This is an important role within the practice, providing leadership to our reception and administrative teams, helping to coordinate services, improve processes and ensure patients receive a high standard of care and service.
Working closely with the practice management team, you will help maintain efficient systems, support colleagues, and identify opportunities to improve the way we work. A key part of the role will involve using TPP Systm1 to support reporting, data quality, patient recall systems and service improvements, as well as helping the practice make the best use of technology and digital solutions.
If you are a motivated and organised individual with a passion for improving services, supporting colleagues and making the most of technology, we would love to hear from you.
What We Offer
A supportive and friendly working environment.
NHS Pension Scheme.
Free parking
Opportunities for professional development and training.
The opportunity to make a real difference to patient services and the daily running of the practice.
Main duties of the job
Main Responsibilities
Provide leadership to the reception and administrative teams.
Help coordinate the smooth running of non-clinical practice services.
Support the implementation of practice procedures and working processes.
Assist with staff training, induction and development of administrative systems.
Monitor workflows and identify opportunities to improve efficiency and patient experience.
Run, analyse and interpret searches and reports within TPP Systm1.
Support data quality initiatives and maintain accurate patient records.
Assist with patient recalls, audits and performance monitoring activities.
Help implement and embed digital tools and technology solutions within the practice.
Work with colleagues to streamline administrative processes and reduce unnecessary workload.
Produce reports and information to support service planning and improvement.
Support quality improvement projects and operational initiatives.
About us
Whiteparish Surgery is a friendly, patient-focused rural dispensing practice serving approximately 8,000 patients across Whiteparish and the surrounding villages. We are proud of our strong reputation for delivering high-quality, compassionate healthcare and place great importance on providing accessible, responsive services that meet the needs of our local community.
Our dedicated multidisciplinary team includes GPs, ANPs, practice nurses, clinical pharmacists, pharmacy tech, HCA, dispensary and administration professionals, all working collaboratively to deliver excellent patient care. We embrace innovation and continually seek ways to improve services.
As a training and learning-focused practice, we support professional development and encourage staff to contribute ideas that enhance both patient experience and operational effectiveness. We are committed to fostering a supportive, inclusive working environment where teamwork, respect and wellbeing are valued.
Whiteparish Surgery offers the opportunity to be part of a welcoming, forward-thinking practice that combines the benefits of serving a close-knit rural community with the ambition to continually develop and improve the services we provide.
Job description Job responsibilities
Job Summary
The Practice Operations Lead plays a key role in supporting the day-to-day running of Whiteparish Surgery's non-clinical services. Working closely with the Practice Manager and wider practice team, the post holder will lead the reception and administration teams, help coordinate workflows, drive process improvements, and support high standards of patient service.
The post holder will lead in the effective use of digital systems, particularly TPP Systm1, supporting data quality, reporting, patient recall systems, service monitoring, and continuous improvement initiatives. They will work collaboratively with colleagues to identify opportunities to improve efficiency, streamline administrative processes, and enhance the patient experience.
Key Responsibilities
Operational Support
Lead on the delivery of patient services including the management, staffing, training and development, appraisals and day to day supervision of the reception and admin teams. Help coordinate the smooth delivery of non-clinical services within the practice. Support the implementation and review of practice procedures and administrative processes. Monitor operational workflows and identify opportunities to improve efficiency and effectiveness. Assist with the organisation and coordination of practice projects and service improvements. Support the Practice Manager in maintaining high standards of service delivery. Support colleagues in the adoption of new processes and technologies. Encourage collaborative working and promote a positive team culture. Provide coaching and support to staff in relation to administrative systems and procedures.TPP Systm1 and Data Management
Run and develop searches, reports and recalls using TPP Systm1. Analyse and interpret practice data to support service planning and operational improvement. Support the maintenance of accurate and high-quality patient records. Monitor and improve data quality within Systm1. Assist with audits, contract monitoring, and quality improvement activities. Produce regular reports and management information as required.
Digital and IT Development
Support the implementation and optimisation of digital tools and technologies across the practice. Work with colleagues to identify opportunities for automation and improved use of existing systems. Assist in evaluating new technologies and digital solutions. Act as a point of contact for staff requiring support with practice systems and processes. Promote digital ways of working that improve efficiency and patient access.
Quality Improvement
Support quality improvement projects across the practice. Assist in the collection and analysis of data to monitor performance and outcomes. Contribute to the development of systems that improve patient experience and administrative efficiency. Support compliance with relevant policies, procedures, and information governance requirements.
General Responsibilities
Maintain confidentiality at all times in accordance with GDPR, NHS requirements and practice policies. Participate in mandatory training and professional development. Work flexibly to meet the needs of the practice. Undertake any other duties appropriate to the role and grade.
Person Specification
Knowledge and Skills Essential
Understanding of excellent customer service and patient care principles. Understanding of the importance of data accuracy, confidentiality and information governance. Good understanding of administrative processes and workflow management. Strong IT skills, including Microsoft Office applications, particularly Excel. Ability to learn and use new digital systems and technologies effectively. Ability to analyse data and present information clearly. Excellent verbal and written communication skills. Ability to communicate effectively with colleagues, patients and external organisations. Excellent organisational and time management skills. Ability to prioritise workload and manage competing demands.
Desirable
Knowledge of primary care services and patient pathways. Understanding of NHS contractual requirements, quality indicators and performance monitoring. Understanding of clinical coding, data quality improvement and patient recall systems. Advanced use of TPP Systm1 including recalls, searches, templates and reporting. Experience implementing or supporting digital transformation initiatives. Experience using data to identify trends and support service improvement. Experience delivering training or presentations. Experience leading service improvement initiatives.
Experience Essential
Experience working in an administrative, operational, customer service or healthcare environment. Experience supporting teams and co-ordinating day-to-day activities and workflows. Experience using a range of IT systems and software applications. Experience producing reports and analysing information to support operational decision-making.
Desirable
Experience working in General Practice or the NHS. Experience supporting staff induction, training or development. Experience using TPP 1 and data analysis. Experience of audit, quality improvement, service development or project work.
Qualifications Essential
GCSE (or equivalent) in English and Mathematics.
Desirable
Relevant qualification in administration, management, business, healthcare, or IT.
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 Whiteparish Surgery
Address Common Road
Whiteparish
Salisbury
SP5 2SU
United Kingdom
Employer's website https://www.whiteparishsurgery.co.uk/ (Opens in a new tab)