[ref. a90200921] Operations Coordinator - NHS
NHS Jobs Truro
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.
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.
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.
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