Operations Assistant

Job responsibilities

In this role, the Operations Assistant will be expected to:

Provide all aspects of administrative support to the Operations Manager and wider team, and keep them informed of progress.

Work to deadlines and respond in a flexible way to the changing demands of the organisation.

Attend and participate in team and one-to-one meetings, training courses, and appraisals punctually and well prepared, as appropriate and when required.

Ensure telephones are managed and answered in a timely manner and act as a point of contact for all enquiries, ensuring that customers are responded to promptly and professionally.

Handle communication with internal and external stakeholders (including locum GPs, practice staff, patients etc) via email and other methods, ensuring timely responses to queries and requests.

Support with the running of the Crabbs Cross office, handling general duties and office administration as required.

Monitor and manage patients on clinical systems including EMIS Web, ERS, Semble and others to ensure effective service delivery, following the appropriate pathways and protocols for each.

Maintain accurate records and complete data entry tasks for operational activities, ensuring compliance with NHS, CQC, and contractual requirements.

Assist in service scheduling and workforce coordination using Lantum or other scheduling software, ensuring shifts and service coverage are effectively planned, and crossreferencing invoices and rotas as required.

On board all new self-employed staff ensuring all documentation is correct, in date and all IT accesses have been granted.

Where needed, support with the preparation of reports and data summaries for management, helping track service performance and key performance indicators (KPIs).

Support procurement processes, managing supplies and liaising with suppliers where necessary.

Work collaboratively with other departments, such as HR and Finance, to ensure smooth coordination of operations.

Support internal meetings, preparing agendas, taking minutes, and following up on action points as requested.

Help coordinate marketing and communications activities, working with the Communications team to support service promotion and engagement.

Ensure a high level of confidentiality and data security when handling sensitive patient and organisational information.

Stay on top of your eLearning modules and raise opportunities for further training or CPD with your Line Manager when you feel they are relevant to your role. Due to the nature of this role, there will naturally be other requirements, which will be identified in agreement with the Operations Manager; the above, however, provides an overview of the core responsibilities that form the primary remit of this role.

Person Specification

Persona; Attributes

Essential

• Proactive and adaptable, able to manage changing priorities and work efficiently under pressure.
• Committed to confidentiality and compliance, ensuring patient and organisational data is handled responsibly.

Experience

Essential

• Highly organised, with strong administrative and coordination abilities.
• Detail-oriented, able to maintain accuracy and ensure compliance in documentation.
• Techsavvy, confident using Microsoft Office, data systems, and other digital tools.
• An effective communicator, able to liaise professionally with internal teams and external partners.
• Collaborative, able to work well within a team and support wider operational goals.

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.