Department Coordination Lead in Arlesey

Larksfield and Arlesey Medical Partnership are seeking a highly organised, proactive, and versatile Department Coordination Lead to support the smooth day-to-day running of our services across both sites. This is a key leadership and coordination role, offering a varied workload and the opportunity to make a real impact on patient care and operational efficiency. The role is based across our two sites and requires flexibility, strong communication skills, and the ability to work collaboratively with clinical and non-clinical teams.

Main duties of the job

• Supporting the Practice Manager with the coordination of day-to-day operations
• Providing support across all departments, answering departmental queries, ensuring effective communication across teams
• Overseeing administrative processes and supporting workflow efficiency
• Assisting with staff coordination, rota support, and induction processes, absence management
• Supporting service delivery, quality improvement, and compliance with NHS policies and procedures
• Helping to identify issues, implement solutions, and support change across the practice
• Deputising for senior management where appropriate

This is a varied and fast-paced role requiring initiative, adaptability, and strong organisational skills.

About us

Larksfield and Alresey Medical Partnership is a forward-thinking, patient-focused GP practice serving just under 20,000 of the local community patients across two sites. We are committed to delivering high-quality, compassionate healthcare and fostering a supportive, inclusive working environment for our staff. We value teamwork, continuous improvement, and innovation, and we actively support staff development and wellbeing. Joining our partnership means becoming part of a dedicated team that works collaboratively to provide excellent care to our patients.

Job responsibilities

The Department Coordination Lead is a senior operational support role within Larksfield & Alresey Medical Partnership. The post holder will work closely with the Practice Manager and Department Leads to ensure the smooth day-to-day running of the practice across both sites. This is a highly versatile role providing cross-departmental support, oversight, coordination, and escalation where required. The role supports operational delivery, governance, staffing coordination, compliance, and service continuity, while overall accountability remains with the Practice Manager and Partners.

Key Responsibilities

• Operational & Cross-Departmental Support
  • Support the Practice Manager in the day-to-day operational management of the practice across both sites
  • Provide coordination and operational support to all departments where required
  • Support continuity of services during staff absence, peak pressures, or incidents
  • Escalate issues to the Practice Manager when beyond remit or when additional support is required
• Staffing, HR & Absence Support
  • Support department leads with staffing coordination and operational HR processes
  • Act as an escalation contact for staff absences when department leads or the Practice Manager are unavailable
  • Support the management of staff absence reporting in line with practice processes
  • Assist with DBS checks, HR documentation, and personnel files as delegated
  • Support induction and onboarding processes across departments
  • Ensure Bright HR is kept up to date in collaboration with the Practice Manager and department leads
• Complaints & Patient Experience
  • Act as a Complaints Lead alongside the existing Department Coordination Lead
  • Support the management of patient complaints in line with practice policy
  • Liaise with Reception Lead regarding verbal complaints and escalate where required
  • Support the Practice Manager with complaint investigations and responses when requested
• Safeguarding
  • Attend safeguarding meetings alongside the Practice Manager, Clinical Safeguarding Lead, Administrative Assistants, and other relevant staff
  • Manage the safeguarding task box, ensuring items are added to agendas and escalated appropriately
  • Highlight significant safeguarding risks or concerns to safeguarding leads and the Practice Manager
  • Support follow-up actions arising from safeguarding meetings
  • Ensure significant safeguarding learning points are shared and discussed at practice meetings
• Governance, Quality & Compliance
  • Support significant event management within departments, escalating to the Practice Manager where required
  • Ensure significant events are documented on TeamNet and shared appropriately
  • Assist with audits, data gathering, and action plans as requested
  • Support compliance with NHS, ICB, and CQC requirements
• TeamNet & Information Management
  • Support TeamNet management across departments, including: Premises and facilities documentation oversight
  • Ensuring shared documents are current and accessible
  • Support HR checks and compliance documentation on TeamNet
  • Ensure information governance standards are maintained
• Facilities & Premises Support
  • Support facilities management, including: Obtaining quotes
  • Coordinating contractors and works
  • Opening the surgery at weekends where required
  • Oversee completion of assigned premises checks
  • Escalate and seek approval from the Practice Manager or Partners where required
• Meetings & Communication
  • Minute practice meetings and support agenda management as required
  • Support departmental meetings where necessary
  • Attend leadership, safeguarding, and operational meetings as required
  • Support effective communication across teams and sites
• Recruitment & Workforce Support
  • Support recruitment processes across departments, including: Shortlisting and interviews alongside department leads
  • Supporting interview panels where required
  • Assist with onboarding and inductions in collaboration with department leads
  • Support reference requests when delegated
• Health & Safety
  • Support health & safety processes and risk assessments alongside the Practice Manager
  • Assist with implementation and monitoring of actions arising from risk assessments

Professional Responsibilities

• Maintain confidentiality at all times
• Work flexibly to meet the operational needs of the practice
• Support change, service development, and continuous improvement
• Work collaboratively with all staff, clinicians, and external stakeholders
• Undertake additional duties consistent with the role as required

Person Specification

• GCSEs (or equivalent) in English and Maths
• Evidence of ongoing professional development relevant to healthcare, administration, leadership, or management
• Willingness to undertake further training relevant to the role, including NHS, safeguarding, and governance requirements
• Safeguarding Adults and Children training at level 2/3
• Experience or training related to complaints management, governance, or quality improvement
• Training or certification in HR processes, health & safety, or information governance
• Strong organisational and coordination skills
• Ability to work across multiple departments and sites
• Excellent communication and interpersonal skills
• Experience working in a busy healthcare, primary care, or similar environment
• Ability to prioritise workload and manage competing demands
• Confident, calm, and proactive approach to problem-solving
• Experience using Systmone
• Experience in GP practice or NHS primary care
• Experience in a supervisory, coordination, or assistant management role
• Knowledge of NHS governance, CQC, and ICB requirements
• Experience supporting HR, complaints, or safeguarding processes
• Experience using Teamnet Clarity, AccurX and BrightHR

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.