Operations and Compliance Manager

Operations and Compliance Manager

Reference: HW-2239

Job Summary

The Operations & Compliance Lead is a key member of the Leadership Team at Mortimer Medical Practice, responsible for ensuring that the practice's premises, operational systems, health and safety arrangements and compliance requirements are effectively managed across all three sites.

Reporting to the Practice Manager and working with guidance and support from the wider Leadership Team, the postholder will provide proactive oversight of the practice's operational and compliance framework, ensuring that required checks, inspections, servicing, audits, risk assessments, policies and remedial actions are completed within appropriate timescales.

The role will require the postholder to maintain a clear understanding of the requirements arising from CQC regulations and standards, relevant legislation and statutory guidance, NHS England requirements, the GMS contract, local commissioning arrangements and other national requirements associated with general practice. The postholder will ensure that the practice can demonstrate appropriate evidence of compliance and that identified risks or areas for improvement are acted upon promptly.

This is a practical and proactive role. The Operations & Compliance Lead will not be expected to personally undertake specialist maintenance, testing or technical work, but will be responsible for identifying what needs to be done, arranging appropriately qualified contractors or specialists where necessary, monitoring completion and ensuring that records and certificates are maintained.

Working across all three practice sites in Kingsland, Orleton and Leintwardine, the postholder will help ensure that Mortimer Medical Practice remains safe, secure, compliant, well maintained and fit for purpose, supporting the smooth day-to-day operation of the practice and providing assurance to the Partners, Practice Manager and Leadership Team.

Main Duties

Operations, Premises and Facilities

• Maintain oversight of the condition, safety, security and functionality of all three practice premises.
• Coordinate and monitor practice maintenance, ensuring issues are identified, prioritised and resolved appropriately.
• Arrange and oversee appropriate servicing, inspection and maintenance contracts, using competent and appropriately qualified contractors where required.
• Liaise with tradespeople, contractors, suppliers and external organisations and ensure work is completed to an appropriate standard and within agreed timescales.
• Oversee cleaning arrangements, window cleaning, carpet cleaning, waste management, shredding and other premises-related contracts.
• Manage and monitor issues relating to drainage, plumbing, boilers, lifts, car parks and other building infrastructure.
• Maintain appropriate records of servicing, inspections, certificates, contracts and remedial works.

Health Safety and Compliance

• Support the practice in meeting its obligations under relevant health and safety legislation, CQC requirements, NHS England guidance and other statutory or contractual requirements.
• Coordinate annual health and safety, security, access/egress and clinical waste audits, ensuring that recommendations and actions are appropriately addressed.
• Maintain and review relevant risk assessments, including COSHH and premises-related risks.
• Oversee fire safety arrangements, including servicing of fire equipment and completion of required checks.
• Coordinate Legionella monitoring and testing and ensure appropriate remedial action is taken where required.
• Ensure appropriate arrangements are in place for PAT testing, medical device calibration, centrifuge servicing and other equipment checks.
• Maintain oversight of infection prevention and control requirements relating to the practice environment and premises.
• Ensure appropriate records and evidence are maintained to demonstrate compliance during internal and external audits or inspections.
• Escalate significant risks, compliance concerns or overdue actions promptly to the Practice Manager.

Regulatory & Statutory Requirements

• Maintain an up-to-date compliance schedule covering statutory inspections, servicing, testing, audits, certificates and contractual requirements.
• Monitor requirements arising from CQC, NHS England, the GMS contract, local commissioning arrangements, legislation, statutory guidance and national primary care requirements.
• Coordinate the review and updating of relevant practice policies and procedures.
• Monitor and action relevant alerts, including NHS, cyber security, safety and operational alerts.
• Ensure that appropriate evidence is retained to demonstrate that required actions have been completed.
• Coordinate relevant premises documentation including EPC/DEC requirements, EIHR and six-facet survey inspections.
• Ensure appropriate arrangements are in place for music licensing, waste transfer documentation and other statutory or contractual obligations.

Premises Security & Business Continuity

• Maintain oversight of premises security across all three sites.
• Manage keyholder arrangements and ensure appropriate access controls are maintained.
• Oversee alarms and other security systems, including servicing and maintenance.
• Coordinate security audits and ensure identified actions are addressed.
• Identify premises-related risks that could affect service continuity and escalate these appropriately.
• Work with the Practice Manager and wider Leadership Team to support business continuity and resilience arrangements.

Equipment, Assets & Infrastructure

• Maintain an accurate practice asset register and ensure appropriate servicing, maintenance and replacement arrangements are identified.
• Coordinate calibration and servicing of relevant clinical and non-clinical equipment.
• Ensure equipment requiring specialist inspection or maintenance is referred to appropriately qualified providers.
• Oversee maintenance of equipment such as wheelchairs, couches and centrifuges.
• Monitor the condition of practice infrastructure and identify potential future maintenance or replacement requirements.

Contracts, Suppliers & Contractors

• Maintain a central record of premises, facilities, compliance and maintenance contracts.
• Undertake regular supplier and contractor reviews to ensure services remain appropriate, effective and value for money.
• Obtain quotations and arrange contractors where specialist work is required, in accordance with practice procedures.
• Ensure contractors provide appropriate certification, documentation and evidence of completed work.
• Monitor contractor performance and escalate concerns where standards or timescales are not met.
• Coordinate annual rent reviews and liaise with relevant landlords or property representatives as required.

Environmental & Sustainability Responsibilities

• Support implementation and ongoing development of the practice Green Plan.
• Identify opportunities to improve environmental sustainability, energy efficiency, waste management and resource use across the practice.
• Monitor relevant premises and environmental requirements and support the practice in meeting applicable NHS and local expectations.

Information, Risk & Assurance

• Maintain effective compliance and risk registers, ensuring actions have clear ownership and deadlines.
• Provide regular updates to the Practice Manager and Leadership Team on outstanding compliance actions, risks and areas requiring investment.
• Prepare appropriate documentation and evidence for CQC inspections, audits, reviews and internal governance processes.
• Ensure that compliance information is accurate, accessible and kept up to date.
• Work collaboratively with clinical and operational leads where compliance responsibilities overlap.
• Support the practice in developing a culture where health, safety, compliance and risk management are everyone's responsibility.
• Undertake other duties commensurate with the role and level of responsibility, as required by the GP Partners or Managing Partner.

General Leadership Responsibilities

• Act as an active member of the Mortimer Medical Practice Leadership Team.
• Work collaboratively with the Practice Manager, Assistant Practice Manager and other managers and clinical leads.
• Provide practical advice and guidance to colleagues on premises, operational and compliance matters.
• Take ownership of issues within the scope of the role and follow them through to resolution.
• Identify opportunities to improve systems, processes and the working environment.
• Maintain confidentiality and comply with practice policies and procedures.
• Attend all relevant leadership and wider practice meetings as required.

Place of Work:

The usual place of work for this role will be Leintwardine Surgery, which will serve as the postholder's primary base. However, given the nature of the role, regular travel between Kingsland, Orleton and Leintwardine will be required to oversee premises, compliance, health and safety and operational requirements consistently across all three sites.