Operations Assistant

Job overview

The Unplanned Care Leadership team consists of a Deputy Chief Operating Officer, Clinical Director and Nurse Director forming a triumvirate that manages the Unplanned Care Groups (E, F, G, H & J). The role of the Operations Assistant is vital to aligning priorities of the triumvirate and supporting organised team working to support the effective running of the Unplanned Care leadership Triumvirate.

Key parts of the role - You will:

• Support the Unplanned Care Leadership Team with day to day coordination, diary management, meeting planning, and preparation for key forums.
• Managing governance and documentation processes - You will decide how best to track actions, structure minutes, or organise documentation to ensure compliance with Trust governance requirements. This includes choosing the most efficient digital tools and methods to maintain accurate, timely records.
• Prioritising leadership workload and diary commitments - You will regularly decide how to sequence or reorganise meetings when urgent issues arise.
• Champion digital tools, to be adaptable and proactively explore the adoption of technology to streamline working practices.
• Determining how to handle incoming enquiries - you must make informed decisions on interception and appropriateness of redirecting calls, especially when the Triumvirate is unavailable.
• Support projects and reporting, helping to collate information, prepare papers, and streamline communication and data flows.

Main duties of the job

The strongest candidates will be:

✔ Proactive and adaptable  The post holder is supported, rather than managed, so you’ll need initiative, problem solving ability, and confidence working in a pressured environment.

✔ A confident communicator You’ll write minutes, prepare reports, liaise with senior leaders, and handle enquiries professionally. The role requires exemplary written and verbal communication skills.

✔ Highly organised You’ll need to manage multiple diaries, competing deadlines, and shifting priorities independently.

✔ Discreet and professional You’ll handle sensitive information daily, including HR matters, governance papers, and confidential correspondence.

✔ Digitally capable You’ll use MS Office, Teams, digital scheduling tools, and be expected to embrace new technologies such as Co pilot. The role requires advanced knowledge of MS Office software and being familiar and adept with digital collaboration tools.

As an Operations Assistant, you’ll play a key part in supporting our Unplanned Care Leadership Team—planning meetings, keeping track of actions, coordinating recruitment and workforce processes, and ensuring information flows smoothly across the department. and you’ll be trusted to use your initiative and judgment to keep things moving.

This is a role for someone who enjoys being at the heart of organisational activity - coordinating people, information, meetings, and processes so that senior leaders can focus on strategic and clinical priorities.

Detailed job description and main responsibilities

• Provide day-to-day executive and administrative support to the Care Group Leadership Team (CGLT), ensuring the smooth running of leadership operations.
• Utilising digital technologies, co-ordinate internal and external meetings including scheduling, agenda planning, minute-taking, and action tracking.
• To organise and plan complex diary and commitments, including all travelling and accommodation arrangements as necessary.
• Support preparation for key forums such as operational delivery meetings, executive walkarounds, and performance reviews.
• Effectively prioritise own workload, according to the changing needs of the CGLT.  The postholder is supported, rather than managed.
• Maintain accurate records of decisions and follow-up actions from Care Group meetings and ensure timely progress updates.
• Organise and manage effective, accurate and up-to-date office systems and procedures, ensuring compliance with NHS guidelines, making use of technology, aiming to achieve a paperless office and with assistance of Co-pilot and any further digital tools.
• To manage the Care Group employment contact details, ensuring that ESR documentation is collated, tracked and sent to the appropriate departments.
• Establish policies and maintain system to monitor Sickness/Absence for the Care Group teams.  To include receipt of sickness certificates, ESR sickness forms, maintenance of records detailing individual staff members absence.
• Serve as a point of contact for the Care Group Leadership Team, managing communications in a professional, courteous and responsive manner.
• Foster strong relationships across clinical and non-clinical departments, promoting a culture of collaboration and accountability.

Please see the attached job description for full details.

Please note that this advertised position, which is part of occupation code 4159 does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). The Trust would not be able to issue a Certificate of Sponsorship for this role